AccountEdge US New Features
AccountEdge 2019 New Features
When viewing a Receive Payment or Receive Money or Refund transaction, if the transaction was already deposited through Prepare Bank Deposit, you can identify if this transaction was deposited by seeing a new drill down arrow. By drilling in, you will be taken to the Prepare Bank Deposit transaction which this transaction was included on.
Sales Tax Rates can now be set out to include 5 decimals which is useful in states that are beginning to use longer rates.
A new series of reports which provides insight into the health of your business including analysis into number of days to collect your accounts receivable by month and compared to last year, what your inventory turnover is, gross profit margin ratio analysis and more. AccountEdge for Mac previously had some of these reports, AccountEdge for Windows now has them as well. The new reports include:
- Gross Profit Margin Ratio
- Operating Profit Ratio
- Net Profit to Sales Ratio
- Accounts Receivable Days
- Accounts Payable Days
- Current Ratio
- Profitability Ratios
On Sales and Purchases you have had the ability to add Notes to transactions. In AccountEdge 2019, you now have the ability to save a Note for future use. A new Notes List is available in the Lists menu under Sales & Purchases Information where you can manage your notes.
New user access permissions added to prevent users from accessing features in AccountEdge.
- Customer Selling Details
- Vendor Buying Details
- Credit Limit and Credit Hold Information
To make it easier to quickly view the Customer's credit status, you can now click the drill down arrow next to a customer's credit limit to see and edit the Credit Limit.
AccountEdge can now filter on a customers last transaction date. This could be a payment or a sale. From the Cards List you can filter by this date to find customers who you haven't done business with since a given date. You might do this if you're looking to remove older contacts.
Using the Email feature in the Cards List Command Center, you can also filter by this date. For example, if you would like to send an promotional email to customers you haven't done business with in some time.
On the Card List Detail and Summary reports, you can also filter by Last Transaction Date to display customers you have not done business with as of a given date.
AccountEdge can also filter on a vendors last transaction date. This could be a payment made or a purchase. From the Cards List you can filter by this date to find vendors who you haven't done business with since a given date. You might do this if you're looking to remove older contacts.
On the Card List Detail and Summary reports, you can also filter by Last Transaction Date to display Vendors you have not done business with as of a given date.
The various Register windows in AccountEdge including the Sales Register, Bank Register, Transaction Journal and more include new date filtering option to help you find the transaction set you are looking for including Month to Date, This Quarter, etc.
The Jobs Status filter which is used identifying the stage your job is in as well as many other uses is available as a filter on many different reports.
When going into Print/Email Statements there is a new option to filter by "Only Overdue Customers".
You can now click on a column header in the Prepare Bank Deposit window to sort the transactions by that column.
You can now click on a column header in the Pay Bills and Receive Payment window to sort the transactions by that column. The columns also scale to fit the size of the window allowing you to see more information.
AccountEdge with AccountEdge Connect now provides a new Recurring Billing module which allows you to automate the process of recording, emailing, updating and reviewing recurring invoices. After setting up a Billing Schedule for Daily, Monthly, Annually, etc., you can add a recurring item or service invoice where item quantity or service revenue amounts are memorized or variable each month. After approving your billing schedule for the billing period, you have the option upon recording all of your recurring invoices in bulk to email the customers their invoices. Once billing has occurred and your Next Billing Date gets moved ahead to the next period, variable billing amounts are reset to zero however memorized amounts remain the same.
AccountEdge Connect now allows for processing credit card payments in bulk. In the Sales module, a new feature is available called Bulk Payments. From here you can view all open receivables/invoices (from AccountEdge Connect or AccountEdge Pro). You can also filter by just sales created using Recurring Billing. You have the ability to see if credit cards have expired and update them on this window. After choosing your payments or selecting all, you can choose Charge Selected to process all of the payments choose. You have the option to automatically send out a payment receipt via email. Of course all payments processed are synced back to AccountEdge.
As part of the new Bulk Payment Processing feature in AccountEdge Connect with AccountEdge 2019, you have the ability to send out an email to all customers who pay you via credit card and have an open receivable to let them know that their card has expired or will be expiring in the next 30 days. A link in the email will take the customer to the Customer Portal where they can either login or create an account so they can update their own credit card and/or expiration date. An email template is available in Settings to customize the message to be sent.
When Bulk Payment processing is run and cards have declined, you can send out an automated email to those customers letting them know about the decline and to update their credit card in the Customer Portal. If a card is declined, the transaction remains open in Bulk Payments so that you can run the transaction again.
AccountEdge Connect users now have the option to not only create Credit Memos but also be able to apply a credit to an open receivable or invoice. These Applied Credit transactions will sync down to AccountEdge. You will also have a preference to allow your customers who have been given access to the Customer Portal to not only pay off open sales with a credit card but also be notified of any available credits which they can apply themselves.
You can now enable a Customer Portal via AccountEdge Connect and AccountEdge Pro. The Customer Portal is a web site where your customers can create an account and login using the email address you have on file for them. Once logged in, the customer can view their open receivables, make a credit card payment against open sales, update their credit card information and depending on your settings, they can apply any available credits to open invoices. Although having an AccountEdge Merchant account unlocks the ability for your clients to pay you online in the Portal, those without a merchant account can have their customers log into the portal to simply view their open receivables.
The Customer Portal is customizable through AccountEdge Connect where you can upload your logo, set colors, fonts, styles, etc and many options including if a customer is allowed to make partial payments.
You can invite a customer to the portal a few different ways. After setting up the portal, you can click the Send Invite in AccountEdge Pro or AccountEdge Connect when viewing their customer card. You can also send the customer a Web Pay invoice which includes a link to your Portal. Optionally you can include your custom Customer Portal URL on your printed forms or add it as a merge field on your email templates.
Statements can now be sent from AccountEdge Pro with an optional Pay Now link in the email and on your custom statement forms.
Using a Web Pay Statement Template, you can add custom field for the Customer Portal URL to direct your customer to pay you online. Once on the portal, they can either login or create an account using the email you have on file for the customer.
AccountEdge 2018 New Features
We've made changes to how we create orders and deposits to allow you to edit/delete the deposit payment after an order has been converted into an invoice. In the past if an order with a deposit/payment was converted to an invoice, you were unable to delete/edit the payment or delete the sale. *This will only be available on transactions created after upgrading. You will not be able to delete a payment on an order for historical transactions
In the Card Information window you can now click an email icon next to a contact's email address to quickly create an email.
When selecting an account on most transactions or other places where you need to choose an account, you can now use Search By account # or by name and use starts with/contains. This makes it easy to find the account you want to use.
You can now add a paid stamp to your printed and PDF Sales Forms. When an invoice has been fully paid, a stamp will appear on the custom invoice. Your invoice form will need to be customized to include the paid stamp and you can position this field wherever you like. This helps when re-sending a copy of an invoice to a client that has been paid to avoid confusion.
Item Kits allow you to sell a group of items comprised of different component items without having to inventory the Kit itself. Unlike Auto-Build the component items of a Kit do not come out of inventory until the Kit is sold. Kits are an easy way to group items together on a sale or a purchase. You have the option to display the single Kit and pricing on your printed invoice/bill or to display the Kit components with individual pricing. You can apply a percentage discount to the Kit, or you can discount or edit component item prices and the Kit price will be recalculated.
A new section on the Job Information window includes a list of transactions associated with the viewed Job. You can view in Summary and in Detail as well as see quotes and orders. Filter by date range transaction type, memo, sale and purchase status and more. This makes it easy to see a complete transactional history of a given Job. This new view is also printable as either a Job Transaction Summary or Job Transaction Detail report.
A new Job Promised Date field is now available on the new Job Information window to help you manage which Jobs are in progress and when they are due to be complete.
When creating a sale to a customer that has a single Job associated with them (a Linked Customer), the Job Number will automatically be assigned to each line of a transaction which can also be removed or overwritten with another Job.
When creating a Job, you can now include an address and contact information for the Job by either using a Linked Customers address and phone number or by manually entering in an address and number. This would be helpful if your Jobs are associated with a Job Site or Job Location.
When viewing a Job in the new Jobs Information window you'll find a new tab for Activity Slips. This displays any tracked time that is tied to a Job. You can then drill into the Activity Slip or print this list as an Activity Slip [Job Detail] report. The list can be filtered by date range and displayed in time units or dollars. You'll see the time tracked, any adjustments, the net time, what's been billed and the balance of time to be billed for a given Activity Slip.
Jobs now have 3 custom fields and custom lists. These can be used to filter reports or to simply provide additional information about your job. You'll be able to name the field and custom list labels so they display next to the field on the Job Information window. Custom lists can be helpful if you have different Job Types that need to be assigned to each job. Custom fields allow you to have an extra text box for custom information about the job.
Keep notes about your Job right in the Job Information window. These notes can also be added to reports.
A new customizable Job Status list is available which can be used to track which stage a job is in. For example you might have a In Progress, Pending, On Hold and Completed status that you can tag your Job with. Job Status can also be used as a filter in reports.
When viewing a Job you'll see a new Budget Analysis tab. You'll be able to edit your budget amounts for the Job as well as calculate and display your adjusted budget and compare to actuals all in one window.
The Jobs List window now has the ability to Search for Jobs by Job Number, Job Name and Linked Customer. You'll be able to use a sub-filter for Starts With and Contains to help find the specific Job you are looking for.
The new Jobs Transaction Summary report gives you a list of transactions including quotes and orders associated with selected Jobs. You can choose to filter on Transaction Type and Sale and Purchase Status including Open, Credit, Closed, All Transactions, Orders, Quotes, All Sales/Purchases.
A new Jobs List Detail report prints out all of the details of a Job including the new customer fields and lists, Job Status, Job Notes and more.
From the File menu/Purge you will see a new option to Purge Jobs. This is helpful for those businesses that create many jobs and would like to reduce the list by removing unused, older jobs. When purging jobs, the selected job(s) will be deleted and removed from all transactions.
AccountEdge 2017 New Features
There have been enhancements made to emailing from your AccountEdge software. You can now email directly from your card file to your contacts, filter the types of cards, use custom lists and any information available in the card you are sending it to. These changes are made throughout the software, where emailing is an option.
A video introducting the new email features is available here: Email Enhancements Video
Emailing payment receipts: AccountEdge gives you the ability to email receipts from receive payment, receive money and debit refunds payments. You can email these receipts to multiple recipients using a customize template that you create. There is a video on the new feature available here.
Emailing contacts from the card file: Create bulk emails directly from your card file with the ability to filter the emails using the options available within the card details, such as custom lists and identifiers. You can also filter type of card or selected cards throughout each type. There is a video on the feature here
Creating email templates: AccountEdge gives you the ability to create email templates, edit existing email templates to add additional information and add detail to the email subject and message that will be sent to the recipients that you choose. You can create an email template for invoices, statements, receipts, purchases, payments, pay stubs, cards and shipping receipts. There is a video on the new feature available here.
Assigning a department when importing transactions from your bank statement is now available. You can split or assign a partial amount of the transaction to both a job and a department. If you are creating a rule for specific transactions you can also assign the job and the department when creating rules. There is a video explaining the new feature here.
Notes have existed on Sales and Purchases transaction but now they have also been added to transactions such as:
- Record Journal Entry
- Transfer Money
- Spend money
- Receive Money
- Prepare Bank Deposit
- Receive Retainer
- Spend Retainer
- Pay Bills
- Pay Liabilities
- Pay Employees
- Build Items
- Adjust Inventory
The Notes field will appear when the Notes button on the transaction window is clicked. The notes field will accommodate up to 1000 characters and will be saved at time the transaction is recorded. The following reports will have the notes field available but it will not be selected as default:
- Trial Balance Detail
- General Journal
- Session Report
- Bank Register
- Cash Disbursements
- Cash Receipts
- Sales & Receivables Journal
- Purchase & Payables Journal
- Payroll Journal
- Item Transactions
- Item Register Detail
- Inventory Journal
- Card File
- Card Transactions
Transaction Notes will be added to the Export fields for the following:
- Spend Money
- Receive Money
- Journal Entries
Transaction Notes will be added to the Import fields for the following:
- Disbursements - Pay Bills and Spend Money
- Receipts - Receive Money
- General Journal Entries
This video has information on the new feature.
When you are recording a payment directly from a sale you can choose the account you would like to deposit the payment to, including grouping with undeposited funds. When recording a payment directly on the purchase bill you can now easily enter the account from which the payment will be drawn. You are now given the option to assign the check number or payment number in the Applied Payment Details window. This video has information regarding the new feature.
When entering an invoice, if the customer you have entered has credits on file the total amount of the credits will appear in the upper right hand corner of the invoice. You can access the credits by clicking on the zoom arrow before the amount. The Sales Register - Returns & Credits view will appear showing a list of the credits on file. You can then apply the credits to the invoice, pay refund and create copy of the credits.
This video has further information on the feature.
When entering a purchase, if the vendor you have entered has debits on file the total amount of the debits will appear in the upper right hand corner of the purchase. You can access the debits by clicking on the zoom arrow before the amount. The Purchases Register - Returns & Debits view will appear showing a list of the debits on file. You can then apply the debits to the purchase, receive a refund or create a copy of the debits.
The following fields have been added to the pay stubs:
- Employee Address
- Employee Phone Number
- Employee Pay Basis
These fields are available on all paycheck forms but will not be default selections.
This video has further information regarding the feature.
A new report has been added to the Other Sales reports under the Sales tab in the Reports Index. The UPS Shipping report will give you the information needed to track the UPS shipment. We have also added various fields to the sales forms to make available the shipping information when printing and/or emailing sales.
AccountEdge offers the user the ability to create a UPS shipment directly from the sales invoice or a card. A UPS account must first be established before the integration process can begin. The user will also have the ability to print shipping labels and track the packages after they are shipped.
The UPS Shipping Setup assistant will guide you through the setup process. Once the UPS account is linked to your AccountEdge company file additional steps are added to the setup assistant allowing easier access to the printing of labels, markup rates, email notifications and tracking packages being shipped.
Videos on the New UPS Shipping Integration:
AccountEdge 2016 New Features
New filters have been added to the Bank, Sales, Purchases and Find Transaction Registers to give flexibility when searching for a transaction within the registers. You can filter your search using the Search by and Dated From fields. If you want to narrow your search further:
- Click Filters. The Advanced Filters window appears. The Clear Filters button will become active when a filter has been selected. Clicking this button will clear any previously selected filters.
- Type or select the additional search filters.
- Click OK to accept the changes made and close the window.
Void Check allows for a seamless way to void any kind of check, mark it as reconciled, identify it using Transaction Journal and Recap Transaction, put a ‘rubber stamp’ on the transaction window and print the check. A Void Check option is available in the Edit Menu and in the right-click menu for Spend Money, Spend Retainer, Pay Refund, Pay Bills, Pay Employee, Pay Liabilities, and Bank Register (Spend Money and Pay Bills only)transactions. Transaction Journal and Recap Transaction will show the transaction as VOID and the Memo field is updated on each transaction.
We have added video links to the Help menu and under the Help Center sidebar under each command centre. This gives you easy access to the latest AccountEdge videos. We have also added You Tube icons to the Welcome window and are displayed along with other icons located in the bottom right corner of each command center.
A department field has been added to the Prepare Bank Deposit and Bank and Deposit Adjustments windows. If more than one department has been added to a transaction, split will appear in the department field. The amounts of each department selected must equal the total amount of transaction.
NOTE: Assigned multiple departments to a transaction. If you assign a department or multiple departments to a transaction you must first select the preference I Use Departments; if Departments Are Not Assigned to All P&L Accounts Warn, Don’t Warn [System-wide].
You can create a lead card to begin tracking potential customers. If you have created a quote for someone that is not yet a customer creating a lead card will give you the ability to track the source and the status of the potential customer. Once the person or company accepts the quote, when you change it to an order or an invoice, the lead card will automatically be changed to a customer card. The date the lead card was created will remain in the history of the customer card along with all contact information. The lead source and lead status fields remain in the Card Details tab of the customer card. The Lead Since in the History tab also retains the date the lead was created.
AccountEdge now has the ability to determine if the date set in the program is the same as the current system date. In the past, if AccountEdge was left open overnight, the date of the system would change but the date in AccountEdge would remain the same until the company file has been closed and reopened. Now, if AccountEdge has been left open overnight, as soon as the user begins to work in AccountEdge a message will alert the user that the dates may be different. You will be able to update AccountEdge date to match the current date without having to close and reopen your company file.
The create copy feature is a quick and easy way to copy a sale or a bill transaction that has a lot of detail and is usually the same for each customer or supplier. Just record the sale or purchase transaction for the first time, then go to the sales or purchases register, highlight it and then click create a copy. The following fields will be copied to a new sale/purchase when you click Create Copy:
- line items
- job allocation
- department allocation
- attached documents
- referral source
Any payments that have been applied to the original sale/purchase will not be copied over to the new sale/purchase. The promise date, customer po#, vendor invoice #, shipping details, and serial numbers assigned to the original sale will not appear in the new sale/purchase. The tax code that is linked to the new customer/vendor card will be used on the new sale/purchase. The customer/vendor and journal memo used on the new sale/purchase will be determined by the selections made in the Create Copy window. If you select the option Use Customer/Vendor Defaults in the Create Copy window, the price level, volumn discount, salesperson, commission information, comment, shipping method, delivery status fields will be based on the customer/supplier card information. If you do not select the option Use Customer/Vendor Defaults in the Create Copy window, additional fields such as; line discount, salesperson, commission information, shipping details, delivery status and credit terms fields will be copied to the new sale/purchase from the original.
Back and Forward arrows have been added to quotes, orders, invoices and bills for easier navigation without having to close the window and go into the registers. Simply click on either the back or forward arrow to view either the last or next quote, order, invoice or bill recorded by number sequence. If the transaction has not yet been recorded, the arrows will show the last transaction recorded. When you are in a sale only the invoices will show and when in purchases only the bills will show.
With the ability of creating and tracking leads and customers you also have an assistant to help you through the process of purging sales/purchase quotes and cards from your company file.
For customers and leads, you can purge quotes and their associated cards that haven’t been converted to sales and are no longer needed. This assistant will step you through the process of first purging the transactions then the associated cards. A new purge button has been added to the Cards List menu to purge lead, customer and vendor cards. This button will take you to the Purge Sales Quotes and Cards window or the Purge Purchase Quotes and Cards window. All purging options, listed below, can now be found under the File menu.
- Journal Entries
- Closed Invoices
- Sale Quotes and Cards
- Activity Slips
- Closed Bills
- Purchase Quotes and Cards
- Item Movements
- Serial Numbers
- Reminder Logs
A department field has been added to the Adjust Inventory window. If more than one department has been added to a transaction, split will appear in the department field. The amounts of each department selected must equal the total amount of transaction.
NOTE: Assigned multiple departments to a transaction. If you assign a department or multiple departments to a transaction you must first select the preference I Use Departments; if Departments Are Not Assigned to All P&L Accounts Warn, Don’t Warn [System-wide].
You can now view up to 7 years of Profit & Loss and Balance Sheet reports in AccountEdge. Also, a new multi-year spreadsheet report is included which displays year over year P&L comparison in easy to view columns. You can select prior years on the following reports:
- Standard Profit & Loss
- Profit & Loss Multi-Period Spreadsheet
- Profit & Loss Year to Date
- Profit & Loss Multi-Year Spreadsheet
- Standard Balance Sheet
- Multi-period Balance Sheet
If the fiscal year has been closed and/or the financial data was purged prior to upgrading to AccountEdge 2016, the columns will be blank.
New reports based on customer profitability have been added to AccountEdge. Now, you can see how profitable certain customers are based on the items sold to them and their margin. Also included are a new set of Item Profitability reports to show you your most and least profitable items.
The new reports are:
- Profit Analysis - Item Summary report
- Profit Analysis - Item Sales Summary report
- Profit Analysis - Item Sales Detail report
- Profit Analysis - Activity Summary report
- Profit Analysis - Activity Sales Summary report
- Profit Analysis - Activity Sales Detail report
- Profit Analysis - Customer Summary report
- Profit Analysis - Customer Sales Summary report
- Profit Analysis - Customer Sales Detail report
New reports based on leads and leads that become customers have been added to AccountEdge. You can easily track a lead from the beginning through to becoming a customer. You also have the reporting tools to analyze the sources and status of each lead. The new reports are:
- Lead Quote Summary report
- Lead Quote Detail report
- Lead Source report - Sales
- Lead Source report - Card File
- Lead Status report
- Lead Aging report
- Lead Conversion report
Add Pay Now link when emailing your invoices to your customers. Your customers will then have the ability to easily pay the invoice online. Customers will also see a list of their open receivables that can also be paid. Your My Account page can be customized within AccountEdge Cloud with your logo and color scheme. An AccountEdge merchant account and an AccountEdge Cloud subscription is required. Your invoices emailed with Web Pay enabled can be sent from either AccountEdge or AccountEdge Cloud.
AccountEdge 2015 New Features
AccountEdge 2015 now has the ability to track commissions for an employee or a vendor salesperson. A Commission Rate Level is created that will charge a flat amount or percentage per item or activity and can be assigned to each salesperson. A custom reate level can also be created using both amounts and percentages for items and activities. A commission is then calculated on a sale, based on either the date of the sale or when payment is received. The commission can then be paid by check to a vendor/subcontractor or as a paycheck for an employee.
Custom Rate Level commission types can only be used for Item and Time Billing sales. For Service, Professional and Miscellaneous sales you can select a Flat Percentage or Amount Rate Level. While entering the sale, the commission rate level assigned to the transaction can be viewed and the amount edited without affecting the default level selected. The level can also be recalcuated if changes are made and you want to go back to the original calculated amount. If a sales transaction that has been saved is edited, any changes to the line items of the sale will cause the commission to be recalculated. New reports have been added to make the process of tracking commission easier.
To see a video of how commission tracking works click here.
You now have the option to select Hide Inactive on various windows including Cards, Items, Retainers and Jobs Lists to filter the inactive cards and items from the list. If a card, item or retainer is marked as Inactive and there are recurring transactions associated with them, a message will appear asking if you want to delete the recurring transactions. If a job is marked as Inactive and there are recurring transactions associated with them, a message will appear asking if you want to remove them.
To see a video of this feature in action click here.
You can now assign one or more jobs to each line item in a transaction. You can easily divide the total amount of the line item between multiple jobs by either an amount or percentage.
You must select the system preference I Use Departments; if Departments Are Not Assigned to All P&L Accounts to have the option to assign one or more departments to each line item in a transaction. Allocating jobs or departments by an amount or percentage is available in the following windows:
- Record Journal Entry
- Spend Money
- Receive Money
- Bank Register
- Bank and Deposit Adjustments
- Prepare Bank Deposit
- Enter Sales
- Receive Retainer
- Spend Retainer
- Historical Sale
- Enter Purchases
- Historical Purchase -Inventory
- Build Items
- Adjust Inventory
- Receive Items Allocating jobs or departments by percentage only is available for the following windows:
- Enter Activity Slip
- Enter Mileage Slip
- Enter Timesheet
- Employee - Recurring Paycheck
The following is a list of enhancements made to the processing of the 1099s and 1096 forms:
- The selection for “Report Payments on 1099” option shown on the Buying Details tab of the vendor card is now visible, regardless if payroll has been set up. However, the default selection will be “Not 1099”.
- Additional filters when preparing 1099s have been added, such as 1099 Categories and Amounts From/To range.
- Total 1099-Misc Payments amount and the number of vendors selected is now viewable on the Review 1099/1096 window to review prior to printing.
- After printing 1099s, your filters and selections will be carried over to prepare your 1096 form.
- New reports added:
- 1099 Vendor Payment Summary and Detail Reports - displays the payments made to the vendors that you are tracking 1099s and can be filtered by amount and 1099 categories.
- 1099 Final Information report - displays the details of 1099s that have been process by vendor.
- Two address lines will now print on the Form 1099-MISC (IRS Form) and the Form 1099-MISC (Acclivity Form). To see a video of the new 1099 features click here.
You can manage locations and item quantities for both your AccountEdge locations and your Shopify web store. Each item can be tracked, both in AccountEdge inventory locations and in your Shopify web store. The amount of items selected will be updated in your Shopify webstore each time you sync your AccountEdge company file with your Shopify web store. You can chose how many items you want to reserve in AccountEdge. The difference between the total number of items and the amount is reserved is displayed. When the Track Inventory In: Shopify is selected this will also be selected in the Inventory Policy>Shopify tracks this product inventory located in the Products>Inventory & Variants setting in Shopify the next time you sync.
The Target field is used to enter the amount of items to sync with your web store, however it cannot exceed the available quantity. If the Qty field has less than 10 when the Shopify checkbox is selected, the Target field will default to 10. If the Qty is greater than 10, the target amount will default to the amount in Qty. You also have the option to allow out of stock sales to occur in your web store.
For more information about this feature and to see a video click here.
Before you begin to track serial numbers for your items, you need to determine where in the process of tracking the serial number do you want to begin assigning the serial number to the item. You have the ability to assign a serial number to items in the following areas:
- Enter Sales
- Enter Purchases
- Receive Items
- Build Items
- Move Items
- Inventory Adjustments
To track a serial number you must first go into the item profile and select I Track Serial Numbers for This Item. Once this option has been selected the Serial Numbers tab is available. A transaction must be recorded to track a serial number. You can also apply warranty information to an item when the item is sold.
You can track a serial number on a basic, master and variation item. A unique 40 character maximum alphanumeric identifier can be assigned to each item and tracked when purchased (received) and sold, or only when sold, along with an associated warranty period, basied on the date sold.
To see a video of the new serial number tracking feature click here.
Although warranties are associated with serial numbers, you don’t need to be selling the serial numbers to keep track of the warranties on item but you do need to create them in your company file. After you have entered the serial numbers for the item, AccountEdge will begin to keep track of the warranty for the item beginning on the date the item was sold.
To see a video of the new warranty tracking feature click here.
The Departmental Accounting feature gives you the ability to track financial profitability within your business by department. You can now assign a single department or multiple departments for each line of a time sheet for an employee. You must first select the preference and create departments before you can allocate them to a timesheet.
Transactions that have lines split between multiple jobs or departments can now be imported and exported.
You can now import and export multiple currencies as well as update the currency rates upon import.
Administrator users can now view and logout active users. If a users computer falls asleep while logged into the company file or if you can’t turn off FileConnect because users are still connected, the administrator user can now view all workstations that are active or still connected to the file and log them out of the company file.
To see a video of this in action click here.
AccountEdge 2014 New Features
The Departmental Accounting feature gives you the ability to track financial profitability within your business by department. You can now assign a single department or multiple departments per transaction. A new preference has been added to the System Preferences enabling you to turn on the feature. Once the feature is activated, Departments can be allocated to the following transaction types:
- Record Journal Entries
- Spend Money
- Receive Money
- Enter Sales
- Receive Retainer
- Spend Retainer
- Enter Purchases
- Enter Activity Slips
- Enter Paychecks
You can now select an option to use the default form that is indicated on the customer or vendor card when emailing forms to the customer or vendor. If you do not have a default form assigned to the customer or vendor, the form selected in the Advanced Filters will be used.
A customer credit is money that you owe to a customer. To process a customer credit or refund you first need to record a credit memo and then record the settlement of the credit (for example, by printing a refund check for your customer). Recording credits or refunds. You can create a customer credit memo in the following ways:
- Reverse an existing sale. Use this method if the customer has paid for the entire sale. This method will automatically create a credit memo when reversal is recorded.
- Manually create a credit. Use this method if you are crediting the customer for part of a sale.
- Process from web store. Use this method if you have processed a credit or refund through your web store and you now need to reflect it in your company file.
You can now create multiple variations of an item automatically and have AccountEdge track the inventory of each variation. A new master item must first be created. Once the master item is created the variation tab becomes available. A master item can be marked I Buy, I Sell, I Inventory; however it cannot be used on sales and purchases. The buying and selling details of the master items will be copied from the master item when a variation is created.
Note: any items created prior to AccountEdge 2014 with history cannot be used as a master item.
To create a variation of an item you must first create an item property. Each property will contain a property name and details. For example; the item is Coffee. You have created a property named Blend and Flavor, each having a list of details to choose from. Each property and details chosen for each item creates a list of variations for that item. On the master item you can select up to 3 properties. Listed under each property will be the list of variations created. Select each that will be applicable to that master item. Once you have selected to create the variations, a message will appears displaying the amount of variations created.
You can now easily clean up your items list by combining your old items with your new items or if you have duplicate items you can combine two items into one. When you need to combine two items you are choosing to keep one item and choosing to delete the other. The one you choose to keep is called the primary item. The item that will be deleted is called the secondary item.
The Jobs Profit & Loss report has been revised to give you the ability to customize the report over the span of multiple fiscal years. The “FYTD XXXX” amount displayed is determined by the ending date entered. If a purged period is included in the date range entered, the information may be incomplete for pre-conversion or pre_purged periods.
A new report section called Departments has been added to the Accounts section of the Index to Reports window. These new reports will be based on reporting multiple aspects of the new feature Departmental Accounting.
The following are a list of the Departments reports:
- Activity Summary
- Activity Detail
- History [OfficeLink]
- Department Transactions
- Profit & Loss
- Departments List ### Negative Numbers on Reports Any report that previously displayed a “CR” to the right of an account balance that had a negative balance is now displaying an amount in parentheses.
AccountEdge Cloud gives your employees the flexibility to enter sales and track billable time using your PC, Mac or mobile browser. Sales and time tracked for billing are easily synced back to AccountEdge Pro. AccountEdge Pro syncs with AccountEdge Cloud through your dropbox account. Once you setup to sync with Dropbox from AccountEdge Pro, you can sign up for a trial AccountEdge Cloud account and activate employees for access. AccountEdge Cloud transactions that are synced to Dropbox are picked up by AccountEdge Pro the next time the user chooses to sync.
AccountEdge Pro v14 now has an added option, you can use a hosted service by Shopify. Create a web store through Shopify and connect your web store with your AccountEdge company file.
This web store service, hosted by Shopify, is an easy and affordable way to sell your products online. You can take orders online and receive payments then sync with your AccountEdge company file. You can also create discounts and gift cards to apply to your online sales and process the orders in AccountEdge.
AccountEdge 2013 New Features
The mileage tracking feature gives you the ability to track mileage for your vehicles and your employees. You can track depreciation for tax purposes for each vehicle and the amount of miles driven to and from meetings with customers for expense reimbursement for each employee. Keep track of mileage rates using an effective date to help keep up with changes from the government agencies. Enter the date of the trip, the mileage at the beginning of the trip and the end of the trip and have the software calculate the mileage expense.
AccountEdge can import bank statements in a variety of formats for most every bank as long as you can download your statement to your computer in an OFX, OFC, QIF, QFX and other similar formats. We have added a new Bank Statement Import worksheet window making it easier and faster to add new transactions, match to existing transactions and create import rules when importing a bank statement. You can also apply transactions to your Jobs, streamlining the tracking and billing process. The Bank Statement Import window gives you the ability to save the transactions you imported so you can come back to it later if you are interrupted. AccountEdge will retain the transaction imported but not yet updated. Using a dual register worksheet window, you’ll now be able to see the work to be done and the transactions you've already matched or added without having to import the bank statement again and again. AccountEdge can now help with future bank statements by creating rules that are tied to a transactions memo or payee. Having the ability to create rules for the next import will make your next reconciliation easier and faster.
Documents, images, scans and any type of files can be attached to records and transactions in your AccountEdge company file. Bookkeepers can scan bills and invoices from vendors and attach to purchases or expense transactions. Salespersons now have the ability to attach a copy of a service agreement to an invoice. When using an attachment, you can either link directly to the original source file or have AccountEdge create a copy of the document and file it along with other attachments in a new AccountEdge documents folder. When there is not a document attached, the paper clip on the button will be grayed out and will say Attach. When you click the Attach button, the Open file window will open. If you select a document, the Attached Documents window will open with the name of the attached document listed in the scroll area. Once the document is attached to the transaction, the paper clip on the button will be blue and will say Docs. When the Docs button is clicked, the Attached Documents window will open. To view a list of documents you have attached to any transaction or customer record, go to the Lists menu and select Documents. The Documents List window appears. You can open the source of the documents or reveal the location of the documents from this window.
You can now create Trust, Escrow and Retainer accounts with the ability to write cheques directly from the accounts. When creating a retainer, escrow or trust account, you can choose which bank account to link it to giving you the ability to track all transactions recorded to this account. You also have the ability to transfer funds from a retainer, trust or escrow account into your designated operating account automatically. When selecting this feature in the preferences of your company file, you can select to use the term Retainer, Trust Account or Escrow within your AccountEdge Company file.
AccountEdge will now track any changes made to a quote or an order. With Change Orders, you’ll be able to track what changed on the estimate and include change order notes to the estimate to provide to the client. Change Orders will track changes to quantities, price, discounts, descriptions, and new lines added to an estimate. You can use the default change notes provided or edit them.
You can now add a note to your sales and purchases. For example, if a sales person needs to add notes to a quote, order or invoice for use with a contract or for warranty details they can easily add the notes directly to the quote, order, invoice or bill. These notes can be added to the printed sales and purchases, including the packing slips when customizing the form.
You now have the ability to assign a shipping address from a customers card to the professional layout of an invoice. For ‘drop ship’ purposes you also have the ability to select the address from a card other than the customer assigned to the invoice. This field can also be added as a custom field when customizing the form for printing purposes.
Tax codes can now be created with up to 5 characters in length. If your business is in a state that has multiple tax jurisdictions and authorities or need to create tax codes for multiple states, you can now use up to 5 characters. You can also create codes that are more descriptive and recognizable.
You can now run and print your prior year W2’s, 1099s and other payroll reports without having to open a backup copy of your company file.
AccountEdge now allows you to upload a tax table that is made available before its effective date. For example, if a tax table is effective on July 1st and is available for update on June 24th, it can now be downloaded into the company file as soon as it becomes available. AccountEdge will retain multiple payroll tax tables and use the table that is relevant based on the date of the payroll run.
The company name and address entered in the Company Information window will now appear in the payroll forms assistant.
The financial statements including Profit & Loss and Balance Sheet reports have been redesigned to make them cleaner and easier to read.
A new section called Billing Rate Level reports has been added to the Timebilling section of the reports index. This section includes the following reports:
- Billing Rate Level [Summary] report displays the a list of all accounts and their current balances.
- Billing Rate Level [Detail] report displays the details of the billing rate levels and the rates of the assigned activities.
- Billing Rate Level - Card Detail report displays the details of the billing rate levels and the details of the cards assigned.
AccountEdge 2013 enables you to password protect the security preferences. This will give you the ability to restrict a user from any or all of the security preferences.
A new option is available on recurring transactions allowing you the option to remind a specific user or all users about a pending recurring transaction.
The new batch delete feature gives you the ability to clean up your cards and items lists. You can now select multiple cards or items from those lists and use your Right Mouse Click or Ctrl Click menu to delete all those selected. AccountEdge will automatically inform you if the cards or items you have selected to delete have any transactions associated with them.
The Migration Assistant feature will help you copy and upgrade the Custom Forms, Custom Reports, Graphics, and Letters and automatically save them to the AccountEdge support folder.
The Migration Assistant is available to you before you create or open an existing company file.
AccountEdge Network Edition [Mac only] users, the FileConnect preference pane has been updated to 64 bit. Now, the System Preferences do not need to relaunch into 32 bit mode whenever you need to access the File Connect preferences.
AccountEdge Mobile v2 now has the ability to process credit card transactions. Payments taken work directly with your AccountEdge Merchant Account and sync back to AccountEdge. Any payment IDs stored in an AccountEdge 2013 company file will be sent to AccountEdge Mobile for use. Note: AccountEdge and AccountEdge Mobile do not store credit card details. A Payment ID, assigned to each transaction from the payments gateway, represents the credit card and can be used in future transactions.
AccountEdge Mobile v2 now offers the ability to create an item or service sale and payment quickly. Enter the amount of the sale or payment, type in a description then process a credit card, take a check or cash and your transaction is complete. For quicker data entry you can select from a list of favorite sale items and add the customer as a new contact. Set up a default customer, allowing you to skip the customer field when creating a sale. Sales, payments and customer information are synced with the AccountEdge company file.
In AccountEdge Mobile v2 you can now select an open receivable from a list and apply a payment. The payment can be in the forms of cash, check or securely process a credit card with the optional AccountEdge Merchant account.
Track the miles driven while visiting a client or delivering goods. Enter mileage for each employee by either employee name or by vehicle used. You can also track the job associated with the expense. The mileage will sync to AccountEdge then be added to an invoice or be used for reimbursing the employee.
AccountEdge 2012 New Features
The Welcome to AccountEdge Pro window has a new-look with access to more features including easy access to our latest blog entries, sign up for a support plan and get the latest AccountEdge news on our website. The following are options that are now available to you before you create or open an existing company file:
- Select Create to create a new company file for your business. After you have created a company file your option will be to Open the company file you just created or the company file you opened last.
- Select Browse to access the Open window and then select the company file you want to open.
- Select Sample Company to explore the AccountEdge sample company file. This file can help you learn how to use the software.
- Select Support for easy access to FAQ’s, discussions with other AccountEdge users, guides, and email support.
- Select the Company File Maintenance drop-down menu to access the following features:
- Create company file: select if you want to create additional company files.
- Optimize company file: select if you want to optimize your company file before you open it.
- Upgrade company file: select when upgrading your company file from FirstEdge or AccountEdge Basic to AccountEdge Pro.
- Restore from a disk- select if you want to restore a backup of your company file.
- Restore from MobileMe [Mac only]- select if you want to restore a backup of your company file that was previously saved to a MobileMe account. ### Command Center Redesign The Command Center appearance has been updated to improve navigation. Along the bottom of each command center window, added to the tasks of accessing the To Do List to display business tasks that affect your company on a regular basis, Find Transactions to view summary information about transactions, Reports to print or view reports, Analysis to analyze aspects of your business, you can now click Sync to sync your data with other software and click Lists to access lists related to that center.
A Sidebar has also been added to each command center allowing easy access to your Recent Activity, a list of the features you use most and have selected as your ‘Favorite’ features and the Help Center.
- The Recent Activity section will display the last 5 features you accessed.
- The Favorites section will display an unlimited list of all features you choose.
- The Help Center section gives you links to help offered. The placement of these options allows you to easily access them without having to leave the command center and adds to the already easy flow chart option.
The mileage tracking feature gives you the ability to track mileage for as many vehicles as you want. You can track depreciation for tax purposes for each vehicle and the amount of miles to and from meeting with your customers for expense reimbursement. Keep track of mileage rates using an effective date to help keep up with changes from the governement agencies. Also, use your mobile device to sync with AccountEdge Pro to import your mileage logs. Create a list of all vehicles. You can give a detailed description along with add a picture of the vehicle.
If you want to write a cheque for an amount exceeding $99,999.99 the amount will now be written out in English instead of numeric.
When syncing your Spend Money transactions to AccountEdge, the software will not reset your cheque numbering sequence with transactions being imported from AccountEdge Mobile.
Item have a weight field associated with them and now you’ll be able to add this field to your customized invoice.
The individual weight and the extended weight (qty x weight) will display on each line of the invoice. You can also add the total weight for the entire sale when printing either an invoice or a packing slip. To add the weight of item go to the Items List and select your item. Click the Item Details tab and enter the weight in the appropriate field. To add the field to your invoice or packing slip, select the appropriate form from the Print/Email Invoices window and click Customize. Select the Weight or Total Weight fields from the Data Fields menu. Save your form and print when you are ready to ship the order.
You now have the ability to create billing levels for customers and employees. You can create multiple billing levels for customers such as, Preferred Customer or New Customer and assign this billing level directly to the customers card. You can also create multiple billing levels for your employes such as, Junior Partner or Senior Partner and assign that level to their employee card. Now, each employee and customer can have a matrix of billing rates by activity. You can also specify when entering a slip that you want to use the Employee Rate, Customer Rate or the default Activity Rate. You can also set up rate schedules based on the seniority or experience of the employee. The flexibility of this feature allows for several billing rate combinations. The billing rate levels can be set up as a Fixed Rate or a Custom Rate per Activity. Once you select custom rate per activity, a list of activities becomes available displaying the Default Activity Rate with an option for you to enter a Billing Rate for that activity. You are also given the options to:
- Use Default Activity Rate
- Percentage Increase/Decrease
- Account Increase/Decrease
- Update Activities After making your selections for that Billing Rate Level Name, you can create another billing level name but have all the details remain the same by selecting the Copy option. This option makes creating multiple billing levels easier and faster.
AccountEdge 2012 now gives you the option to create a time billing invoice directly from the Enter Activity Slip window.
You can send out a monthly statement instead of individual invoices and still provide your customers with the details of each sale. The new Detailed Invoice Statement shows your customers which items were sold and for what price or the descriptions from service and professional invoices. You can continue to record sales from the Enter Sales window but instead of printing and sending one at a time to your customer you can now print a detailed statement and send only one during the month.
AccountEdge now come with 4 new invoices that include statement details such as current and ending balances with invoice ageing. Your customers will easily see their current and ending balance, and the overdue amount, if applicable. Overdue invoices are aged using the date the invoice is printed. If you already have a customised form you can easily add the Aged Receivables, Total Balance and Current Amount fields to your existing forms or use a sample invoice. To add these fields to your existing invoice, select the appropriate form from the Print/Email Invoices window and click Customise. Select the fields from the Data Fields menu, then save your form.
Additional fields that can be added to the sales reports have now been added as custom fields. For example:
- Average days to pay, last sale date, highest A/R Balance and Highest Invoice Amount have been added to the Analyse Sales reports.
- Salesperson to various sales reports.
- Memo has been added to many reports, such as the Customer Payments report.
- Amount Paid to the Customer Summary report.
- Profit Margin has been added to the Item Detail report.
- Sales Custom Fields and Lists have been added to relevant sales reports.
Along with the new Mileage tracking feature you have the ability to report based on the Mileage slips entered.
Activity Slip Security Preference
With AccountEdge 2012 you will be able to set a security setting to restrict a user from having access to the billing rates, from having the ability to select billing levels, and from having the ability to make time and rate adjustments on the activity slips.
You can now restore a company file directly from the Welcome Window. Restoring a back up copy of a company file from the welcome window instead of having to open another company file makes this process much faster and easier. Select Restore from a disk from the Company File Maintenance menu. An Open window will appear for you to choose a file to restore. Select the file you want to restore and click Open. In the Choose a Folder window, select a location for the restored file. Click Choose, a message will display the name of the file, where the file is located and an option to open the restored file.
The Start a New Fiscal Year and Payroll Year assistants have been updated to include a new layout to help assist you through the process. You will also be able to either retain or purge any prior year Progress Billing information. An additional step, Progress Billing, as been added to the process. This step has 2 options available:
- Purge Progress Billing Quotes that have been fully billed
- Keep closed invoices that are linked to Progress Billing Quotes that have not yet been fully billed. If you use the Progress Billing feature, we recommend that both of these options be selected.
After installing, the AccountEdge Pro 2012 folder containing the application is located in the Applications folder on Mac and directly on the C Drive on Windows computers; however the AccountEdge support files, such as customised forms and reports, sample company file, letters and spreadsheets, email PDF attachments and graphics are stored in an support folder called AccountEdge Pro 2012 US located in the Users Documents folder. The AccountEdge Pro 2012 US folder will also be the default location for your company file. You can choose another location for your company file when you are creating a new file or when you are upgrading an existing file.
Check for Updates will allow you to access software updates via the Internet as soon as they become available. When an update becomes available, an AccountEdge Updater message will appear from the windows task bar. Click on the message to access the latest update for your software. To ensure you have the latest software update, simply go to the Help menu and select Check for Product Updates.
Rerun for AccountEdge is a web based tool that allows you to process credit card payments, create customer groups for mass emails, create event based email templates, track payment activity and reports, accept eChecks from your mobile device without needing access to the entire company file. An integration interface with Dropbox enables you to sync this information with your AccountEdge company file.
AccountEdge 2011 New Features
You can easily track all transactions that are associated with receiving a Retainer from a customer. Select the Sales preference ‘I Use Retainers’ to track all transactions recorded via Sales, Purchases and Banking. Once this preference is selected, you can create a list of Retainers received and manage the status of the retainer as well as have the ability to print statements and letters to your customers to request a replenishment of the retainer.
Progress Billing enables you to create an invoice from a quote by billing your customer for a percentage of the original quote or a quantity, rate, or amount for each line item.
AccountEdge will track the amounts previously billed. This enables you to bill for overrages, change orders, and expenses.
If you have purchased items or services for your customer and you now need to have a sales invoice for your customer, you can create an invoice directly from the purchase order or bill by using the action menu and click Create Invoice. A new sale window will appear allowing you to add the customer name and other details, however the body of the purchase order or bill will copy automatically into the new sale.
The Action menu is a shortcut menu for accessing tasks associated with sales and purchases records. The menu is located in the sales quotes, order, and invoice windows as well as in the purchases orders and bills windows. When you click the Action menu icon a list of actions associated with the sale or purchase are displayed. All of the tasks you could previously perform in the sales and purchases windows, such as save as recurring, use recurring, and receive or make a payment can be found in the Action menu In addition, you can now create a purchase order from a sale order and create a sale from a purchase order or bill.
AccountEdge offers you an option to set your company file to Read-Only status.
If you want the added security of restricting access to add, edit, or delete any transactions in your company file or a copy of your company file, a new security preference, Mark this company file as Read-Only [System-wide] has been added to AccountEdge. If you choose to select this option, the following features will be disabled:
- Multi-user access
- Importing of any data
- Start a New Fiscal Year
- Adding, Editing, or Deleting Transactions You will be able to view, analyze and export existing information. Reports and Forms can be customized and printed. You can deselect this preference if you need to have complete access to the company file, for example, to replace an existing file.
You can view the form from the print dialog box before choosing to print it. This will enable you to make any last minute changes, if necessary, it will also allow you to see if the fields and margins are set correctly.
The Notes fields throughout the software has been expanded to accommodate up to 1001 alpha-numberic characters allowing for more details to be added to transactions, payments, emails, contact information, etc.
The redesign of the New Company File Assistant enables a user friendly workflow to create, setup and customize a company file. Organizational improvements allows the user to spend less time in the setup of a company file and more time to begin using AccountEdge with greater efficiency. After you have completed the steps needed to create a New Company File, the Easy Setup Assistant will automatically appear enabling you to easily complete the entire set up procedures.
You can setup your preferences by using the Easy Setup Assistant. This assistant guides you through setting up some key preferences. To begin using the Easy Setup Assistant, click Customize. Click Next after each section you have completed, beginning with Customize, then go to Accounts, Sales, Purchases and Payroll. Each time you select Next the next section will automatically open. If you have completed each section, you can select ‘Do not show me the Easy Setup Assistant when I open my file’. All information selected during this process can be accessed at any time by going to the Setup menu and select Easy Setup Assistant.
The check interface in AccountEdge has been redesigned making it resemble an actual check, when using the following transactions:
- Spend Money
- Pay Bills
- Settle Returns and Credits
- Pay Employees
The Retainer List report will give you the ability to search, locate and view the details of each retainer that has been received. This report is located under the Sales tab of the Index to Reports in the Other Sales Reports section. You can also access this report from the Cards List Action Menu and the Card Information window.
This report displays a list of retainers that are due monthly or have fallen below their minimum balance. If the retainer account has fallen below the minimum balance set, the date of a replenishment request sent will also display. This report is located under the Sales tab of the Index to Reports in the To Do List section.
This report displays all transactions related to the selected retainer(s), in the selected source journal and within a specified date range. Only the component of the transaction that affects the retainer tracking account will be displayed under the Retainer Name and Customer. This report is located under the Sales tab of the Index to Reports in the Other Sales Reports section. This report will also appear in the Receivables/Payables section of the User IDs Access window.
This report displays all the transactions that effect the current balance of the sales (original sales, sales tax, customer payments, discounts, or customer deposits) associated with a progress billing quote. This report is located under the Sales tab of the Index to Reports in the Other Sales Reports section.
AccountEdge 2010 New Features
Each item can have a specific brand associated with it. Brands can be used to identify an item in a report and can be used to filter item reports.
User defined tags can be used for filtering reports. You can define a tag to be used like a category for each item and have the ability to add multiple tags per item.
A new Weight field has been added to the Item Information - Item Details window, located below the Brand field. You can track the weight of an item by entering the weight and select either Kilograms, Grams, Ounces, or Pounds.
You will now be able to add multiple images to each item. These images are located under the Item Information - Item Details window for each item. You can enter 3 different images for each item. To enter an image for an item, double click the desired area for each image then link the image. The main image will display the name of the image below it.
A new Web Store price level has been added to the Item Information - Selling Details window. This new price level will be used to sync to your web store. If you wish to rename this price level, go to the Lists menu and select Custom Lists & Field Names then select Price Levels.
While reconciling your accounts, you can now easily search for a specific transaction by using the improved sorting tools. Click on the Header in each column to sort that column. You can sort by Date, ID#, Payee, Deposits, and Withdrawals. If you are looking for a specific Payee, click the Header named Payee and the column will sort in either ascending or desending order. These new sorting tools will allow you to reconcile your accounts in the order in which they appear on your bank statement.
While create an Order, Quote, or Invoice you can quickly see the profitability of the sale by clicking Show Profit Analysis. If you highlight an item, you can see the Gross Profit, Margin and Cost of the Item. If a line item is not selected you will access the Gross Profit, Margin and Cost for the entire invoice.
You can enter the Shipping Details for each item invoice you have fulfilled by clicking the zoom arrow to the left of the Shipping Details field on an item invoice.
The Shipping Details window will appear to enable you to track your shipment. Enter the carrier you used, the type of service such as, Ground or Overnight. You can also enter the Tracking Number given to you by the carrier as well as any notes regarding the shipment.
New pop-up menu’s, ‘Search by’ and ‘Starts With’ or ‘Contains’ will appear in the Select from List window when selecting Cards or Items. The following options are available for search:
- Cards: Search by Filters
- First Name
- Last Name/Co. Name
- Card ID
- Phone Number
- Items: Search by Filters
- Item Number
- Item Name
- Primary Vendor
- Vendor Item Number
You can now print Bank Deposit Slips directly from your company file. The new Prepare Bank Deposit window has added features to make it easy to record Cash Back on Deposits, Total Cash, Total Checks, and Number of Items deposited. You can then print the entire transaction on a pre-printed form and take it directly to your bank.
Custom fields have been made available for Gross Wages and Gross Wages YTD that can be added to your Paycheck Stub and the plain paper Pay Stub.
The Sales Tax reports now provide a grand total for sales and purchases across all tax codes making it easier to fill out state sales tax returns. The Sales Tax Summary reports will show a Total for the Sale Value and Purchase Value columns. The Sales Tax Detail reports will show a Grand Total for the Sale Value and Purchase Value columns.
The Payroll Activity Detail report now has Total Wage Hours worked per employee for the specified date range.
- Select Open to open the company file that was opened last. You can also use Command-O key combination to open the last company file.
- Select Browse to access the Open window. You can also use Command-B key combination to access the Open window.
- Select Create to create a new company file for your business. You can also use Command-N key combination to create a new company file.
- Select Explore to explore the AccountEdge sample company file. Youc an also use Command-E key combination to explore the sample company.
- Use Command-Q to exit the Welcome Window or simply click the red X a tthe top left corner of the window.
AccountEdge now remembers the location of your company file for fast and easy access each time you open your company file. After you have opened your company file using AccountEdge 2010, the software will remember the company file you opened last. The name of the company file is displayed under the Open button. If the name of your company file is not displayed under the Open button, simply select the Browse button. An Open window will appear for your to locate and select the company file you wish to open.
AccountEdge Sign-on window no longer as multiple access choices available. If you need multi-user access to your company file, consider our AccountEdge Network Edition.
AccountEdge and AccountEdge Network Edition now use Zip compression to create backups of your accounting data. Your accounting software will be able to restore backups from previous versions in .sit format as well as .zip format.
Check for Updates will allow you to access software updates via the Internet as soon as they become available. To ensure you have the latest software update, simply go to the AccountEdge menu and select Check for Updates. If you would like the software to automatically check for the latest software updates when starting, select the new System preference - Automatically Check for Updates.
The Load Tax Table window now has more information available. You can easily see the date of the current tax tables loaded, click Check for Updates to be directed to our website for the latest information available, or click Load Tax Tables if you find that the current tables have not been loaded. If you created a new company file, the tax tables are automatically loaded for you.
The credit card industry has implemented a series of mandatory standards aimed at merchants who store, process or transmit cardholder data. As a result, AccountEdge 2010 has changed the way in which creditg card information is stored, processed and transmitted.
AccountEdge 2009 New Features
Business Insights is a tool that enables you to analyze your business’ current financial situation. It calculates important business ratios to provide current information about profits, turnover, operating balances, etc. Ratios show the relationship of one amount to another. They can be used to evaluate the health of a business by comparing amounts in the current period to previous months in the current year, as well as against the same month in the prior year. The following ratios can be calculated using Business Insights:
- Gross Profit Margin Ratio: Helps you assess whether your sales revenue sufficiently covers your operating and other expenses.
- Operating Profit Ratio: Calculates the operating profit made per $100 of sales.
- Net Profit to Sales Ratio: Calculates the net profit made per dollar of sales.
- Accounts Receivable Days: Shows the average number of days it would take to collect your accounts receivable at the month’s average revenue per day.
- Accounts Payable Days: Shows the average number of days it would take to collect your total accounts payable at the average rate of cost of goods sold per day.
- Inventory Turnover Days: Shows the average number of days taken to turn over inventory.
- Current Ratio: Shows your liquidity, and your ability to pay debts when they fall due.
- Profitability Ratios: Shows a range of profit ratios in comparison to sales.
Note: The Business Insights feature is only available on the Mac platforms
The Action menu is a shortcut menu for accessing tasks associated with card records. The menu is located in the Cards List window and in each Card Information window. When you click the Action menu icon, a list of actions associated with the card type is displayed. All of the tasks you could previously perform in card windows, such as creating letters and sending emails, can be found in the Action menu. In addition, you can now access transaction tasks, printing tasks, and view the card's primary address location (and get directions to it) through a Google Maps™ link (Internet access required).
You now have more options for searching list records. You can use filters to search your jobs and categories lists. You can then choose whether to identify results that start with or contain the search term you enter. These are the new filters you can use:
- Job Number
- Job Name
- Linked Customer
- Category ID
- Category name
- Recurring Transactions
- Transaction Name
- Next Due To search in these lists, select a Search by filter, choose how you want to identify the record (Contains or Starts With), enter a search term in the search field and then press TAB. The list displays only records that match your search criteria. In addition to the jobs and categories lists, the Contains and Starts With options have been added to the cards, activities, items, locations, and recurring transactions lists.
The form customization window has been updated with easier to use tools for adding and editing fields and elements on your forms. If you want to edit any field on your form, click Format. The Format window opens. In this window, you can update the properties of any selected field and it will immediately update the appearance of the field on your form. If you want to add a data field, click Fields. The new Add Fields window appears, listing all available data fields. After you insert the field, you can then use the formatting palette to set the properties for each field. The Add Fields window and Format window can be left open on your desktop while you work.
You can now prepare customer statements that include only invoices and transactions recorded up to a specified statement date. Previously, customer statements included all transactions recorded up to the current system date by default, regardless of the statement period specified.
When you create or use a customized report, the Advanced Filters settings and Finishing settings you select are now saved, in addition to the Report Fields settings. Note that you will need to re-enter the report date range the next time you generate the report.
The print preview feature enables you to check the details of your forms before printing. Previously, you could only view forms with sample data. The following forms are available for preview:
- Sales (all layouts except Miscellaneous)
- Purchases (all layouts except Miscellaneous)
- Spend Money
- Payment notification
- Pay Bills
- Payment notification
- Pay Employee
- Pay stub When you enter a transaction and are ready to print a form, you can preview the form by clicking Print and choosing a preview option. Note that the transaction will be recorded before you preview the form.
When you start a new fiscal year, you can now select an option to retain paycheque information from prior years. In the Closed Transactions and Other Entries window of the Start a New Fiscal Year Assistant, select the Keep Paycheques from Prior Fiscal Years option and then select the fiscal year from when you want to keep paycheques in your company file. For example, if you’re closing the 2008 fiscal year, and you want to retain all paycheque data for that year, select FY 2008. After you have saved paycheque details from a fiscal year, you can view payroll reports containing information for the saved periods. Purging paycheque information - If you want to purge paycheques at a later date, you can do this when you purge journal entries at the end of a period or as part of your company file maintenance. In the Purge Journal Entries window, deselect the Keep Paycheques option and purge journal entries as you normally would.
When you start a new fiscal year, you can now select an option to keep prior year paycheque information. This option also enables you to view saved payroll details in the following reports:
- Payroll Register Summary
- Payroll Register Detail
- Accrual Balance Summary
- Accrual Balance Detail
Previously, you could not edit vendor bill payments or customer payment transactions after they were recorded. You can now edit some fields in the Pay Bills and Receive Payments transaction windows—for example, you can change the account from which a payment was made. You can now edit the following fields:
- Pay Bills
- Check #
- Receive Payments
- ID #
Before you can edit these transactions, make sure that:
- the transaction can be edited. You can do this by deselecting the Transactions CAN'T be Changed; They Must Be Reversed option in the Security tab of the Preferences window.
- the transaction is not recorded in a locked period. If it is, you can unlock the period by deselecting the Lock Period: Disallow Entries Prior To option in the Security tab of the Preferences window.
If you have set up MYOB Business Services to process customer credit card payments, the credit card details of your customers are now even more secure.
When you enter a credit card number for a new payment, enter credit card payment details in a card, or when you view or edit the payment details of recorded payments, only the last group of card digits will be visible in the credit card number field. The full card number details cannot be viewed again. You can still edit the credit card number, but it will remain partially hidden and you will need to enter the full card number to edit the details. Previously, you could view the full credit card details if you clicked back in the field.
These changes have been made to comply with the Payment Card Industry (PCI) Data Security Standard (DSS), which aims to minimize the potential for security breaches.
You can now restrict user access to:
- employee information, such as employee payroll and billing details, employee contact logs, and employee reports
- the Undo Bank Reconciliation function.
When you import records, you can now automatically match imported data fields to fields in your software. In the Import Data window, click Automatch. The import field names that exactly match the AccountEdge fields are automatically matched in the Matching Import Field column. If there are any fields that remain unmatched, you can match them manually. To reset the window, click Unmatch All.
We have enhanced our Applescript dictionary to allow users and developers to gain access to additional areas inside to make moving transactions and other data into and out of AccountEdge easier.
You can now view the location of your application and your company file. In the Accounts command centre, click Company Data Auditor. The Company File Overview window of Company Data Auditor appears. The location of your application file appears in the Application Location field and the location of your company file appears in the File Location field. If you want to navigate to the location in the Finder, click the magnifying glass next to the Application Location field or the File Location field.
All AccountEdge windows have been updated to improve navigation and appearance, and to speed up data entry.
You will notice the following changes:
- The Card ID field has been removed from the Analyze Payables and Analyze Receivables windows to enable you to display large totals without truncating them.
- You can now use Option+LeftArrow and Option+RightArrow to tab between command centers.
- If you have set a Mac keyboard preference to move through windows by pressing TAB, you can now tab into the Task Drawer when it is open. See Mac Help for information about this preference.
- You can access help in any window by clicking the new Help icon or Control+click in any window to view help options.
Online help has been updated to make searching for information faster and easier. To find online topics:
- click a topic heading in the left side of the window. A list of topics grouped under this heading appears.
- click Index at the top of the window. An index of topics appears.
- enter a term in the search field and click Search. A list of topics that match your search appears. Click on a heading to open the topic.
AccountEge 2008 New Features
MYOB Help has been updated with a new look and new features. You can now find help topics using a navigation pane. The pane includes the following tabs:
- Contents: click a topic group such as Sales, Banking or Financial Control to display related topics and tasks.
- Index—click a letter at the top of the list to display topics alphabetically.
- Search—enter a keyword or phrase and click Search to search the help.
Also, procedures are initially hidden when you view an overview topic. To show a procedure, click the procedure heading.
You can now email employee pay stubs for employees paid using the Process Payroll assistant or from the Payroll Command Center. Once you have processed employee pays, you can email employee pay stubs from the Review Pay Stubs Before Delivery window, which can be opened from the Print Employee Pay Stubs window of the Process Payroll assistant, or later from the Print/Email Pay Stubs function in the Payroll Command Center.
You can now automatically adjust the base pay details of your employees when you record leave. For example, if you automatically adjust base pay details for the Sick Pay wages category, base pay hours and amounts will be adjusted for the amount of sick pay paid.
You can now track leave dates on employee paychecks when you process your payroll. When you edit employee paychecks in the Process Payroll assistant, a new Leave Tracking Information window allows you to add leave tracking information. You can enter the hours of leave taken, the date the leave started and the date the leave ended. Note that you can only enter leave tracking information for wage categories that are linked to accruals, for example, Sick Pay. Note that if you record leave in timesheets, entering a leave date does not change the original timesheet entry date.
You can now link multiple wage categories to accrual payroll categories such as sick leave accrual and vacation leave accrual. Previously, only a single wage category could be linked to an accrual. Linking multiple wage categories to accruals allows you to provide and track different types of the same accrual. For example, you can link a Sick Pay With Certificate wage category and Sick Pay Without Certificate wage category to sick leave accrual. When an employee takes either type of leave, your sick leave accrual is reduced by the hours taken.
New fields have been added to the Accrual Balance Detail report and Accrual Balance Summary report to provide more information about your employees’ accruals.
New validity tests have been added to ensure that the tax tables:
- have been loaded correctly
- include the current Internal Revenue Service revisions
- are compatible with your version of MYOB software.
Failing to load tax tables properly, or loading the wrong tax tables, will result in incorrect payroll tax calculations.
If the tax table you are loading, or the MYOB software you are using, is outdated, a window appears with the option to check the MYOB website for updates.
You can now enter a State Unemployment Tax ID Number. This number is required to report state unemployment taxes. The State Unemployment Tax ID Number can be entered in the General Payroll Information window from the Setup menu.
When importing timesheets, you now have the option to identify imported employee data by Card ID, Record ID or Emp. Co./Last Name.
If you subscribe to MYOB Full Service Payroll, you can now import your payroll transactions into your company file using the Import MYOB Full Service Payroll function. Previously, these transactions could only be imported using the Import General Journal Entries function. To import your MYOB Full Service Payroll transactions, go to the File menu, and select MYOB Full Service Payroll from the Import Data menu. A pre-formatted MYOB Full Service Payroll journal entry is then imported into your MYOB software.
The layout of your MYOB W-2 forms has been changed to comply with the Internal Revenue Service’s revision of the W-2 form. These changes do not affect how you prepare your forms.
If you use iCal to plan your day-to-day activities, you can now publish MYOB transaction information in iCal. This enables you to keep all of your tasks and reminders in one application.
- Publishing a sale or purchase to iCal
- Publish a recurring transaction to iCal
- Publishing reminder logs to iCal
These transactions are recorded in iCal as Events, which are entries in the iCal calendar. You can also publish MYOB reminder logs to iCal. Reminder logs are recorded in iCal in the To Do list.
If you want, you can edit the published details in iCal (such as the due date and frequency), however, these details are not updated in your company file.
You can now save frequently used windows in the Task list. You can then open these windows without opening command centers or other windows. Note that only windows that can be opened from the Command Center or from menus can be added to the Task list.
You now have more options to filter information in the Cards, Activities, Items, and Locations lists. You can now select the following search filters:
- First Name
- Last Name/Co. Name
- Card ID
- Phone Number
- Activity ID
- Activity Name
- Item Number
- Item Name
- Primary Vendor
- Vendor Item Number
- Location ID
- Location Name
You can now break down your customer invoice statements to show payments, customer credits and discounts that have been applied to each invoice. (Note that this feature is not available for activity statements.) The following fields have been added to the list of fields you can use to customize your invoice statements:
- ID #: Displays the number of each invoice and the number of each payment applied to the invoice.
- Payments - All Types: Displays all payments applied to each invoice, including credits, discounts and payments received.
- Payments - Credits Applied: Displays all credits applied to each invoice.
- Payments - Discounts Applied: Displays all discounts applied to each invoice.
- Payments - Received Payments: Displays all payments received for each invoice.
If you track inventory at multiple locations, you can now include the location ID and location name on your item sales and item purchase forms. To do this, you need to add the fields Location ID and Location Name to your forms.
If you track inventory at multiple locations, you can now choose to group the data in the following reports by location:
- Items List Summary
- Items List Detail
- Analyze Inventory Detail
- Item Sales Summary
- Item Purchases Summary
You can also choose to show the location ID recorded on transactions in the following reports:
- Item Sales Detail
- Customer Sales Detail
- Salesperson Sales Detail
- Item Purchases Detail
- Vendor Purchases Detail
Before you can itemize your invoice statements, you need to set the option to show itemized payment details for each invoice. You also need to customize your invoice statement forms.
You can now add debit information to your check stubs and payment notification forms to help your vendors to process vendor debits and refunds. You can now add the following fields:
- Invoice Debit Memos: Displays the total of any debit memos previously posted against the vendor bill.
- Invoice Discounts: Displays any amounts that have been taken as discounts against the vendor bill. Note: The Invoice Discounts field was previously called YTD Discounts.
- Invoice Payments: Displays any amounts that have been paid previously against the vendor bill. Note: the Invoice Payments field was previously called YTD Debits.
- Invoice Total Amount: Displays the original value of the vendor bill.
- Invoice Total Debits: Displays the value of any previous payments or debit memos posted against the vendor bill.
New fields have been added to the Accrual Balance Detail report and Accrual Balance Summary report to provide more information about your employees’ accruals. The new fields are described below:
- Paid Date (Detail report only): Displays the payment date on the paycheck
- ID No. (Detail report only): Displays the check number on the paycheck
- Period Start (Detail report only): Displays the date at which leave began in the period of the report
- Period End (Detail report only): Displays the date at which leave ended in the period of the report
- Opening Hours: Displays the opening accrual balance in hours before leave was taken
- Hours Accrued: Displays the leave hours accumulated in the period of the report
- Hours Taken: Displays the number of hours leave taken in the period of the report
- Available Hours: Displays the balance in hours of the accrual after Hours Taken
Also, you can now filter the report within a specific Dated From and Dated To range (previously, you could only filter the report by calendar month).
You can now set a lock period date. Previously, you could only lock transactions that were posted before a particular month. You can also set a lock period in the next fiscal year. You might do this, for example, to facilitate end-of-year accounting. Previously, you could only set a date within the current fiscal year. Set lock period dates in the Security tab of the Preferences window.
If you have selected the Transactions CAN’T be Changed; They Must be Reversed option in the Security view of the Preferences window, and you edit a Receive Items transaction, the following will occur:
- an audit trail entry is created that details the changes you have made
- the original transaction is reversed and locked
- a new transaction is recorded that includes the changes you have made.
If you have not selected the Transactions CAN’T be Changed; They Must be Reversed option, an audit trail entry will not be recorded when you edit a Receive Items transaction, and a reversal transaction will not be recorded.
The Optimization Assistant, which you use to create an optimized version of your company file, has been redesigned. You can now optimize your company file in 3 steps (this previously took 5 steps).
The following changes have been made to the import and export feature. You can now import:
- MYOB Full Service Payroll transactions (see Import MYOB Full Service Payroll transactions)
- timesheet data identified by new identifier fields (see Specify how you want to import timesheet data).
You can now import and export:
- custom lists
- reminder logs.
Note: Contact Logs are now called Reminder Logs.
Also, you can now identify imported data by custom Identifiers, which are one-letter labels you can assign to cards for filtering lists and reports.
The Command Center appearance has been updated to improve navigation.
As there are many business tasks you must remember to do, besides keep in touch with contacts, Contact Logs have been replaced with Reminder Logs. You can use Reminder Logs to remind you of all of your To Do list tasks.
You can now press Command–N to create new records, including accounts, sales, invoices, cards, items, and jobs. Previously, pressing Command–N closed your current file and created a new company file. To create a new company file, you now press Command–Shift–N. The result of pressing Command–N depends on which window you are in. For example, if you press Command–N while you are in the Sales Register, a blank Sales window appears. You can see the Command–N function for the current window by going to the File menu.
AccountEdge 2007 New Features
You can now easily undo your last bank reconciliation. That is, after you've successfully reconciled an account using MYOB AccountEdge, you can reverse the action of reconciling checks and deposits. You may, for example, find that you've cleared and reconciled the wrong transaction. Using Undo Reconciliation, you can easily return the transactions included on the reconciliation to an "unreconciled" status; the transaction will again appear in the Reconcile Accounts window. Only a single reconciliation can be undone at one time -- the last one, but you can undo a reconciliation a number of times in succession. Because the undo process can't be reversed, we strongly recommend that you back up your company file before you begin the Undo Reconciliation. If, after you undo a reconciliation, you decide that you shouldn't have, you can restore your backup. Without a backup, you will have to perform the reconciliation over again.
With the Sync Cards feature, you can use either your MYOB Cards List or your Address Book as your main business contact directory. One simple process keeps your Address Book cards in sync with your MYOB Cards List. You can improve your contact management through the use of the Address Book features to create, organize and track your contact communication. When you synchronize, all the existing cards are updated and new cards are added to your Cards List and Address Book. In Address Book, existing cards are updated and new cards are added to the corresponding AccountEdge group: [company file name] - Customer, [company file name] - Vendor, [company file name] - Employee or [company file name] - Personal. These Address Book groups are created automatically for each company file the first time you synchronize.
When you import and export employee card information, payroll information can also be included. Payroll information is entered in the Payroll Details view of the Card Information window.
You can print or email a payment notification to inform a vendor you've made a payment toward one or more of your outstanding balances with them. This can be particularly useful when you pay a bill electronically. A payment notification documents a single payment made to one vendor. It provides the total payment amount and details the amount applied to each purchase listed. There is additional information about each purchase: the purchase date, purchase number, total amount of the purchase and any discount applied to the purchase amount. You can customize the look of your printed payment notifications.
You can now enter AA and BB codes in Box 12 on W-2s. You can enter the codes in the Set Up W-2 Forms window in MYOB AccountEdge. When you create W-2s using the Prepare Payroll Tax Forms feature, you can manually add an employee name suffix that will print on the W-2 form. For example, you may want to add the suffix Jr. or Sr. to your employee name.
Using MYOB AccountEdge 2007, you can easily access the MYOB printed documentation using the Help menu. Simply Choose AccountEdge Help > Manuals.
You will now be able to import and export inventory adjustments (Adjust Inventory transactions) into your MYOB AccountEdge company file. In order to import an inventory adjustment, MYOB AccountEdge will verify that the adjustment values -- Quantity, Unit Cost and Amount -- will result in valid values for the items in your company file.
An additional filter has been added to the import process that will help to further identify which records you want to import. When you import Cards, Sales, Purchases, Activity Slips, Activity Slips, Disbursements and Receipts, you can identify the records you want to import by using the Identify xxx by field. You have three choices; you can select by Card Co./Last Name, Card ID or Record ID.
You will now be able to import and export inventory adjustments (Adjust Inventory transactions) into your MYOB AccountEdge company file. In order to import an inventory adjustment, MYOB AccountEdge will verify that the adjustment values -- Quantity, Unit Cost and Amount -- will result in valid values for the items in your company file.
The Allocation Memo field on the Job Activity [Detail] report and the Job Transactions report will display information in the Allocation Memo field for most transaction types even though the Allocation Memo field doesn't appear in the transaction window. (Inventory Adjustment transactions won't show information in the field). The information entered in the following fields will print:
- Description field (Item, Service, Professional and Miscellaneous sales and purchases)
- Notes field (Time Billing sales)
- Payroll Category field (Paycheck)
This report displays all the information about each employee's pay included in any session of Process Payroll. In a single document, prior to recording the pay, you can review all the employees' wages, accruals, deductions, employer expenses and payroll taxes that are included in the pay calculation. The information in the report is unique to each payroll run, so it is not available in the Index to Reports, only from the Process Payroll Assistant. The Preview Pay Details button now appears in Step 2 of the Process Payroll Assistant. Click the button to open the Display Report window. The report appears in this window, where you can:
- Click the Print button to print the report.
- Click the Customize button to open the Report Customization window, where you can enter and/or select information to filter the report data you wish to present and make choices that affect the formatting of the report and the way the system works when you print the report.
There is no drill down from this report. If you identify information that has to be changed, open the Pay Employee window from the Select & Edit Paychecks step in Process Payroll and make the changes there.
A new form -- Credit Application -- has been added to the list of templates available for sending personalized letters using OfficeLink.
Using MYOB AccountEdge 2007, you can easily transfer line items entered on a sales quote or a sales order to a purchase order. When you click the Create PO button in the sales quote or order window, the line items on the sales order/quote are automatically transferred to a purchase order. Note: This feature isn't available for Time Billing sales. You can use the Create PO feature while you're creating a order/quote or after you've recorded a order/quote. You can also use the Sales Register window to choose an order/quote and then use the Create PO feature.
When you create a recurring transaction, you've been able to use it to record only transactions with a current or future date. This limitation has been eliminated and you can now record transactions with a date prior to the system date as well. There are some rule about recording pre-dated transactions; you cannot:
- Use a starting date earlier than the conversion date.
- Use a starting date earlier than the current fiscal year.
- Use a starting date that is in a locked period.
- Automatically record pre-dated transactions. That is, you cannot select the alert option in the Edit Recurring Transaction window to Automatically record this transaction when due and notify.
When you wanted to find a particular recurring transaction using the Recurring Transactions List window, you were able to sort the list by transaction name, transaction type or frequency. But there was no search function available. Now you can search the list by transaction name, transaction amount or next due date. Select one of those three options and then type the specific name, amount or date to highlight the recurring transaction that matches your search entry.
AccountEdge 2006 New Features
For a variety of reasons, you may have two detail accounts that would be better treated as one. For example, you may wish to consolidate expense accounts for you local and long distance telephone service. While deleting one of the accounts was easy, its transaction history was lost. So rather than lose transactions, both accounts remained in your Accounts List. Now a new process allows you to identify the primary of the two accounts, bring all the secondary account's transactions into the primary's history, and delete the secondary account. This process can be used only if both accounts:
- Are detail, not header, accounts
- Are not linked accounts
- Have the same account type
- Use the local currency
- The procedure begins by clicking the Combine Accounts button that appears on the Accounts List window. This opens the new Combine Accounts window, where you first identify the primary account, then the secondary, then combine the accounts.
The combination of accounts will affect recurring transactions, purged transactions, default sales and expense accounts, linked job records and category history records. These secondary account's records will be lost in the combination: bank information, budgets, jobs budgets and secondary account information.
It's common practice to prepare budgets as the end of a fiscal year approaches, or even many months before the end of the year, comparing the actual and budgeted figures of the current year as a basis for the budget. Previously, you could only record budgets for the next year once the current fiscal year is ended. That restriction no longer exists. Additionally, you can now view and enter budgets for every account in a single window - the new Prepare Budgets window. For ease of use, there are Copy Amount to Following Months and Copy Previous Year's Actual Data buttons in this window. Other improvements include:
- Easier use of Budget Shortcuts. You can now select the budget period (month, quarter, half year, full year) and assign a budget amount to each period which is automatically spread across the months of the period. For example, if you budget $3,000 for a quarter, $1,000 is assigned to each month.
- Ability to import and export budget information.
- A new report filter for choosing the fiscal year in budget reports.
For a variety of reasons, you may have two cards that would be better treated as one. For example, if you have been using MYOB software for years, you may have many duplicate vendors or customers with each Card having its own transaction history. While deleting one of the cards was easy, its transaction history was lost. So rather than lose transactions, both cards remained in your Card List. Now a new process allows you to identify the primary of the two cards, bring all the secondary card's transactions into the primary's history, and delete the secondary card. This process can be used only if both accounts:
- Are not Employee cards
- Have the same card type
- Use the local currency
The procedure begins by clicking the Combine Cards button that appears on the Cards List window. This opens the new Combine Cards window, where you first identify the primary card, then the secondary, then combine the cards. Combining cards affects recurring transactions, contact logs, jobs and history records.
A new step, new fields, additional checks and new reports have been added to the Company Data Auditor:
- The Company Overview now displays the current fiscal year.
- The Data Exception Review step has been divided into two steps: the Transaction Review and the Tax Exception Review.
- Scan for paid deposits is now part of the Transaction Review. It checks for all deposits on sales orders or purchase orders. The New report: Deposit by Transaction can be displayed if there are any deposits.
- Check for job exceptions (both cash and invoice transactions) are now part of the Transaction Review. These are transactions that have provision for a job number and no job number was entered. Job exceptions exist only if the system preference Warn if Jobs Are Not Assigned to All Transactions is selected. If any exceptions exist, the Job Exception [Cash Transactions] report or Job Exception [Invoice Transactions] report can be displayed.
- The Print buttons that appeared when the review discovered exceptions are now named Display buttons. When you click the Display button, the Report Display window appears, where you can review, customize or print the report. Previously, you could only print reports from the Company Data Auditor.
- A new summary report that displays the results of the current run of the Company Data Auditor is now available for printing when you click the Finish button in the last step of the Auditor. This report is not available from the Index to Reports, only from the Auditor.
The Payroll Liabilities Reconciliation Exceptions report is a new report that presents results that are generated when you run the Company Data Auditor. This report displays the value of the total of unpaid payroll accrual transactions and the current balance of the linked accrual account and compares them, show the out of balance amount, if any. If there is an out of balance amount, any entries to the linked accrual account that have been generated by a General Journal entry or a Sales, Purchases, Spend Money or Receive Money transaction are displayed.
In the Data Exception Review step of the Company Data Auditor, all your transactions are checked for a variety of criteria. If any exceptions exist, a report is available for each criterion. Previously, a Print Report button appeared for each report. This button has been replaced with a Display Report button. When you click this button, rather than immediately printing the report, you can now view the report on your screen, zoom to more details about the information in the report, customize the report and, if you wish, print the report.
For subscribers to the Credit Card Processing service, there are several improvements to the authorization process. They all appear in the steps you take in the Applied Payments Details window when you receive a payment, receive money or settle a return or debit:
- A new field allow you to select a card entry method - Swipe or Manual Entry. If you choose Swipe, a new Swipe button displays. When you swipe the card, a `Reading Card' message appears to make you aware of that step's progress.
- A link to the Payments Gateway has been added to the message that appears if the authorization times out.
- If an authorization request is declined, the message that appears includes the option to reverse or delete (based on your changeable/unchangeable security preference) the payment transaction. if you click the OK button to do so, the transaction window opens.
Other changes have been made to the CVV2 field as a result of revisions to MasterCard and Visa regulations. Although you may have recorded and saved the CVV2 number for your customers in a previous version, you will now have to enter it for each new payment transaction. Since you cannot save the number, there is no longer a CVV2 field in the Payments view of a customer card. In the Applied Payments window, the CVV2 field is always blank until you enter the number for a new payment. Additionally, the CVV2 field will:
- Be masked when you click or tab out of the field, similar to the credit card number field.
- Reset to blank when you click the Authorize button.
- Not appear in any reports.
- Not be imported or exported.
You now have the option to keep or purge certain types of transactions during the Start a New Fiscal Year process. Using the Start a New Fiscal Year Assistant, you can choose to keep or purge the following transactions:
- Closed transactions and other entries. You can keep closed transactions for up to seven years. (Other entries include timesheets, activity slips and contact log entries. [Only activity slips and timesheets that have been included on sales and payroll transactions will be purged.])
- Unprocessed electronic payments and undeposited funds transactions.
- Unpaid payroll liabilities.
- Audit Trail entries.
- Item movement entries.
- Unreconciled transactions in accounts that you reconcile.
A customized form of the Packing Slip (Item) -- Pick List -- has been provided for you. The form lists the location ID and name, the item number and name and the quantity to pick. You'll find the form using the Print/Email Invoices selection in the Sales command center.
If you're importing sales or purchases that contain the items that were sold from or received into multiple locations, you can import the locations along with other sales and purchases information. The quantities and values of the items in each location will be adjusted according to each sale or purchase.
Important: Each item with a different location must be entered on a separate line of the transaction.
For example, if you're importing an invoice for 100 Widgets and 20 were sold from Location1 and 80 were sold from Location2, the invoice must contain two separate lines to show the sale of the 100 Widgets.
Allow the sale of items with insufficient quantities (Most Users do NOT want to Enable This Preference)
You can select a preference in the Preferences window - Inventory view that will allow you to have the balance of the value and the on-hand quantity of inventoried item be less than zero. That is, you can record a transaction in MYOB AccountEdge that will result in negative inventory. When you choose the preference Allow the sale of items with insufficient quantities, you can record a negative inventory transaction. A negative inventory transaction is a transaction that would result in an item with an on-hand quantity and a total value less than zero. Transactions that would result in an item with a negative or zero value with positive on-hand quantity or the alternative -- a positive value with a negative or zero on-hand quantity, will not be permitted.
Now, when you enter quantities in the Receive Item view of the Enter Purchases window, you'll indicate that the inventoried item has been received but no vendor bill has been included with the item. That is, you've received the item, but you're not sure of the exact purchase price you will be billed for the item. When you enter a quantity using the Receive Items feature, the quantity is added to your on-hand inventory, but the purchase price you enter for the item isn't allocated to your Accounts Payable account. The amount that you enter on the purchase for the item that you "receive" will be allocated to an Accounts Payable accrual account (the linked Liability Account for Item Receipts) that you'll specify. When you receive the bill from the vendor, you'll record the bill with the correct purchase price. At that time -- when you record the bill -- the purchase price will be allocated to your Accounts Payable account and the "received" purchase price will be removed from the accrual account. If you've ever received the alert message, "The purchase of item xxx would leave you with no items on hand and a non-zero value in inventory,' using the new Receive Items feature will prevent you from receiving it in the future.
You now have the option to track inventoried items using multiple locations. A location can be a building or it can be an aisle or bin; you can define the locations that suit your business. When you purchase an item, you can select the location where the item will be stored. When you sell the item, you can select which location the item will be sold from.You'll define locations using the Location Information window. In addition to descriptive information about the location, you can activate or inactivate the location and indicate whether items can be sold or shipped from the location - that is, whether the location appears on Select From Lists for Sales transactions. Once locations are defined, you can move items among these locations using the Move Items window. Use the following reports to track your item movements:
- Locations List report: This report displays the location information entered for each location in your company file.
- Items Location Summary report: This report displays the item quantity at each location.
- Item Movement report: This report displays the movements of items that were made using the Move Items window; the entries are sorted by date.
You can move inventoried items that you store in multiple locations from one location to another; you'll use the Move Items window. You can access the Move Items window in two ways:
- Item Information window > Locations tab > Move Items button.
- Inventory Command Center > Move Items.
To view the inventory movements you made, use the Item Movement report.
If you've upgraded from a previous MYOB product: The use of the Received column for purchases has changed
In previous versions of MYOB software, you entered item quantities on bills, orders and quotes using a column named "Received'. In MYOB AccountEdge 2006, the Received column has a new and very specific use. You'll now make entries in the Received column only when you're using the Receive Items feature. The Received column, still found on a bill or an order, is display-only. The quantity displayed in the Received column is the number of items that have been received to-date using the new Receive Items feature. In MYOB AccountEdge 2006, use the following information to learn how to enter item quantities on purchases:
- When recording a BILL: Use the Bill column to enter quantities for items that you are billed. In MYOB AccountEdge 2006, you'll enter quantities for items that you're billed in the Bill column. That is, the first column on a bill has been renamed Bill.
- When recording an ORDER: Use the Order column to enter quantities for items that you order. In MYOB AccountEdge 2006, you'll enter quantities for items that you order in the Order column. That is, the first column on an Order has been renamed Order.
- When entering a QUOTE: Use the Quantity column to enter quantities for items that you enter on quotes. In MYOB AccountEdge 2006, you'll enter quantities for items that you enter on quotes in the Quantity column. That is, the first column on a Quote has been renamed Quantity.
Automatically enter the Last Purchase Price for an item or the Standard Cost of an item when entering purchases
A new preference -- Use Standard Cost as the Default Price on Purchase Orders and Bills -- allows you to have the Standard Cost of an item automatically entered when you're creating a purchase. (In previous versions, the Last Purchase Price was automatically entered). If you'd like one "default" price to be entered on purchases for the item, rather than the last purchase price, which can vary, select the preference. The preference can be found by choosing Setup > Preferences > Inventory.
- If you mark the preference: The Standard Cost, the price that you enter for the item in the Buying Details view of the Item Information window is the price that will appear automatically for the item when you enter a purchase. You can change the price on the purchase, if you want.
- If you don't mark the preference: The Last Purchase Price, the price that was recorded for the item the last time you purchased it is the price that will appear automatically for the item the next time you enter a purchase. You can change the price on the purchase, if you want.
To better identify the functionality of the Transfer Inventory feature, we've renamed the feature Build Items. The use of the feature remains the same -- to create a transaction that transfers the quantity and value of one or more inventoried items to another inventoried item. Along with this change, we've also changed the name of Auto-Build Inventory to Auto-Build Items.
The Linked Accounts report displays the current Accounts & Banking, Payroll, Sales and Purchases linked accounts in a single list. This is a useful accountant's tool for identifying problems with your accounts.
If you choose to use Audit Trail Tracking, various changes are recorded and can be viewed or printed in the Audit Trail report. In addition to the transaction, tax, accounts and system changes, numerous payroll changed are recorded and reported upon:
- Changes in Payroll Details - Personal Details
- Changes of the Employee Residence Code
- Change of the Employee Work Code
- Changes in Payroll Details - Wages
- Change to the Pay Basis - Hourly to Salary or Salary to Hourly
- Changes of the Annual Salary or the Hourly Rate
- Change of the Pay Frequency
- Change of the Wages Expense Account
- Changes in the Wages Information window
- Change to the Type of Wages field - salary to hourly or hourly to salary
- Change to the Pay Rate field - Regular Rate to Fixed Hourly Rate or Fixed Hourly Rate to Fixed Rate Hourly - for an Hourly Rate wage
- Changes in Payroll Details - Accruals
- Change to any `Carry Over' accruals
- Changes in the Accruals Information window
- Change to the Type of Accrual field
- Changes in the Deductions Information window
- Change to the Type of Deduction field
- Change to the Deduction Limit field
- Changes in the Employer Expense Information window
- Change to the Type of Expense field
- Change to the Expense Limit field
- Change to the Threshold field
- Changes in Payroll Details - Taxes
- Change to the Allowances field
- Change to the Extra Withheld Rate field
- Changes in Payroll Details - Payroll History
- Changes to any payroll history entry other than accrual
In the Customization window for the Audit Trail report, the report filter for Change Type now includes Payroll, to reflect these additions.
This new payroll report displays a list of any payroll liabilities that have been accrued for a specified date range, for each of the deductions, expenses and taxes payroll category types. The report includes the amounts that have been accrued and any payments that have been made for each category.You can customize the report to display one or all three category types and to display just paid liabilities, not paid liabilities, or all liabilities.
With the introduction of the new Pay Liabilities feature, you can pay and reconcile your tax liabilities in relation to payroll. This report displays a list of any liabilities (deductions, expenses and taxes) that have been paid for a selected date range.
The Timesheets report, which you can print directly from the Enter Timesheet window or from the Index to Reports, lists all the timesheet entries for a selected week for a single, selected, or all employees.
This report displays all the timesheet entries that have not yet been used in Process Payroll to pay the employee. The report includes each employee's name and rate and each timesheet entry's date, assigned payroll category, activity slip ID, customer, and hours. You can display and print this report directly from Step 1 of Process Payroll as well as from the Index to Reports. When you display and print this report from Process Payroll, only the timesheets you've selected in Process Payroll will be included in the report.
When you create an employee paycheck in MYOB AccountEdge, the amounts designated for deduction, employer expenses and taxes are not paid to the employee nor are they automatically paid to the appropriate vendor. The amounts are assigned to the linked payables account you selected for each payroll category and are accrued liabilities. It is then up to you to create payments for these liabilities according to your schedule. Previously, you had to keep track of your liabilities and create Spend Money transactions to pay them. Now you can use the new Pay Liabilities window to display a list accrued payroll liabilities by selecting the vendor you want to pay, the time period and the category type. Then just mark the payments you want to process. There are also two new reports related to payroll liabilities that can be very useful:
- The Payroll Liabilities by Category report displays a list of any payroll liabilities that have been accrued for a specified date range for each payroll category type. It includes the amounts that have been accrued and any payments that have been made for each category.
- The Payroll Liabilities Reconciliation Exceptions report displays the value of the total of unpaid payroll accrual transactions and the current balance of the linked accrual accounts and compares them, showing the out of balance amount, if any.
Timesheets are used to track employee hours for payroll and time billing purposes. Whether or not you use timesheets and how you use them is determined by the choices you make for I Use Timesheets... preference in the System view of the Preferences. If you choose to use timesheets for both payroll and time billing:
- The hours you enter will be used to calculate your employees' payroll.
- The hours you enter in an activity slip will appear in the timesheet (if you marked that selection in the activity slip) and will be used for payroll.
- If you select an activity when you make a timesheet entry, an activity slip is created.
If you are using timesheets for payroll, it's important to understand that timesheet use affects hourly employees' pay and salary employees' pay in very different ways.
- Hourly employees are paid exclusively from timesheets.
- Salaried employees are always paid their recurring pay amounts. If you make any entries to their timesheets, pay for their timesheet hours is added to their recurring pay amounts.
If you make vacation pay or sick pay entries to their timesheets, you must make adjustments in the Pay Employee window, as you have before using timesheets, to the Base Salary amount so the pay total remains correct.
This new report is a key report used by accountants to reconcile tax control accounts for cash-based tax reporters. The report displays the total amount of payables outstanding for each vendor as well as the tax that is owed for each payable.
The Prepaid Transactions report displays all customer sales or vendor purchases with payments that are dated before the invoice/purchase date, excluding deposit payments. A new report filter now allows you to view only sales transactions, only purchase transactions, or -- the only choice previously - all transactions.
You can set up an inventoried item so that a location will be automatically entered on a sale or purchase. You can enter the location for an item in the Default Ship/Sell/Auto-Build From Location or the Default Receive/Auto-Build Into Location fields found on the Item Information - Locations tab. When you enter the item on a sale or purchase, MYOB AccountEdge will check first for sufficient quantity to fill the order; if sufficient quantity exists, then the location will be entered in the Location field. (Track inventoried items using multiple locations)
Previously, you could not select the date you wanted to use for an invoice statement; the statement date was the session date. There may have been times you needed a different date to include or exclude transaction dates or to age transactions appropriately. If that was the case, your solution was to change your computer's system date, but this could result in a required company file reactivation. Now, the new Statement Date field is available in the Review Statements Before Delivery window and the Advanced Filters for statements.
This new report is a key report used by accountants to reconcile tax control accounts for cash-based tax reporters. The report displays the total amount of receivables outstanding for each customer as well as the tax that is owed for each receivable.
If an existing recurring transaction can be used by multiple cards, you can now create the recurring transaction for all the cards in one step, rather than individually making a copy for each card. The Create Copy window has been reorganized and the Select From list now has a checkbox column. When you make multiple copies, they will be automatically named Recurring Transaction Name [Card Name]. A single copy is still named `Recurring Transaction Name copy'.
Previously, you could not select the date you wanted to use as the posting date for transactions you recorded from the To Do List; the posting date was the session date. There may have been times you needed a different date. If that was the case, your solution was to change your computer's system date, but this could result in a required company file reactivation. Now, for most of the views of the To Do List, when you mark the transactions you want to post and click the action button, a dialog box appears which prompts you to enter a date for the transactions. These are the views that work this way:
- A/P view (Pay Bills button)
- Recurring Transactions view (Record button)
- Recurring Sales view (Record button)
- Recurring Purchases view (Record button)
- Expiring Discounts view (Pay Bills button)
- Orders view (Record as Actual button)
- Stock Alert view (Order/Build button)
This is a much simpler approach -- and one that has no effect on your company file activation period. If you want different dates for any transactions, mark and record them separately