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  • Payroll Year End Resources
  • IMPORTANT – Ensure you are using the correct PRSI rates

KB Category: AccountsMate

AccountsMate Release – September 2023

Introduction

A new version of AccountsMate (Pimbrook’s enhanced Sage 50 enquiry tool) has been released and provides the following features:

  1. New transaction line enquiries.
  2. Cost at time of sale.
  3. New fields in Supplier and Customer transaction enquires.
  4. Use of custom field labels.
  5. Support for latest versions of Sage 50 (up to v29).
  6. Test company connections.
  7. Performance improvements and fixes.

AccountsMate is available free of charge to our clients as part of our Sage 50 support service. For more details, including a demonstration video, see this link -> AccountsMate For Sage 50 Overview

Details

Updating

Once the new version of AccountsMate is available it will be downloaded automatically the next time a user opens the application,  just accept all questions and the software update will be installed (note, you will have to be connected to the internet and have administrator permissions for the PC).

Versions

To confirm that you are using the new software, check the versions under Help – About, they should be as follows.

  • AccountsMate Console 2.2.0
  • AccountsMate Plugin 2.2.0

Feature Details

1. New Transaction Line Enquiries

New Sales/Purchase Order and Invoice Line Enquires have been provided. This allows users to enquire from the line detail perspective making information like customer and product sales/purchases much easier to get.

2. Cost at Time of Sale

The cost at the time of a sale has been added. This is not currently available in standard Sage 50 and so allows AccountsMate users to report more accurate cost of sales and profit figures. The application uses the product audit transaction list in Sage 50 to find the nearest cost price to the date of the sale for a product.

3. New Fields in Supplier and Customer Transaction Enquiries

The following fields have been added to the Supplier and Customer Transaction Enquiries.

  • Extra Reference
  • Nominal Account
  • Department

Also the Line Type (i.e. Stock/Service) have been added to Sales/Purchase Order, Invoice & Analysis Enquiries.

 

4. Custom Field Labels

AccountsMate will now display the Custom Field Labels from Sage 50 (e.g. for Customer/Supplier Analysis Codes & Address Lines and Product Categories). This will make enquiries more readable.

 

5. Support for Latest Versions of Sage 50 (up to v29)

The latest versions of Sage 50 are now fully supported.

Support for Sage 50 v27 including the following new fields

  • EORI Number & INCO Terms – On Customers/Suppliers
  • OSS Country of VAT & OSS Reporting Type – On Sales Order and Invoices

Support for Sage 50 v28 including the following new fields

  • Is CIS Transaction – On Customers/Suppliers
  • Attachment Added – On Customer/Supplier Transactions

Support for Sage 50 v29 including the following new fields

  • Delivery Address EORI Number – On Sales/Purchase Orders
  • Analysis 4–6 – On Customers/Suppliers
  • E Mail 4-6 – On Customers/Suppliers
  • ORI Number – On Sales/Purchases
  • Company Reg No – On Customers/Suppliers

 

6. Test Company Connection

When changing companies the application will now allow users to test the connection to the new company before trying to load data. This allows quicker confirmation of the connection to the new company.

 

7. Performance Enhancements and Fixes.

Improved Refreshing of Data across all enquiries. This is done by loading the data in batches and shows the progress of the refresh. It also allows the user to cancel. The total records are displayed when a refresh is complete.

The following fixes have been included in this release.

a. Correct the error when displaying Product details from another enquiry.

b. Load Customer details when called from the Quote Enquiry.

c. Show the correct related data (e.g. customer communications, etc.) when clicking on the first row of an enquiry.

d. Sales Invoice Enquiry – show the lines of a sales invoice when only one invoice is loaded. Also show the invoice number first and sort by this in the default layout.

e. Remove the error when an extra Product field is added to the Order & Quote Enquiry.

AccountsMate Error “Can’t find file” when applying an update

This error (“can’t find file”) can occur when applying a new update in AccountsMate. From our investigation this seems to be a permission issue related to the security set up of Windows on the computer.

To get around this, you need to run the AccountsMate executable program directly from the installation folder instead of a shortcut (i.e. from the desktop or task bar). You can do this as follows.

  1. Locate the correct folder in Windows File Explorer this is normally “C:\Program Files (x86)\PTServices\AccountsMate”.
  2. Click on the application executable file AccountsMate.exe (it maybe just displayed as AccountsMate) – see below
  3. This will run the AccountsMate program with the correct full permissions to apply the update.
  4. Follow the instructions to apply the update.
  5. Once the update is applied AccountsMate will close, from that point on you can run AccountsMate as normal (i.e. form the desktop or task bar shortcuts, etc.).

AccountsMate Error – Application is offline (HTTP status 403: Forbidden)

The AccountsMate application holds configuration information in its own cloud data storage. This is accessed via a webservice over the internet. Connection to this can be lost for various reasons which will cause issues when trying to run the application.  The details of some of the common errors  and their causes are listed below

 

Errors May Contain

1. …The request failed with the HTTP status 403: Forbidden….

2. Please not the application is offline….

Causes and Resolutions

1. No internet access – If the computer on which AccountsMate is running does not have connection to the internet these issues will occur. To resolve this ensure the computer is connected to the internet.

2. The application or its webservice connection is being blocked. This can be due to security measures on the network or systems on which AccountsMate is trying to run. Follow the troubleshooting steps below to resolve this.

a. Check the connection to the webservice.

  • In the AccountsMate top menu select Configuration – System
  • This will show you System Details including the webservice path (see the screen below)
  • Click the test icon at the end of the webservice path to test the connection.
  • This should open a web page of the functions in the webservice (see below).  If it does not there is a connection issue to the webservice. Ensure that the computer has internet access and that the webservice is not blocked by a firewall of antivirus.

 

b. Ensure that the application (AccountsMate.exe) is not blocked by a firewall or antivirus.

 

Tip: To quickly eliminate blocking by anti-virus and/or firewall, try temporarily turning off these components one at a time for a very short period while you run the application. If the application runs successfully, then configure the component that is blocking the application so that it can be active but will allow AccountsMate to operate. This normally involves setting up permissions in your anti-virus to allow the AccountsMate executable (AccountsMate.exe) to run and the webservice connection to pass through your firewall.

 

Issues Downloading AccountsMate

There may be issues downloading the AccountsMate installation, these are normally due to browser or computer security settings.

The following may help:

 

Microsoft Edge Browser

The download may be blocked as shown below

 

To release this, click on the 3 dots (…) and select “Keep” and continue as instructed.

 

 

Chrome Browser

Chrome often will not even prompt you about a blocked file. It just seems to do nothing. In this case, try clicking on the 4 dots in the chrome bar to bring up the menu and select “Downloads”

 

This should show the AccountsMate blocked download, click this and the “Windows Protected your PC” screen should appear.

 

 

Other Issues

If you have further problems, try using a different browser. you can copy and paste the download link.

If you can, try disabling your firewall and/or any anti-virus temporarily which may be blocking the download.

Finally, consult with your IT provider and ask them to allow the download.

AccountsMate Release – May 2021

Introduction

 

AccountsMate is Pimbrooks enhanced query tool for Sage 50 and is available free of charge as part of our Sage 50 support service, for more details including a demonstration video see this link -> AccountsMate For Sage 50 Overview

A new version of AccountsMate has been released. This is the 2nd release and is another significant update that will allow you to

  • age debtors and creditors by different methods (i.e. due date),
  • look at your sales despatches and purchase deliveries (which is not easy in Sage 50)
  • drill into related data on your products, such as sales, purchases, despatches, deliveries and adjustments.
  • sort your nominal information in “chart of account” order and view by quarter or week (as well as year and month).

The following Highlights section summarises the release features and for more information see the Details section.

 

Highlights

 

The main changes in this release are:

  1. Overview, Customer and Supplier Enquiries improved to allow multiple aged debt methods (e.g. by period, transaction date or due date) and a selected aging date. Also added an Overdue column.
  2. Nominal Data Analysis Enquiry improved by adding Quarter and Week columns.
  3. New Sales Despatch Enquiries – under Sales Order Enquiry to show despatches for a sales order and from the menu to enquire on all Sales Despatches.
  4. New Purchase Delivery Enquiries – under Purchase Order Enquiry to show deliveries for a purchase order and from the menu to enquire on all Purchase Deliveries.
  5. Product Enquiry enhanced to show associated sales, purchase, delivery, despatch and adjustment information.
  6. Nominal Enquiries enhanced to allow sorting of nominal accounts in chart of accounts sequence (i.e. P& L – Sales, Cost, Overheads, etc.).
  7. A number of performance enhancements and fixes (e.g. faster handling of larger data sets)..
  8. Management improvements (e.g. restricting new companies in roles).

 

The following short video shows these -> AccountsMate May 2021 Release

 

 

Details

 

Updating

The new version of AccountsMate will be downloaded automatically the next time a user opens the application,  just accept all questions and the software update will be installed (note, you will have to have administrator permissions for the PC).

 

Versions

To check if you are using the new software, check the versions under Help – About, they should be as follows.

  • AccountsMate Console 1.4.0
  • AccountsMate Plugin 1.7.0

 

Technical List of Changes

AccountsMate Console 1.4.0

 

Role Maintenance
When adding new roles all existing companies are excluded from users by default, they must be manually added via Menu configuration maintenance.

Company Maintenance
Each new company is now excluded by default from existing roles.

General
Change control of System Administrator mode.

 

AccountsMate Plugin 1.7.0

 

Overview/Customer/Supplier Enquiries
Now displays Ageing of the current debt via two new Current/Future columns.
To calculate where the debt resides, Ageing Criteria has been added that calculates it based on Account Terms which is as seen in Sage50 or Due Date or Transaction Date.
Now displays an Overdue column showing values of accumulated unpaid transactions whose due date has passed based on the ageing date.

Customer Sales Orders Enquiry
New Despatch tab added to the details panel that shows despatch details for the Sales order selected.

Customer Transaction Enquiry
Fixed bug where if a large number of transactions where requested it slowed the loading of data into the data grid.

Supplier Transaction Enquiry
Fixed bug where if a large number of transactions where requested it slowed the loading of data into the data grid.

Customer Sales Order Despatch Enquiry
New form created to enquire on Customer Despatches.

Product Enquiry
Now shows associated data for sales/purchase/delivery/despatch/adjustment in a details panel at the bottom of the form.

Supplier Purchase Order Delivery
New form created to enquire on Supplier Deliveries.

Nominal Transactions Enquiry
Sorting on the Category Name/Type/Title columns, the data is sorted as defined by COA sort order.

Nominal Codes Enquiry
Sorting on the Category Name/Type/Title columns, the data is sorted as defined by COA sort order.

Nominal Transaction Analysis
Sorting on the Category Name/Type/Title columns, the data is sorted as defined by COA sort order.
Two new columns Quarter and Week columns have been added that enable the user to review data over those time periods.

General
Fixed bug in all forms where saving a new layout could over writing existing layouts in certain circumstances.
Fixed bug in all forms that displays an account balance, where when the cell is selected the formatting was lost.
Fixed bug in all forms where the columns where not having “Best Fit” applied to detail grids.
Fixed bug in all forms where it was always prompting the user to save layout even if the layout had not been changed.
In all forms with grids, when a column is sorted now makes sure the first grid line is always visible.

AccountsMate Release – March 2021

Highlights

A new version of AccountsMate has been released. This includes the following main changes.

  1. New Nominal Account, Nominal Transaction and Nominal Data Analysis Enquiries (exposes Profit & Loss and Balance Sheet data).
  2. New Customer Quotation Enquiry.
  3. New Customer Invoice & Credit Enquiry.
  4. New Supplier Purchase Order Enquiry.
  5. Customer Transactions Enquiry improved to add name and aging by due date columns.
  6. Supplier Transaction Enquiry improved to add aged by due date column.
  7. Fixes and enhancements to performance (e.g. correct sales profit calculation, multi-company management, more information on license).

 

A video showing these highlights with ideas on how to use them can be seen here -> AccountsMate March 2021 Release Highlights

 

 

Details

 

Updating

The new version will be downloaded automatically the next time a user opens AccountsMate, just accept all questions and the software update will be installed.

 

Versions

To check if you are using the new software, check the versions under Help – About, they should be as follows.

  • AccountsMate Console 1.3.0
  • AccountsMate Plugin 1.5.0

 

Technical List of Changes

AccountsMate Console v1.3.0

 

About Form

  • Now shows the Sage50 version.
  • Only displays single version entry for AccountsMate plugin, rather than by function.

 

Company Change Form

  • To change the existing Company working on no other forms can be open.

 

License Maintenance Form

  • If not an application/organisation administrator, then block access to the form.
  • Form loading speeded up.
  • Can now import license details.
  • Can now copy licenses.
  • Summary added that shows a count of current licenses.
  • When creating an installation string Accounts Type is now defaulted to Sage50
  • Fixed bug where changes to data in property sheet were not being reflected in the grid.
  • Can now filter/sort and export data if in System Administrator mode
  • Fields Account Ref, Type, Reference added.

 

Application Start-up

  • Changed so that if the current license is going to expire in 30 days, indicate if there is a new license that is going to become active or if the software will become un-usable.
  • Message changed when prompting the user if they are Organisation Administrator where one does not exist.

 

General

  • Change system administration mode access.
  • Fixed bug that now clears Menu Security locks for the current user when they enter menu mode.

 

System Options Form

  • Fixed bug where if prompted for administrator password it would still save the details entered even if the user selected ‘Cancel’.

 

User Maintenance Form

  • Fixed bug where a System Administrator could not update the expiry date.
  • Fixed bug where the ‘force logout’ option should only be enabled if System/Organisation Administrator.
  • Fixed bug where changes to data in property sheet were not being reflected in the grid.

 

Company Maintenance Form

  • Fixed bug where an Organisation Administrator could not add/delete Companies.
  • Fixed bug where changes to data in property sheet were not being reflected in the grid.

 

 

AccountsMate Plugin v1.5.0

 

Customer Transactions

  • New fields Aged by Due Date and Aged by Date that based on the due date/transaction date and set to Current, 30, 60, 90 ,120+ for outstanding transactions or ‘Not Aged’ if not outstanding.
  • Customer Name now part of default layout.

 

Quotation Form

  • New form showing Customer quotations.

 

Sales Analysis Form

  • Type criteria now defaults to include credits rather than excluding.
  • New fields Aged by Due Date and Aged by Date that based on the due date/transaction date and set to Current, 30, 60, 90 ,120+ for outstanding transactions or ‘Not Aged’ if not outstanding.
  • Fixed bug where Profit was being calculated incorrectly.

 

Supplier Transactions Form

  • New fields Aged by Due Date and Aged by Date that based on the due date/transaction date and set to Current, 30, 60, 90 ,120+ for outstanding transactions or ‘Not Aged’ if not outstanding.

 

Purchases Analysis Form

  • New fields Aged by Due Date and Aged by Date that based on the due date/transaction date and set to Current, 30, 60, 90 ,120+ for outstanding transactions or ‘Not Aged’ if not outstanding.

 

Nominal Form

  • New function that allows a user to enquire on Nominal account data.

 

Nominal Transaction Form

  • New function that allows a user to enquire on Nominal Transactions.

 

Nominal Data Analysis Form

  • New function that allows a user to analyse Nominal Transactions by COA.

 

Customer Sales Invoices and Credits Form

  • New function that allows a user to enquire on a Customer’s Invoices and Credits

 

Supplier Purchase Order Form

  • New function that allows a user to enquire on a Supplier’s Purchase Orders

 

Initial Installation

  • The installer can now change the Sage50 user/name password at Company level if required when setting up Companies.

 

 

AccountsMate For Sage 50 – Running on a PC without a Sage 50 Client

AccountsMate can be installed and run on a PC without the Sage 50 client application, this is done as follows.

1. Install AccountsMate as normal – see AccountsMate For Sage 50 – Installation Instructions

2. As part of the installation, if Sage 50 is not installed on the PC the user will be prompted to enter the version of the ODBC driver required for their Sage 50, see a sample screen shot below.

3. Enter the correct version and click Install, the ODBC driver will be installed.

4. This ODBC driver should now allow access to the Sage 50 data.

 

 

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