KB Category: AccountsMate

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.

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.).

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.

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.

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 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. Load the correct Sage 50 ODBC driver, which can be downloaded from the links below

• ODBC Drivers for Sage 50 v23 to v28 (32 bit)
• ODBC Driver for Sage 50 v29 (32 bit)

The link should present a screen similar to the one below:

Select the ODBC driver version that matches your Sage 50 and your operating system versions.

Install the downloaded ODBC driver.

From ODBC Data Sources > System DSN tab. The SageLine50 ODBC should now be present.

AccountsMate should now be available for use.

The following user guide will get you started using AccountsMate  and provide a reference to help you use all of its features.

AccountsMate Use Guide

The link below is to a brief tutorial video which shows you the main features of AccountsMate.

AccountsMate Tutorial Video

Prerequisites

To install AccountsMate you will need the following

1. An email from Pimbrook Software with the AccountsMate installation string.

2. If this is the first installation of AccountsMate in the organisation a set up will run to link to Sage 50 and you will need to ensure the following:

• AccountsMate is run for the first time on a computer that has Sage 50 installed in order to complete its initial setup.
• You have a Sage 50 login (user & password), it is recommended to use the “manager” login details to give full access.

3. It is recommended that your Sage 50 should be the latest version for the best compatibility, but it must be at least version 24 or higher.

Installing the Software

To install the AccountsMate software application, follow these steps;

1. Click this link to download and run the installer -> AccountsMate Installer

2. Copy and paste the install string from your installation email into the Enter Install String box when prompted,

3. Click Install and confirm the organisation details.

3. The installer will download the application software and prompt for the install folder,

4. Accept the default folder (or change if required) and click Next to confirm the installation.

5. The installer will display a screen to indicate when the installation is complete.

6. Click Close.

7. There should be an AccountsMate Console icon on the desktop, click this to start AccountsMate.

Setting Up the Software (at first run only)

When AccountsMate is run for the first time, it will start a Set Up process to link with Sage 50.

The following steps are involved.

1. AccountsMate requires at least one administrator user to complete its set up. The system will ask if you want to be the administrator.

2. Click Yes to become an administrator.

3. The system will prompt to set up a link to the Sage 50 companies.

4. Click Yes.

5. The system will display the Company Creation screen (see below) and scan for Sage 50 companies.

6. When it finds them it will display the available Sage 50 companies.

7. Enter the Sage 50 login User & Password (t is recommend to use the “manager” login for full access).

8. Press the Test button in the top toolbar.

9. AccountsMate will test the connection to each company included and return the Test Result. If unsuccessful, the login details are probably incorrect, try a valid Sage 50 login and test again. When AccountsMate successfully connects to a company it will display the Company Name from Sage 50, as shown in the screen sample below.

10. Ensure the companies required are ticked under the Included column, as shown above.

11. Click Save to save these settings.

12. AccountsMate will restart.

13. See our User Guide here -> AccountsMate for Sage 50 – User Guide for help with using AccountsMate.

Installation Issues

There may be issues with the installation depending on a users system environment and set up.  Below are the common ones we have seen and how to address them.

Problem Finding Sage 50 Companies

AccountsMate may not be able to find the Sage 50 companies at the Company Creation screen (step 5-6 in the Setting Up section above). If this is the case the user will be allowed to browse the system to find the Company.UNC or Company file on the computer. Please ensure that AccountsMate is being run the first time on a computer that has Sage 50 installed. The user may also need to enter the version number in this case.

Setting Up AccountsMate to Run on a Computer With No Sage 50

AccountsMate can be set up to run on a PC that does not have a Sage 50 client installed. This is useful if you wish to give access to users that do not have full access to Sage 50. The following link gives instructions on this set up

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