Accu-Man Accounts

Remittance Advices by Email

Once set up & the payments recorded, the procedure to produce both the emails & the paper copies is as follows:-

1. The 'Print Remittances' procedure collates a file containing remittances to be emailed, launches Word and passes it a mailmerge document containing the remittances.
2. In Word, the User hits the 'Mailmerge to Email' option which sends the results to Outlook. Outlook need not be open at the time but no problem if it is.
3. Until Word is closed, the 'Print Remittances' procedure in step (1) is frozen with a box advising the User to close Word to regain control.
4. Once Word is closed, the 'Print Remittances' procedure then repeats the process to collate a file containing remittances to be printed and then launches Word again, passing it a second mailmerge document containing the remittances.
5. The user now prints these remittances on their usual printer & closes Word. Until Word is closed, the 'Print Remittances' procedure in step (4) is frozen with a box advising the User to close Word to regain control.

Accu-Man Rents

Estate titles

All titles in Accu-Man Rents are 25 chars. This is an increase for everything except Estate titles, when it is less than the equivalent field in your previous system.

In your previous system, the Estate title had to serve two purposes. It was used internally by the user to categorise properties & externally (& optionally) on the Rent Demand to show the tenant which estate his property belonged to. This second usage was generally only important where one set of Rents data held properties for a range of different ownerships, such as when used by a Land Agency to collect rents from the tenants of many different clients (landlords) into the agency’s client bank account.

The recommendation in Accu-Man Rents is to separate these two functions. The Estate Title field should be used by the user for internal purposes. Thus if there are two estates ‘The Trustees of the late Lord Snodgrass 1932 Trust’ & ‘The Trustees of the late Lord Snodgrass 1967 Trust’, the Estate titles would be ‘Snodgrass 1932’ & ‘Snodgrass 1967’.

To get the full Estate title/Landlord name/Client title (effectively all the same thing) onto the Rent Demand, put the full title in Estate Codes – Note for Demand – Line 1. On the rent demand template, replace the <<Estate>> field with the <<NoteEst1>> field.

Tip – To get the old, full title into the new field, open the data in the OLDHNL portfolio & display a list of Estate titles. Copy & paste each line into the appropriate line in Accu-Man Rents. To make copy & paste work easily, ensure ‘Quick Edit Mode’ is ticked under the Properties | Options tab of the Accu-Man command shell window & that it is saved for ‘future windows’.

Linked Rents and Accounts close procedure

Full, detailed instructions.
A short form exists as a Help menu in both Accounts & Rents

Notes

1. Check on the Downloads page that you are running the current versions of the software. Use Text Menus | Utilities to download & Accu-Manager | Utilities to install any updates required.
   
   
2. This procedure instructs you to Import Financial History from accounts to rents after closing the Rents as part of the accounts close procedure. The help screen you can print from Rents with the year end instructions suggests that it is done at the beginning of the rents close procedure. In fact, you can do it at any time, so long as it's done before closing the accounts. The method below has a potential to give greater accuracy - changes might be made to the accounts right up to the point of closure. The reason the in-built help screen suggests doing it earlier is that it's less likely to be forgotten about if it's done as part of closing the rents.

Rents close

1. Set the Current Month to the end of the year to be closed (Text 1.5)
2. a) Import an updated list of Account Codes via Text Menu [8.1.3].
    b) Rebuild the Database (Text 1.6). Act on any printout if appropriate.
3. Backup to removable media for archival storage.
4. a) Use the AccuManager 'Copy to Last' facility to make a copy in the appropriate prior year portfolio.
    b) Also 'Copy to Last' the linked accounts - do this even if you don't intend to close the accounts yet, because the rents won't work without the linked accounts data.
    c) Change to the appropriate Prior Year portfolio & check that the data has copied across correctly - if you have just created the portfolio, remember to make it available.
   d) Close the Prior Year portfolio & return to Root.
5. In Root, close the year (Text 1.4).
6. Set the Current Month as appropriate.

All the above should be done as one sequence of actions. There can now be a gap of days, weeks or months before going on to the next sequence, which should also be completed together.

Accounts close

 7. In Accounts, set the Current Month to the end of the year to be closed (Text 1.7) and/or self audit.
    Act on any printout as appropriate.
 8. In Rents (which is now in the new year),
    a) Import an updated list of Account Codes via Text Menu [8.1.3].
    b) Rebuild the Database (Text 1.6). Act on any printout if appropriate.
    c) Import the Financial Summary (Text 1.7). Check that the displayed dates correspond with what you are expecting
       - you are importing a financial summary for what is by now the previous Rents year.
Note that a) & b) are a repeat of 2. a) & b) above, so you may omit these if you have only just done step 2. 5 mins ago.
  9. Backup the Accounts to removable media for archival storage.
10. a) Use the AccuManager 'Copy to Last' facility to make a copy in the appropriate prior year portfolio.
        As in step 8, note that this is now a repeat of 4.b) above, so you may omit the whole of step 10 if you have only
        just done step 4.b) 5 mins ago.
    b) Change to the appropriate Prior Year portfolio & check that the data has copied across correctly
    c) Block all postings to Accounts (Text 4.5.1) - top item on the list.
    d) Close the Prior Year portfolio & return to Root.
11. In Root, close the year (Text 1.9).
12. Set the Current Month as appropriate.

Where there is no linked rent, omit step 8.

Bureau Utilities

Transaction count

Bureau customers in particular may find it useful (for charging purposes) to know how many transactions they process in a year.

Those that have Global Accounts now have a report that does this for them. For full details of Global Accounts, please contact Accu-Man Support. For anyone else, the methods below can be used.

Method 1 – External customers & suppliers only

1. [2.2.3] All Trader and All Year - Analyse - Level 1+2
2. Export to Excel.
3. Delete the rows near the end of the report relating to ACCINC, PREINC, ACCEXP, PREEXP,JOURNAL, JOURNALCSH (they happen to be in one easy block)
4. Click onto cell A4 and then select Data/Filter/AutoFilter
5.    a) Click on the Autofilter for the column 'Date' and select ' NonBlanks  ' (excludes rows which are not transactions)
     b) Click on the Autofilter for the column 'Invoiced' and select 'NonBlanks ' (limits to invoices only)
6. Note the number of rows given at the bottom left of the screen of the form "NNN of MMM records found" [NNN=Number of Multiposts]

Method 2 – Include/exclude journals at will

1. [2.2.3] All Trader and All Year - Analyse - Level 1+2
2. Export to Excel.
3. Delete the rows near the end of the report relating to ACCINC, PREINC, ACCEXP, PREEXP (they happen to be in one easy block)
4. Click onto cell A4 and then select Data/Filter/AutoFilter
5. a) Click on the Autofilter for the column 'Date' and select ' NonBlanks  ' (excludes rows which are not transactions)
   b) Click on the Autofilter for the column 'Paid' and select 'Blanks' (limits to invoices only)
   c) Click on the Autofilter for the column 'Invoiced’ and select ‘Custom’
         Show rows where ‘Invoiced’ does not equal 0 (Removes journals)

1. Note the number of rows given at the bottom left of the screen of the form "NNN of MMM records found" [NNN=Number of Multiposts]

Note 1: 5. b) is different between the two methods. You are only allowed 1 filter per column with Autofilter, so you can’t select in the Invoiced column for NonBlanks & exclude the zero values at the same time.

Note 2: It is possible to use the Custom filter to suppress multiple trader codes rather than deleting them at the start (& thus is an alternative for 5.c)), but Excel's AND/OR logic is quite complex to master, so this is not advised unless you know how to use it..

Tech tips

Supported systems

Accu-Man software runs on both 32 & 64-bit versions of Windows 7 -10 and related Windows servers. Accu-Man software can be run standalone, on peer-to-peer networks, on traditional client/server local area networks & on wide area networks over the internet. Please contact Support for advice on network usage, particularly where wide area networking is contemplated.

Slow access across peer-to-peer network

Try this:

When I initially connect to a share, there is a long delay. How can I fix this?
There are occasions where Windows' behaviour of trying to connect using WebDAV first before SMB/CIFS causes a long delay. The easiest way to fix this is to just disable the WebClient service in Windows. You can do this from Windows by going to Control Panel -> Administrative Tools -> Services. From there, open the WebClient service, stop it, and also select the option to disable it at startup.