Recent Updates

  • Updated on: Jul 29, 2020

    Restore a Backup File

    If you need to roll back to a previous version of your data here's how.

    See the lesson for Backup Preferences if you are first setting up these preferences or want to modify existing preferences for data backups.

  • Updated on: Jul 22, 2020

    Big Commerce - Integration Setup

  • Updated on: Jul 21, 2020

    Set Up the Payment Gateway

    If you are going to be processing credit card transactions from within AV you will need to set up the Credit Card Gateway first.

    Note: AcctVantage supports only as the credit card gateway for processing receipts. You will need to obtain an merchant account before starting this setup process.

  • Updated on: Jul 20, 2020

    Administrator User permissions

  • Qty Reserve settings are activated or deactivated on the Inventory tab of the System Setup screen. Each setting is optional.

    Qty Reserve settings are used to allocate Inventory quantities to various pending transactions in AcctVantage’s Sales and Inventory modules. Effective use of these settings can be beneficial in managing sales fulfillment, back order management and general Inventory levels.

    On the Inventory tab of the Product record, you can see a detailed breakdown of the Inventory availability and values for the item.


    • GL Inventory Code: The asset account that holds the value of the Inventory posted to the GL.
    • Value Posted: The dollar value for the stock of this item as of the last posting.
    • Value Real-Time: Posted value less the costs associated with units consumed on ready to post transactions.
    • Real Time Average Cost: Value Real Time divided by the Qty Real-Time On Hand.


    • Qty Posted: The number of units in-stock as of the last posting session.
    • Qty In Non-Posted: Quantity that is actually received on PO’s, Credit Memos, and Warehouse Transfers that are available but not yet posted to the GL.
    • Qty Out Non-Posted: Quantity that will be consumed on transactions that are not yet posted. This quantity is most typically associated with Sales Orders that have been marked “Picked."
    • Qty Real-Time On Hand: This quantity is the expected number of units on the shelf at any given time. It is calculated at Qty Posted plus Qty In Non-Posted minus Qty Out Non-Posted.


    • Qty Reserved Sales: This setting is used to allocate available Inventory to Pending Sales Orders. Any quantity in the Ship column of a saved Sales Order is reflected in this value. When the Order is marked Picked, the quantity is removed from here and becomes Qty Out Non-Posted.
    • Qty Reserved BO: This setting is used to allocate available Inventory to Open Backorders. When active, new Inventory received into stock will be immediately reserved to fill any open Backorders. When a Backorder is filled, the quantity becomes Qty Reserved Sales.
    • QTY Reserved Transfer: The setting is used to allocate available Inventory to Pending Warehouse Transfers. When the Warehouse Transfer is shipped the quantity is removed from this column and moves to Qty Out Non-Posted.
    • Qty Reserved Locked: The setting is used to allocate units that have been Locked for quality control, in-transit, cycle counting, etc. via the Lot Locking function.
    • Qty Reserved Data Entry: This setting is a catch-all for Pending Inventory transactions. For example, a Sales Order that is in the process of being entered, but not yet been saved, will reserve quantity for Data Entry. An Inventory Maintenance transaction that is in process but not saved will reserve for Data Entry. Once the transaction record is saved, quantities move out of Reserved Data Entry and into the appropriate category. This setting is key to AcctVantage’s Real-Time Inventory system, it ensures that one unit of Inventory is not allocated to more than one transaction.


    • Qty Available: Qty Real-Time On Hand minus the sum of the Qty Reserves. This is the quantity available for Sales, Warehouse Transfers, etc.
    • Qty On Purchase Order: Reference only, this is the un-received quantity currently on Open or partially received PO’s. This quantity does not affect available Inventory.
    • Qty In Transit: Reference Only, this is the incoming quantity of goods marked as shipped on a Warehouse Transfer and destined for this Warehouse. This quantity does not affect available Inventory.


    Notes about Inventory Statistics:

    • The time period [for Inventory Statistic calculations] is set in System Configuration. The setting is Stats: Time Period (see screenshot below) -- this is the number of months you want to include in the calculations.
    • There is also an option in System Configuration to exclude Warehouse Transfers from these calculations. The setting is Stats: Exclude Warehouse Transfers (see screenshot below). Make this setting True if you do not want Warehouse Transfers to be included in the calculations.


    • Turns: First, the total usage for the time period is calculated (i.e. total qualifying draws). Then, the average daily quantity on hand is calculated. Finally, turns are calculated as Total Usage divided by Average Qty On Hand.
    • Months On Hand: This calculation is Qty Real-Time On Hand divided by Average Monthly Usage.
    • Average Monthly Usage: For a given time period, this calculation is Total Usage divided by the number of months in the time period.
      • Note: This calculation looks at full months only, so the number should be consistent from the 1st through end of month.
  • Below are bare minimum system requirements for both AcctVantage Client and Server hardware. Better than minimum hardware will improve performance.

    AcctVantage Technical Support does not support hardware, network, or other IT setup outside of actually installing and configuring the AcctVantage software. However, we will be happy to work with your IT staff or consultants to discuss our experiences with various hardware/network situations.


    Notes on Operating Systems:  

    • AcctVantage releases are certified to work with specific versions of Macintosh and Windows Operating Systems.  
      • For Macintosh, certifications are done at the 10.x level, meaning that an AcctVantage version certified for 10.5 or earlier will not operate on a server or client running Mac OS 10.4.  
      • For Windows, the certification is done by major release version such as Windows XP or Windows 7.
    • We suggest turning OFF all Automatic Update programs that may update an Operating System version. The OS certification applies to both Server and Client machines.
    • Bookmark this article for the latest supported OS versions and the corresponding AcctVantage release.
    • AcctVantage operates on a Local Area Network (LAN) using TCP/IP protocols. If all users are on the same LAN, then dynamic IP address assignment is acceptable. It is recommended that all LAN connections be routed through switches rather than hubs and that “daisy-chaining” of switches and/or hubs be avoided.
  • Updated on: Jun 30, 2020

    Record a Payment with the Order


    Manual Sales
  • Updated on: Jun 30, 2020

    Receive a Payment from a Customer.

    After you have taken a customer's order, fulfilled the order and sent an invoice, the next step in the AR process is to receive a payment from your customer. This lesson will describe how to enter a standard Receipt in the form of a check. Check out this article if you need to enter a Receipt from a method other than a check.

  • Manual Sales
  • Updated on: Jun 26, 2020

    Ship To / Bill To Addresses

    *New fields added for AV2015* ➤ scroll down to Step #3

    When working with large companies, it is often necessary to keep several shipping or mailing addresses on file for each company. The Ship/Bill To area allows you to keep as many additional addresses as needed for your Clients and Vendors. You can choose from these additional addresses when creating a Sales Order or Purchase Order.

    Note: Also see the article on how to Import Alternate Shipping and Billing Addresses.

    Manual Sales