Recent Updates

  • Updated on: May 24, 2013

    StarShip Keywords

    This article describes the key words that StarShip will recognize for Ship Via methods in AcctVantage.

    Manual Sales
  • Updated on: May 24, 2013

    Shipping Exchange

    Third-party shipment-tracking software (e.g. ReadyShipper, Starship, NRGship) can be integrated with AcctVantage by configuring the Shipping Exchange function in System Setup. This article addresses the process from the point of view of AcctVantage. For assistance with installation and use of 3rd party shipping software you should contact your vendor for tech support.

    To use UPS Worldship you must obtain a middleware product called Crossware, which is available free of charge from your UPS rep. For FedEx, AcctVantage is part of their "code library" and your rep can download integration code to install at your site. You may also download the complete reference guide on Starship; the detailed appendices are applicable to any third-party shipping product that uses the ADE (automated data exchange) process.

    In short, these programs communicate with AcctVantage by passing files back and forth in a folder on the Server computer. A file named ADEOUT is placed in the folder by the shipping software. AcctVantage picks up the ADEOUT file and places a file named ADEIN into the same folder.

    Manual Sales
  • Updated on: May 24, 2013

    Shipping Software Field Map

    This article lists the AcctVantage field names with corresponding shipping software values and a definition for each field.

    • See the Shipping Integration article for more info on 3rd party shipping software.
    • See the Shipping exchange article for exact steps to integrate communication between AcctVantage and the external shipping software. This article also has examples of each of the files mentioned below.


    There are three files typically exchanged in the normal shipment process:

    • The first exchange is a [REQUEST] file sent from the shipping software to AcctVantage.
    • The second exchange is an [ORDHD] file sent from AcctVantage back to the shipping software.
    • The third exchange is a [SHIPMENT] file sent from the shipping software back to AcctVantage.

    Rows in bold below indicated fields normally sent or received by AcctVantage. Non-bolded fields indicate options which may be available in your shipping product, but would require custom scripting to utilize in AcctVantage. Please contact Tech Support for assistance in this area.

    Manual Sales
  • Updated on: May 23, 2013

    What is 4D and 4D Maintenance?

    4D, Inc. database and maintenance plan details. AcctVantage ERP is a software application that runs on top of a database server program called 4th Dimension (much in the same way PostgreSQL or MySQL are database engines). 4D is developed and sold by 4D, Inc.

    A license for 4D is required to run AcctVantage ERP. You can purchase 4D direct from 4D, Inc. or through us. If buying direct from 4D, please check with us first to ensure that you are licensing the correct version of the 4D Server application.

    When 4D, Inc. updates their database engine, we will evaluate its benefit for our users and adopt the new version as features, stability and product life-cycle warrant. Upgrading the required version of 4D is not covered by your Customer Care Program membership, so we will only move "up" when there is a clear benefit for you, the end user. You can purchase your upgraded 4D database direct from 4D, Inc. or from us.

    One attractive option is 4D's annual Maintenance program that covers version upgrades. This is a good idea to have as it will lower your overall expense in keeping up with new technology. This maintenance plan is separate from your AcctVantage Customer Care Program membership which provides for technical support and version upgrades for the AV application.

    You may receive an annual Maintenance renewal notice/invoice from 4D, Inc. If you do, that is because when you initially purchased your 4D license (AcctVantage v12 and later) Maintenance was included in your purchase. Renewing is optional, but we do recommend it as it is the least expensive way to ensure you have the correct version of 4D as AcctVantage is upgraded.

    To upgrade you will need your "Product Number". This can be found on your AcctVantage server by selecting the Help menu and clicking on "Update License". You will also need the User name/password credentials that you used when first installing 4D to access your account. Remember to verify with us which version of 4D is required before upgrading. To purchase an upgrade for your 4D license, or to get your free upgrade under their Maintenance plan, please visit 4D, Inc. Customer Service, for lost user names, logins, questions about Maintenance, etc. can be reached at 408-557

  • Updated on: May 22, 2013

    About Bug Reporting

    A bug is a reproducible behavior that prevents the software from behaving as intended. It's helpful to understand how we manage software bugs to understand when you can expect something to be fixed.

    We divide bugs into two major classes:

  • Updated on: May 21, 2013

    Scheduled backups are not occurring


    The Administrator changes the AcctVantage Server backup schedule from nightly backups to hourly backups. Yet the backups do not occur at the expected times.


    Often when changing the backup schedule from daily to hourly, the time of backup is set to a late evening time such as 22:00 (or 10 p.m.). AcctVantage interprets this time to be the first desired backup of each day, with the hourly backups beginning after this time.


    Set the time of the first hourly backup to early morning, such as 08:00 (8 a.m.). To reserve disk space, make sure to check the box on the next screen for Backup only if the data file has been modified. This will avoid creation of numerous redundant backups during evenings and weekends.

  • Updated on: May 21, 2013

    Lead Sources

    A Lead Source is a method for getting new Clients (e.g. an advertisement in a periodical publication, a trade show, telemarketing or a radio or TV commercial). In AcctVantage, the Lead Source area allows you to analyze how your marketing strategies are working. When entering new Prospects/Clients or Sales Orders, you can associate them with Lead Source you have defined. Then you can run a report on the Lead Source and quickly determine their effectiveness.

    Manual Sales
  • Updated on: May 21, 2013

    Inventory Balances

    The Inventory Balances Utility may be run in the event that the Inventory quantity displayed for a Product appears to be incorrect.

  • Sales Orders, Quotes and Invoices may be duplicated/copied to process recurring orders. Records can also be marked as Templates for quick lookups.

    Manual Sales
  • Updated on: May 16, 2013


    The Disbursements area allows you to select Vouchers for payment. In addition to choosing which Vouchers to pay, you can decide whether the Vouchers will be paid fully or partially and whether or not to take any AP Discounts that may be available. Marking Disbursements to be paid readies the check for printing, but you must use the Print Checks area to actually print the checks.

    Disbursement records can not be created directly in the Disbursements window. A Disbursement is what is known as an AP Document. Disbursements (i.e. AP Documents) are created either by a Voucher or in the Adjusting Journal Entries area.

    See the article on how to Set Up and Print an AP Check Run for more on Disbursements.