Recent Updates

  • Updated on: Jul 17, 2018

    Contacts - Telephone Numbers

    Important: Please execute a database backup prior to starting any import process!

    Notes about special fields:

    • Client / Vendor: This field is required. It is used to indicate if the Contact record being imported/updated is related to a Client or Vendor record. There are 2 possible options to enter on the import file:
      • Client
      • Vendor
    • Company Name: This field is required in order to properly match the Contact. It must match an existing Client or Vendor record.
    • Contact Last Name: This field is required. It must match the Last Name of an existing Contact record.
    • Phone Number: This field is required.
    • Contact First Name: This field is recommended when creating new records. It would be 100% necessary if you have a more than one Contact with the same last name who works for the same company.
  • Updated on: Jul 17, 2018

    Contacts - Email Addresses

    Important: Please execute a database backup prior to starting any import process!

    Notes about special fields:

    • Client / Vendor: This field is required. It is used to indicate if the Contact record being imported/updated is related to a Client or Vendor record. There are 2 possible options to enter on the import file:
      • Client
      • Vendor
    • Company Name: This field is required in order to properly match the Contact. It must match an existing Client or Vendor record.
    • Contact Last Name: This field is required. It must match the Last Name of an existing Contact record.
    • Email Address: This field is required.
    • Contact First Name: This field is recommended when creating new records. It would be 100% necessary if you have a more than one Contact with the same last name who works for the same company.
  • Updated on: Jul 17, 2018

    Client/Vendor Addresses

    Important: Please execute a database backup prior to starting any import process!

    Notes about special fields:

    • Client / Vendor: This field is required. There are 2 possible options to enter on the import file:
      • Client
      • Vendor
    • Company Name: This field is required. It must match an existing Client or Vendor Name.
    • Company First Name: This field is used only if you are using the First Name (The) field on the Client record.
    • Default Shipping Method: This field is not required. However, if you want to use it then it must match an existing Freight-type Product. Navigate to Inventory ➤ Products and use the Filter By menu to find the Freight items you can use on your import file.
    • Tax Area: This field is not required. However, if you want to use it then it must match an existing Tax Area. Navigate to General Ledger ➤ Tax Areas to find the Tax Areas you can use on your import file.
  • Updated on: Jul 17, 2018

    Products - Alias

    Important: Please execute a database backup prior to starting any import process!

    Notes about special fields:

    • Alias: This field is required.
    • Part Number: This field is required.
  • Updated on: Jul 17, 2018

    Products - Client Price Breaks

    Important: Please execute a database backup prior to starting any import process!

    Notes about special fields:

    • Part Number: This field is required.
    • Price Break Level (aka Price Break Type): This field is required.
  • Updated on: Jul 12, 2018

    Create a Check Register-only Entry

    • This is a feature that we recommend you to use sparingly.
    • Its usefulness is most often accompanied by some error that results in a Check or Deposit being posted incorrectly to the Check Register.
    • This type of entry will not affect the General Ledger. It can best be described as writing something in your checkbook without taking it to the bank.
  • Updated on: Jul 09, 2018

    Data Backup Preferences

    It is very important to make sure that your Data File is backed up regularly. This lesson details how to set the Preferences for your data backups. If you want restore from a backup see the lesson Restore From a Backup File.

    Here are some strategies for ensuring that a backup file is available in the event that one is needed:

    1. Scheduled backup (This is the primary topic of the lesson below): We recommend scheduling a backup to occur at least once a day. Typically the best time to do this is overnight (or some other time when everyone is out of the system).
    2. Backup before posting transactions: This is a good way to make sure that you always have a current backup available. There is a check box available on the Post Transactions screen that you can mark to run a backup when posting. However, if you often post individual records using the Action Menu, then additional backup strategies become even more critical.
    3. Backup before importing data: Backup before any import of data is attempted in Acctvantage. This includes GL imports, Physical Inventory imports and XML imports.
    4. Implement company-wide backup procedures: Most companies have standard backup procedures in place for their computer systems. We do not intend for any of the above procedures to replace any company-wide procedures. We highly recommend implementing and/or continuing any procedures for routinely backing up all company data.

    Notes:

    • The built in AcctVantage ERP backup scheduler will backup your AV data file to the designated location.
    • It does not backup any other files on the hardware and should not take the place of a general system wide backup.
    • Your staff or 3rd party IT support should have backup plans in place in case of a hardware or other failure.
  • Updated on: May 16, 2018

    NACHA File Export

  • Sometimes you might need to cut a check for office supplies (or for that employee appreciation pizza party next Friday! Right?!). Or maybe you need to print an AP Check but you don't want (or need) to go through the typical AP Check printing process. If this is the case, then a Quick Check will be your best bet.

    ----------------------------------------------------------------------------------------------

    *NEW fields for AV 2015* ➤ scroll down to Step #3.2 for more detail

    For AV 2015 there is a new Foreign Currency feature that can be used for Purchasing & AP. If you plan on using this feature to print FC checks then you will need to download and install the Foreign Currency custom form for checks.

    1. Download the AP Check form with support for Foreign Currency here.
    2. Open up the folder where your AV Client application is.
      • Mac: Applications/AcctVantage Client/INSTALL
      • Windows: C:\AcctVantage Client\INSTALL (or C:\Program Files\AcctVantage Client\INSTALL)
    3. Within the AcctVantage Client folder you will see a folder titled INSTALL. Drop the custom form installer into the INSTALL folder and restart your AV Client app -- the form will be automatically loaded. The form is named AP Check v6.
    4. Select this new custom form to use when printing Quick Checks. See Step #4 below.
      • Note: This is just a standard custom form. It will not automatically be in alignment with your check stock. It is likely that it will require some minor formatting changes in order to line up. Submit a tech support request if you have further questions about this.
  • Updated on: May 16, 2018

    Check Register overview

    The Check Register allows you to keep track of the Checks you write. There are three types of Checks within AcctVantage: AP Disbursement Checks, Payroll Checks, and Quick Checks.

    • AP Disbursement Checks cannot be manually created. They are created by AcctVantage when you mark a Disbursement for payment. For instructions on creating AP Disbursement Checks, see the article on how to Set Up and Print an AP Check Run.
    • Payroll Checks are created automatically when you import the payroll information into AcctVantage from your payroll program.
    • Quick Checks are the only kind of checks that can be created manually. These are checks that you can create and print (or hand-write) on the fly. Quick Checks do not have a Voucher created for them. A common use for Quick Checks is for payment to individuals or companies that are not set up as Vendors. Quick Checks allow you to pay anyone you wish and, unlike Vouchers, do not require you to enter the payee into the system. For instructions on creating Quick Checks, see the article on how to Enter and Print a Quick Check.