aACE 6
Table of Contents
Table of Contents
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Glossary
aACE Implementation Strategy
Introducing the aACE Implementation Process
Step 1: Discovery
Step 2: Configuration & Customization
Step 3: Data Migration
Step 4: End-User Training
Step 5: Go-Live
Step 6: aACE Optimization
Step 7: Ongoing Support
Obtain a Free Trial of FileMaker 2023
Best Practices for an aACE Upgrade
aACE System Overview
System Overview
System Overview - Read Me First
Accessing Internal Modules
Accessing CRM & Sales Modules
Accessing Order Management Modules
Accessing Order Setup Modules
Accessing Accounts Payable Modules
Accessing Accounts Receivable Modules
Accessing Inventory Modules
Accessing Accounting Modules
Accessing System Admin Modules
Getting Started with aACE
Getting Started - Read Me First
Overview of the Main Menu
Overview of the List View
Overview of the Detail View
Overview of Record Status Levels
Overview of Selectors
Universal Functions
aACE Key Commands
Working with Documents
Exporting Records
Email
Overview of Emails
Email Integration Feature Highlight
Core Email Functionality
aACE+Mailgun Email Advanced Functionality
aACE Data Interchange (ADI) Email Functionality
Working with Email Templates
Notes and Record Log Comments
Overview of Notes
Overview of Record Logs
Adding Comments, Activities, Support, or Next Steps
Searching and Exporting Record Logs
Notices
Overview of Notice Setups
Working with Notices
Cleaning Up Notices
Reassigning Notice Setups to Different Teams
Deactivating Notice Setups
Overview of Notices
Overview of My Notices
Printing
Printing Information from aACE
Editing Print Layouts
Handling Corrupt Fonts
Searching Records
Finding a Set of Records
Using aACE's Quick Search Features
Sorting Records in the List View
Understanding Advanced Search Functionality
Using Search Operators for Better Results
Removing Records from Search Results
Adding Records to Search Results
Using aACE Related Records Links
Overview of Documents and the Documents Viewer
aACE Data Interchange (ADI)
aACE Data Interchange Overview
Vendor Acknowledgement Workflow
Customer Pay Now Workflow
Support
Getting Started with aACE 6 Support
Getting Better Support with Better Support Tickets
aACE System & User Setup
Installing aACE - System Admin and Server Guides
aACE Server
FileMaker
Overview of Configuring Your aACE Server
Preparing the Server
Installing & Configuring FileMaker Server
Installing FileMaker Pro on Your aACE Server
Installing & Configuring aACE
Configuring Backups & Anti-Virus Software
Configuring an SSL Certificate
Configuring the Server's Desktop
Confirming Network Configuration for an aACE Launcher
Restarting the aACE Server
Enabling Remote Access to Your aACE System
Restarting the FileMaker Script Engine
Upgrading Your aACE Server to FileMaker Server 19.1.2 or Later
Configuring Automated Restarts on Your aACE Server
System Admin
Configuring the aACE Launcher
Installing the FileMaker Client
Setting a Static IP Address on Mac OS
Setting Up Offsite Backups
Disabling Automatic Software Updates
Installing Windows / Mac Software Updates on Your aACE Server
Working with the aACE Default Password
Creating and Hosting Prefixed Test Systems
External Authentication in aACE
Restarting LogMeIn on Your aACE Server
Downgrading Your Version of FileMaker
Team Members & System Users
Setting Up New Users
Managing a User's Status
Resetting a User's Password
Changing a User's Account Name
Setting Up Teams
Managing a Team Member's Status, Office, and Department
Creating a Team Member's Related Company and Contact Record
Assigning Expense Approvers to Team Members
Overview of User Groups
Controlling Access to aACE Modules with User Groups
Understanding Record Access Privileges in User Groups and Team Member Settings
Understanding the 'Can Switch Offices' Team Members Preference
Using FileMaker Re-login to Update Settings
Overview of Team Members
Overview of Teams
Offices & Departments
Overview of Offices
Setting Up Departments
Viewing Team Members by Office
Personalize Report Branding by Office
Switching Between Offices
Overview of Departments
Overview of Inventory Bins
Postal Code & Mailing Setup
Zip-Codes.com Database Integration
Working with Postal Codes
System-Wide Preferences
Overview of aACE Preferences
Overview of Branding Preferences
Overview of Billing Preferences
Overview of Procurement Preferences
Overview of Production Preferences
Overview of Shipping Preferences
Overview of Database Preferences
Overview of Currency Conversion Preferences
Overview of Documents Preferences
Overview of aACE Menu Preferences
Overview of Shipping Setup Preferences
Overview of Automation Schedules Preferences
Overview of Units of Measure Preferences
Working with Management Preferences
System Management
Configuring Automation Schedules
Notification Automation Preferences
Working with Value Lists
Overview of System Logs
Accessing aACE - Guides for New Users
Accessing aACE from Your Computer
Coordinating with Your System Administrator on Your aACE Setup
Accessing aACE Using a Launcher
Accessing aACE Without a Launcher
Logging In and Out of aACE
Email and Mailgun Set Up
Understanding aACE Email Integration
Understanding Email Automation in aACE
Mailgun
Setting Up Mailgun
Troubleshooting Mailgun Errors
Accounting & Bookkeeping
Accounting
Printing Financial Reports
Understanding the aACE Chart of Accounts
Importing and Setting Up Your Chart of Accounts
Closing a Fiscal Year
Managing and Printing Vendor 1099s
Writing Off Bad Debt
Understanding Multi-Entity Accounting
Reconciling Inventory with the GL
Understanding the Unit Cost Logic in the COGS Reconciliation Process
Troubleshooting Errors from Billing or Payment Terms
Understanding the Accounting Module Naming Conventions
Accounting Preferences
Chart of Account Preferences
Overview of Billing & Payment Terms Preferences
Overview of Period Management Preferences
Customizing Adjustment Codes
Accounting Data Entry Preferences
Reconciling Bank Accounts
Viewing the Check Register
Reconciling a Bank Account
Working with the General Ledger
Reassigning GL Accounts to Posted Transactions
Deleting Unused GL Accounts
Removing Relationships to GL Accounts
Reassigning GL Account from Line Item Code for List
Viewing Records in the General Ledger
Adding an Account to the Chart of Accounts
Updating GL Accounts & Activity for Line Item Codes
Overview of GL Accounts
Overview of GL Budgets
COGS, Accrued Inventory, and Labor
Understanding the Relationship Among Inventory Lots, Usage, & Transactions
Understanding the COGS Reconciliation Process
Understanding Accrued Inventory
Understanding Unallocated Inventory Usage
Using Inventory Adjustments to Resolve Unallocated Inventory Usage
Understanding the Inventory Give-Back Loop
Understanding the Accrued COGS Reconciliation Process
Working with Recurring Transactions
Working with Currency Conversions
Understanding aACE and Payroll Processing
Working with Auto-Reversing General Journal Entries
Overview of Bank Reconciliation
Accounts Payable
Understanding Payment Methods
Using the Adjustment Field in Disbursements
Working with Use Taxes on Purchase Orders and Purchases
Managing Purchase Orders
Working with Purchase Orders
Handling Vendor Deposits
Managing Requests for Quotes
Overview of Purchase Orders
Managing Purchases
Working with Purchases
Applying a Vendor Credit to a Purchase
Entering Purchases for Carrier Invoices
Overview of Purchases
Making Payments to Vendors
Paying a Vendor
Using the Pay Bills Screen to Pay Multiple Vendors
Printing Checks
Working with Remittance Advice
Selecting a Check Template
Processing Refunds from Vendor Purchases
Using Credit Cards for POs, Purchases, and Payments
Setting Up Internal Credit Cards
Entering Credit Card Payments for Purchasing
Overview of Disbursements
Overview of Vendor Follow-Up
Overview of Purchase Items
Overview of Purchase Order Items
Overview of Disbursement Items
Accounts Receivable
Payments From Customers
Receiving Payments from Customers
Using the Adjustment Column in Receipts
Processing Refunds for Customer Payments
Processing Customer Overpayments
Working with Progress Billing
Applying a Customer Credit from the Orders Module Payment Dialog
Payment Processing
Working with Customer Credit Card Processing
Adding a Credit Card Without Charging
Updating Customer Credit Cards
Applying Credit Card and Debit Card Payments to Orders with Global Payments Integrated
Applying ACH Payments to Orders with Global Payments Integrated
Adjusting for Credit Card Fees on Merchant Accounts
Resolving Incomplete Credit Card Transactions
Processing Credit Card Chargebacks
Recording a Deposit
Overview of Invoices
Overview of Receipts
Overview of Invoice Items
Overview of Receipt Items
CRM & Sales
Leads
Creating Leads
Understanding Lead Management
Closing Leads
Overview of Leads
Lists
Overview of the Lists Module
Working with CRM Lists
Overview of Activities
Overview of Contacts
Overview of Companies
Campaigns
Overview of Campaigns
Data Migration
Migration Overview
Understanding the Data Migration Process
Migrating Master Data to aACE
Resetting Test Transaction Data
Importing Data
Overview of Importing Data
Data You Can Import into aACE
Understanding Master Data and Transaction Data
Downloading an Import Template
Preparing a Data File for Importing
Importing Records
Importing Transaction Data
Mapping Import Fields by Hand
Handling Import Validation Errors
Importing Updates to Your Line Item Codes
Importing Item Data into a Header Record
FAQs
Contact Management Questions
Changing the Default Postal and Phone Formats
Accounting & Bookkeeping Questions
Effects on Historical Transactions from Changing a Line Item Code's GL Account
Line Item Codes (Items & Services)
Overview of Line Item Codes
Assigning a Preferred Vendor to a Line Item Code
Replacing an LIC with Another of a Different Record Type
Configuring the Deposit Line Item Code
Deactivating a Line Item Code
Updating Unit Costs
Working with the Auto-Update Cost Rate Feature
Understanding Methods for Purchasing Outsourced Services
Overview of the Bill of Materials
Overview of LI Code Options
Inventory
Working with Inventory Transactions, Inventory Lots, and Inventory Usage
Setting Up Inventory Tracking
Setting Up Inventory Bins
Following an Example of Inventory Flow
Making Inventory Transfers
Making Inventory Adjustments
Processing Returns for Drop Shipped Inventory
Managing Inventory Through Cycle Counting
Understanding Inventory Replenishment for Purchased Items
Configuring Inventory Replenishment for Purchased Items
Configuring Inventory Replenishment for Manufactured Items
Working with Landed Cost
Understanding Inventory Tracking with Manufacturer Lots
Understanding Inventory Tracking with Serial Numbers
Tracking Inventory Transactions for Lot-Tracked and Serialized Items
Handling Returns and Inventory Adjustments for Lot-Tracked and Serialized Items
Understanding Discontinued Line Item Codes
Understanding Inventory Replenishment for Manufactured Items
Overview of Inventory Transactions
Overview of Inventory Lots
Overview of Inventory Usage
Overview of Inventory Adjustments
Overview of Inventory Adjustment Items
Overview of Inventory Mfr Lot Balances
Invoicing
Invoice Management
Working with Invoices
Handling Customer Deposits
Issuing a Customer Credit
Sending Customer Invoices
Sending Customer Statements
Sending Customer Orders
Understanding Adjustment Invoices
Applying a Customer Credit to an Invoice
Moving a Customer Payment from One Invoice to Another
Invoice Automation
Configuring Automation Settings for Invoicing
Understanding Invoice Automation
Jobs and Tasks
Overview of Jobs
Creating Task Groups
Linking Task Groups to Assembly Line Item Codes
Using Task Groups with Templates
Testing Task Groups
Rescheduling Task Group Tasks
Understanding Task Group Anchoring and Scheduling
Understanding Job Assignment Logic
Understanding Order, Production, and Standard Jobs
Overview of Tasks
Understanding Task Assignment Logic
Understanding Order, Production, Standard, and Sales Tasks
Understanding Task Preferences
Overview of Job Costs
Overview of Task Groups
Overview of Task Group Items
Mobile Apps
Getting Started with aACE Mobile
Configuring aACE for Mobile Apps
Considerations & Peripherals for Mobile Apps
CRM App
Configuring the aACE CRM App
Using the aACE CRM App
Expenses App
Configuring the aACE Expenses App
Using the aACE Expenses App
Inventory Counter App
Configuring the aACE Inventory Counter App
Using the aACE Inventory Counter App
Job Shop App
Configuring the aACE Job Shop App
Using the aACE Job Shop App
Orders App
Configuring the aACE Orders App
Using the aACE Orders App
Pick App
Configuring the Pick App
Using the Pick App
Receiving App
Configuring the Receiving App
Using the Receiving App
Time & Tasks App
Configuring the aACE Time & Tasks App
Using the aACE Time & Tasks App
Orders
Order Management
Overview of Orders
Working with Orders
Understanding Shipping Costs and Prices for Orders
Order Procurement Automation
Understanding Pick Up Orders
Understanding Drop Shipping
Understanding Backorder Management
Configuring Backorder Management
Understanding Processes for Customer Returns
Handling Customer Returns with Replacement Items
Handling Customer Returns by Reducing Order Items
Working with Special Orders
Working with Alts, Upgrades, and Options
Understanding Sales and Production Orders
Overview of Order Entry Preferences
Configuring Order Layouts
Overview of Order Items
Overview of Order Procurement
Overview of Projects
Pricing, Rates, and Commissions
Pricing
Overview of Line Item Code Rates
Pricing for Line Item Codes
Working with Volume Discount Pricing
Walk-Through for Pricing and Rate Cards
Assigning Customer Discounts
Rate Cards
Understanding Rate Cards
Creating Rate Cards
Assigning Rate Cards to Orders
Overview of Rate Cards
Overview of Rate Card Items
Commissions
Reviewing Commissions Functionality in aACE
Understanding Commission Structures
Setting Up Commissions
Working with Commissions and Accounting
Previewing and Generating Commission Statements
Paying Commissions
Manually Adjusting Commission Statements
Updating and Resetting Commissions on an Order
Understanding Commission Eligibilities
Working with Volume Commissions
Programming in aACE
Customizing the Main Menu
Programmer Mode Disclaimer
Logging In to Programmer Mode
Creating a Test System
Adding a Custom Menu Option
Enabling Remote Container Storage
Reporting
Understanding Reporting
Manually Exporting Grouped Report Data into Excel
Understanding the FileMaker 'Save as Excel' Button
Shipping & Receiving
Managing Shipping and Receiving
Shipping (Outgoing Shipments)
Shipping an Order to Multiple Addresses
Returning Shipments to Vendors
Updating Shipments for Orders
Voiding a Shipment
Entering Shipments from the Shipping Log
Handling Shipments that Contain the Wrong Item
Understanding Receiving for Purchase Order Items
Receiving (Incoming Shipments)
Receiving Incoming Shipments
Receiving Returned Orders
Understanding Blind Shipping
Overview of the Shipping Log
Overview of Shipping Log Items
Tax Profiles
Overview of Tax Profiles
Setting Up Tax Profiles
Linking Tax Profiles to Postal Codes
Linking Tax Profiles to Company Records
Understanding Tax Rate Calculations
Handling Tax Rate Changes
Creating a Tax Profile
Flagging Companies as Tax Exempt
Templates
Building a Template
Using Templates in Orders
Using Templates for Purchase Orders
Using Templates for Shipping Charges
Using Templates in Campaigns
Overview of Templates
Overview of Template Items
Third Party Integrations
Payment Processing
Payment Processing Feature Highlight
Understanding Credit Card Processing
Selecting a Credit Card Processor
Working with Test Mode to Learn About Credit Card Processing
Verifying Your Payment Processor Setup
Managing Your Credit Card Processor Fees
Overview of Other Preferences for Payment Processing
Processing Refunds for Customer Credit Card Payments
Charging a Fee for Customer Payments Made with a Credit Card
Processing Refunds for Vendor Purchases Made on a Credit Card
Global Payments Integrated
Setting Up Global Payments Integrated
Working with Global Payments Integrated Peripherals
Troubleshooting Global Payments Integrated Errors
Authorize.Net
Troubleshooting Authorize.Net Errors
Payment Innovators
Setting Up Payment Innovators
Sales Tax Automation
AvaTax
Understanding aACE+ AvaTax Integration
Troubleshooting AvaTax Errors
Filing Your Taxes Using AvaTax
Shipping
Choosing a Shipping Solution
ReadyShipper
Troubleshooting ReadyShipper Errors
ShipStation
Setting Up ShipStation
NRG
eCommerce
Understanding Your eCommerce Integration
Choosing an eCommerce Platform
Handling eCommerce Returns and Refunds
Refunding Taxes on eCommerce Orders
Understanding How to Account for eCommerce DTC Orders
WooCommerce
Troubleshooting WooCommerce Errors
Shopify
Troubleshooting Shopify Errors
ReadyCloud
Troubleshooting ReadyCloud Errors
Email Marketing
Understanding Email Marketing
VerticalResponse
Calendar
DayBack
Troubleshooting DayBack Calendar Errors
Data Visualization
Tableau
Setting Up Tableau
Understanding aACE Data Services (ADS)
Electronic Data Interchange (EDI)
Understanding EDI
Selecting an EDI Provider
Onboarding and Testing an EDI Trading Partner
Setting Up EDI
Time Management & Expense Envelopes
System Configuration
Internal Orders
Time Management
Overview of the Time Module
Setting Up Time Management
Understanding and Working with Time Management
Handling Time Management for Freelancers
Using the Time Clock
Overview of Timesheets
Expense Envelopes
Configuring Your System for Expense Envelopes
Working with Expense Envelopes
Troubleshooting
Sending Emails Produces a "Server Busy" Error Message
Finding Which Version of FileMaker You're Running
Troubleshooting Mac Errors About Unidentified Developers
Logging In to Local File Sets
Clearing Saved Login Credentials
Troubleshooting Connectivity Issues
Emailing a File Not Generating an Email Message
Home
aACE System Overview
Provides a basic overview of an aACE system for administrators and general users.
System Overview
The Main Menu and Organization of Modules
Getting Started with aACE
Basic Navigation Tools, Views, and Window Layouts
Universal Functions
Email, Printing, Notices, and Search
Support
How to Contact us for Support