Creating or adding text to sales order header notes

 Advanced Accounting has extensive support for notes.  A single note can be up to 5,000 characters in length and attached (i.e. linked) to a number of different types of accounting software data including:  customer codes, vendor codes, inventory (aka product or item) codes, sales order headers (the main record associated with a sales order containing the customer code, billing and ship to address, terms, etc.), sales order line items, posted invoices (via after invoice maintenance), quote headers, quote line items, purchase order line items, employees, general ledger codes, journal entries, and also in the time and billing module where they are used extensively.   Notes can be accessed through a variety of options and reports.   And in sales orders, quotes and purchase order entry, existing notes attached to those line items can be automatically retrieved and attached as sales order line items, and then edited as necessary (since they then exist separately as a new, cloned note).

While most notes also can be printed on various documents (for example, notes attached to sales order line items), some notes are mainly for internal reference (but all notes can still be via the UT-E Notes Report option).  Sales order and quotes "header" notes are examples of notes used mainly for internal review.

For special customized applications, it may be desirable to automatically assign (i.e. "populate") note instructions into the header field.  The following examples are for programming reference should this type of customization be required and would generally apply to any type of note in the system provided that the appropriate "where from" and link code is provided.  This approach does not require the tas_notes option nor loading the wbknotes program into memory (which happens in the initial_setup call including in almost all Advanced Accounting programs) nor use of the special user defined commands that are included in the ADV60.LCY (encrypted ADV60.LIB) file as normally used when processing notes in other programs.

Example #1: add a header note to sales order that has no current header note

#lib addsum 

(* has the chk_open UDF *)

define bksycbnt_hndl type i size 5

(* the add word reset after "size 5" if used within the accounting software environment and the program has an initial_setup UDC i.e. user defined command which has already opened the notes file*)

(*defines for bksymstr_hndl and bkarinv_hndl should already in the file definition file, otherwise they need to also be defined *)

 

define note_num,so_num type R size 9

define where_from type A size 3

//start: label here if the #FORCERWN compiler directive is used

(*if initial_setup has not been included in the applicable program then open the notes file *)

openv 'bksycbnt' ext 'c'+co() fnum bksycbnt_hndl lock o
bksymstr_hndl=chk_open('BKSYMSTR','R',true)
bkarinv_hndl = chk_open('BKARINV','r',.f.)

where_from='SOH'

(*get the next note number - or replace with bkar.inv.note# if in SO-A*)

(*get the applicable BKARINV record, if bkar.inv.note# is zero, assign a note # *)

//where so_num is the desired so_num with the header note to update

//or you could scan the entire file using the SCAN command

so_num = 123456

findv m fnum bkarinv_hndl key bkar.inv.sonum val so_num

if flerr(bkarinv_hndl) <> 0 then quit 

// and then a ret after the quit depending on program type

if bkar.inv.note#=0
   inc bksy.next.note#
   note_num=bksy.next.note#
   save @bksymstr_hndl nocnf
endif

bkcbnt_note='Desired header note text'
bkcbnt_code = trim(str(note_num),'l')
bkcbnt_who = 'SOA'
bkcbnt_whr_frm = where_from
bkcbnt_date = date(
bkcbnt_time = time()
save @bksycbnt_hndl nocnf


(*bkar.inv.note# should be set to note_num and then save the BKARINV record *)

bkar.inv.note#=note_num
save @bkarinv_hndl nocnf //and probably a noclr

Example #2 -retrieve existing SO header note and add some text to it

define code type A size 25
define where_from type A size 3
define so_note type A size 5000

where_from='SOH'

(*get the bkarinv record similar to the code in example #1 with error handling then exit or quit if bkar.inv.note#=0 *)

note_num=bkar.inv.note#
code=trim(str(note_num),'l')
findv g fnum bksycbnt_hndl key cbnote_key val where_from,code,0,0

if flerr(bksycbnt_hndl)=0 .and. bkcbnt_code = code \\

 .and. bkcbnt_whr_frm = where_from
    //found it
else

   msg 'Could not find the desired note.'
   quit   

   ret

endif

so_note=bkcbnt_note
so_note=trim(so_note,'t') + ' now add some additional text'
bkcbnt_note=so_note
save @bksycbnt_hndl nocnf

//the header note has now been updated with the additional text

Postscript:  the SOH "where from" value stands for sales order header. In quotes, we instead use QUH for the quotes header note reference.

2026 payroll system updates

Software updates for the payroll module of Advanced Accounting version 8 are now available. These include changes that address federal and state withholding changes that are now in effect as well as some internal required changes in our e-filing interface* (which has passed a required testing phase for both W-2 and 1099-NEC forms).  Our first two e-filings for 2025 were made this past Saturday (one of which was for an end user of the software).

Payroll updates for federal 2026 payroll changes that include all of the updates described in the latest IRS Publication 15-T are included including an updated tax table.

No tax on overtime and tips:  This federal provision has caused considerable confusion and as worded on tax forms and in the media has been very misleading.  These items are still fully reportable and subject to withholding  (including social security and medicare taxes and their match) as in the past, i.e. from an employer's point of view, nothing has changed.  And employees will not notice any changes in their net paychecks (absent their making W-4 changes).  

Employers do have new reporting requirements.  While these provisions are effective retroactively for 2025, there is no specific requirement to report them on W-2 forms (yet employers are still required to provide the applicable amounts to employees, even though there won't be any penalties for failing do to so; starting in 2026 the applicable overtime amounts will have to be reported in W-2 form Box 12 with a new code TT).  

Employees will be able to report qualified overtime and tips "deductions" on Form 1040 Schedule 1-A.

Not all overtime pay is "qualified" overtime.  Qualified overtime must first of all meet all of the requirements of the Fair Labor Standards Act (FLSA); in other words it must be compensation for over 40 hours in a week that is paid at 1.5 times the employee's normal rate and that is paid to non-exempt employees.   In other words, the following types of overtime are NOT qualified overtime:

(1)  Overtime amounts paid to exempt employees;

(2)  Overtime for hours less than 40 in the employer's defined week;

(3)  Overtime compensation that is paid at a rate of more than 1.5 times the employee's hourly rate.

If all of an employees overtime compensation meets all of the above criteria, then the employee would be able to claim an amount on Form 1040 Schedule 1-A that represents their total 2025 overtime pay divided by 3.  In other  words, only the overtime "premium" is subject to the deduction credit.  So if an employee is paid $10 per hour and receives overtime at $15 per hour, $5 is the overtime premium subject to an individual tax return deduction (and in total is also subject to an overall limit).   So it is not the full $15 overtime payment amount but rather only one-third of that rate, all other things being equal.

If an employer has mix of overtime rates or made overtime payments that weren't all for hours worked over 40, qualified overtime will require manual calculation.

For Advanced Accounting, in order to meet the reporting requirement for 2025, we will default the qualified  overtime compensation amount in Box 14 for employee reference with the abbreviation QUAL OTC; however that amount will need to be carefully reviewed to ensure that it meets the criteria outlined above (the accounting software program allows for individual review and for changing the OTC amount).  How this will be reported in 2026 will change as also previously noted.

The following link may be of some additional assistance: 

https://mrsc.org/stay-informed/mrsc-insight/november-2025/no-tax-on-overtime

Reminder re: form W-2s (in effect since tax year 2024): Employers filing 10 or more information returns, including Forms W-2, must file electronically (absent having received a waiver by the IRS).  Information returns include commonly filed 1099 forms.   Many states have similar requirements including some that are more restrictive than the federal requirements.

Reminder re: employee withholding forms:  Employees do not have to fill out a new W-4 each year (unless they are claiming to be exempt). Employees that make changes must however use the newer form W-4 and there must be on the 2020 and later federal income tax withholding system.  Most states with state income taxes have their own equivalent form and state withholding tax logic more often than not depends on the options selected on that form.  So an employee may need to fill out a new state form without necessarily changing anything on their existing W-4.

Social security limit changed for 2026:   The social security  limit has increased from $176,100 to $184,500 (our payroll update will make that change automatically or it can be manually updated for each payroll division in Advanced Accounting's SY-D Enter/Change Payroll/GL interface option).

State income tax withholding changes:    While there are nine states with no state income tax withholding, of the remaining states at least 27 states have made changes for 2026 for their state income tax withholding rates and/or related logic..  See also State Tax Changes Taking Effect January 1, 2026 (which outlines changes beyond just payroll withholding changes).

As of the date of this blog, we have made changes to Advanced Accounting 8's payroll tax tables and/or internal logic and tested those changes in the following states:  

California, Colorado, Georgia, Illinois, Indiana, Kentucky, Minnesota, Missouri, Montana, Nebraska, New Mexico, New York, North Carolina, Oklahoma, Oregon, and Vermont 

During this review process we have also picked up changes made mainly during the last of of 2025 for:

Ohio, Utah, Virginia, and West Virginia

It should be noted some states may parallel the federal "no tax on overtime and tips" changes at the state level, an example of which is the state of Michigan (effective also retroactively) and so employees may be able to claim a state income tax deduction.   

A separate payroll-only update is now available for Advanced Accounting 8:   These 2026 payroll updates will be included in the final Advanced Accounting 8 rel. 14 which will be the subject of a separate blog, however, we now have a payroll-only update that is standalone and does not require any other prior updates nor the rel. 14 update which can be implemented immediately to accommodate these changes.   Contact us to arrange for installation of that update.

*For tax year 2025 W-2 forms, the employer's email address, contact name and phone number are mandatory requirements but  only for electronic submissions to the Social Security Administration (SSA).   The employer name and address of course are also required.

2025 payroll updates

As we wind down another very active year of program development including special end user modifications and support as well as generic system-wide changes for the latest version of Advanced Accounting, we are now again devoting our attention to upcoming payroll changes; in additional we have been preparing for 2024 W-2 and 1099-NEC e-filings and have already passed the W-2 testing phase and will be ready to submit those as soon as they will be accepted on federal and state levels.

In terms of 2025 changes, we have payroll updates for all of the federal 2025 payroll tax changes (which can also be implemented by end users based on the rates on page 11 of IRS Publication 15-T which was released on December 9, 2024.

Reminder re: form W-2s for 2024: Employers filing 10 or more information returns, including Forms W-2, must file electronically (absent having received a waiver by the IRS).  Information returns include commonly filed 1099 forms.   Many states have similar requirements including some that are more restrictive than the federal requirements.

Reminder re: form W-4:  Employees do not have to fill out a new W-4 each year (unless they are claiming to be exempt). Employees that make changes must however use the newer form W-4 and there must be on the 2020 and later federal income tax withholding system.  Most states with state income taxes have their own equivalent form and state withholding tax logic more often than not depends on the options selected on that form.  So an employee may need to fill out a new state form without necessarily changing anything on their existing W-4.

Social security limit changed for 2025:   The social security  limit will be increasing from $168,600 to $176,100 (our payroll update will make that change automatically or it can be manually updated for each payroll division in Advanced Accounting's SY-D Enter/Change Payroll/GL interface option).

State income tax withholding changes: Nine states (Indiana, Iowa, Louisiana, Mississippi, Missouri, Nebraska, New Mexico, North Carolina, and West Virginia) have reduced individual income tax rates effective January 1, 2025.  See State Tax Changes Taking Effect January 1, 2025 where it is also indicates that some 39 states will be making notable tax changes in general.

In working through these changes, we have noted so far inconsistencies in the new changes (examples are Louisiana and West Virginia) which have made implementing these changes far more difficult than they should be.

Louisiana:  Louisiana has changed to be a flat rate tax however the new rates are based on three options:

a. Taxpayers Not Claiming a Standard Deduction.

b. Single or Married-Separate Taxpayers Claiming the Standard Deduction ($12,500)

c. Married-Joint Return, Qualified Surviving Spouse, or Head of Household Taxpayers Claiming the Standard Deduction ($25,000).

Options (b) and (c) are the same standard deduction amounts as before even though the rest  of the tax logic is different.   But how does an employee "not claim" a standard deduction?  The Louisiana L-4 withholding form still refers to "exemptions" but those don't exist any more.  Until this is clarified, we are unable to update Louisiana's state withholding logic (although we have made some initial changes to reflect the flat tax rate and standard deduction changes).

West Virginia:  There was one bill in August and another passed in October that made changes to the prior bill (SB2033).   But the language of that bill isn't fully in sync with West Virginia's withholding form nor are their percentage method tables published in October 2024 consistent with SB2033.  The heading categories do not match and the rates for "Two Earner jobs" (which also is inconsistent with the newer bill) do not match the SB2033 rates.

The former TWO EARNER/TWO OR MORE JOBS category for "Married filing jointly, both working/individuals earning wages from two jobs" as described in supposedly updated percentage method tables is not the same thing as married filing separately as outlined in SB2033.  

And the OPTIONAL ONE EARNER/ONE JOB category formerly for "Single, head of household or married with nonemployed spouse" in the percentages tax tables is also inconsistent with SB2033's category which says nothing about a "nonemployed" spouse.  Until this is clarified, updates for West Virginia are on hold (we have however gone had and made  changes based on SB2033).

Other states with changes:

California:  tax table changes only (extensive)

Michigan:  dependent deduction ("personal exemption") increase

Missouri:  tax table, logic and supplemental pay changes

Montana:  tax table changes only

New Mexico: tax table changes only

Oregon:  extensive internal logic changes (normal table approach doesn't work for Oregon)

Vermont:  withholding allowance update and tax table changes

Virginia:  standard deduction changes that were effective 4/1/24

(this blog will be updated as additional changes are identified and clarifications become available)

 

TAS Premier 7ix release 18 published

We are pleased to announce release 18 in the TAS Premier 7ix series.  This release contains updates to the runtime and development system programs through July 31, 2024.

Release 17 was published on June 7, 2023 building on prior release 16 published on July 10, 2021, which was the first "7ix" release.   These updates continue to build on our initial  2004 TAS Professional version 7 release followed by TAS Premier 7i in the fall of 2005.  

Some of the new features include a new REMOVE_DIR() function, REGREADLOCAL() now supports REG_DWORD key types,a new form screen position (ScreenPos) option that may be useful in dual monitor environments as well as incorporating underlying VCL changes in the event of TMonitor.GetBoundsRect error responses (also a potential issue in dual monitor situations), /runprg parameter changes that will ignore the limit runtime setting if set and that will also no longer load the license file, message box changes to ensure that those error messages will appear "on top" when internal errors occur with the grid object, report program loading issues when a space character is included in the runtime path (resolved), important documentation additions, maintain database changes when editing array fields, and more. 

See the "Addsum Premier 7i features" under the topic "What's new in TAS Premier 7i" in the help files for more information as to all of the updates provided in this release.

Future releases of Advanced Accounting 8 (and 9) will use this newer 7ix runtime.

TAS Premier updates

TAS Premier 7ix download (new installs)

TAS Premier 7ix release 17 published

We are pleased to announce release 17 in the TAS Premier 7ix series.  This release contains updates to the runtime and development system programs through May 1, 2023.

Release 16 came out on July 10, 2021, and was the first "7ix" release.   These updates continue to build on our initial TAS Professional version 7 release in 2004 and then TAS Premier 7i in the fall of 2005.

Some of the new features include a COPYTOCLIPBOARD() function; a new third parameter in the SENDKEYS() function allowing developers to target an external windows/application; improvements relating to the TRANSX command; changes to the default behavior of the internal ASK button; the ability to upload files using FTP protocol over TLS/SSL (also known as FTPS, not to be confused with SFTP i.e. secure shell file transfer protocol) using an external executable that we developed written in the same language as the runtime; reenabling the FASTMM4 memory manager; and adding exception handling to the TLLFC() function.

Documentation updates are many including a new topic with respect to using colors in RUN programs, updates to reserved words primarily for legacy programs, adding documentation for the RTOD() function previously missing, plus documentation for new or improved features.

The older FTP function remains available but is not capable of sending files using FTPS protocol.  The newly provided executable can upload files via both secure and insecure methods, supports options for the port number, connect tries, connect/read/transfer timeout settings, TLS options (require vs. explicit vs. implicit), transfer types, and passive mode.  Any number of profiles can be established which can then be called from the TAS environment after being tested.

OpenSSL changes are expected later this year which will require changes both in the sending of secure e-mail (supported in Advanced Accounting) as well as FTP secure protocols, but we decided not to wait for those changes in order to provide FTPS capability now, which has not previously been available.

We previously had enabled the Borland replacement memory manager in an earlier runtime version, but we had a few users report harmless error messages sometimes when exiting the runtime, so we removed it.  Based on some extensive testing, however, we have found that the use of that replacement memory manager is critical in Windows 10 and 11 operating systems when loading DLLs using the TLLFC() function, and so we have reenabled that memory manager in all executables where it applies.  And the runtime executable still works just as well under prior Windows releases as well.  We thought that exception errors that started to be encountered when using TLLFC() related to adding QRCODE() support in the prior (release 16) version, but in fact, it related to memory management issues in Windows 10 and now 11 (which reenabling FASTMM4 seems to resolve).

See the "Addsum Premier 7i features" under the topic "What's new in TAS Premier 7i" in the help files for more information as to all of the updates provided in this release.

Future releases of Advanced Accounting 8 (and 9) will use this newer 7ix runtime.

TAS Premier updates

TAS Premier 7ix download (new installs)

MS Server 2012 and 2012 R2 nearing end of life

Inasmuch Microsoft Server 2012 and 2012 R2 will no longer be supported after October 10, 2023 (no more security updates being the primary concern), users are starting to plan migrations to Server 2019 or Server 2022.  These migrations will not require any program updates from us (for Advanced Accounting, for example) but users that are running the Actian Pervasive (PSQL) 11.3 (SP3) release on those systems may have to upgrade to a newer version.

Goldstar Software, who specializes in providing Pervasive (and later referred to as Actian Pervasive and now as Actian Zen) software has recently published some very helpful charts that includes officially supported engines on various operating systems:

https://www.goldstarsoftware.com/version-quick-reference-chart.asp

See the second chart with the subtitle, "Supported Operating Systems by Actian Zen/PSQL Product Versions." 

So while v11.3 might work on say 2019 Server, only v13 (and v14 and v15) are officially supported.  And for Server 2022, only v15 supports that operating system.

When upgrading to v15, there are some discounts (at least for a while) are available for users of older versions.  See:

https://www.goldstarsoftware.com/prices15.asp

and scroll down to "Actian Zen v15 Enterprise Server Upgrades From PSQL v13 or Older (WHILE SUPPLIES LAST)."

Because of their technical expertise and the fact that they focus solely on "Btrieve" products, we do recommend that users obtain pre-sale information and product updates from Goldstar.

When migrating to a different server without purchasing an upgrade and with the intention of using the existing license on the newer server, the older installation has to be deauthorized. 

For testing and for use in some migration situations, a 30-day v15 trial version is available.

 

New federal W-2 and 1099 e-file threshold drops to 10 forms

On February 23, 2023, new requirements went into effect for calendar years beginning after 2023 that mandate electronic filing of certain employment returns from the current 250 threshold down to just 10 forms, which involves an aggregate count of all W-2 and 1099 forms to be filed in a given future calendar year.

The Federal Register publication can be found here:

https://www.federalregister.gov/documents/2023/02/23/2023-03710/electronic-filing-requirements-for-specified-returns-and-other-documents

While the old rules apply for 2023, we would recommend that employers begin the transition to file their returns electronically in 2023 if they have not been already doing so.

E-filing options are already available for W-2/W-3 forms as well as for 1099-NEC in the latest releases of Advanced Accounting. For other 1099 forms, the IRS is making a portal available to file those forms (which can include form 1099-NEC as well) which will be available for filing 2023 forms:

https://www.irs.gov/newsroom/irs-opens-free-portal-to-file-information-returns-new-electronic-option-can-reduce-millions-of-paper-forms-1099-estimated-to-be-filed-by-businesses-in-2023

This change does not impact 941 and 940 filings although those can come into play in determining whether corporate tax returns (form 1120) have to be filed electronically.

This change has been anticipated for quite some time and in part consistent with changes states have been making for many years. There are many advantages to filing in this manner and while it will be a change for some users, in the long run, it will be advantageous not just for the government administration but for business efficiency as well.

More information from our e-filing interface partner:

https://www.nelcosolutions.com/e-file-threshold-sd/