aACE 5
Table of Contents
Table of Contents
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Glossary
aACE FAQs
Contact Management Questions
Changing the Default Phone Format
Accounting & Bookkeeping Questions
Effects on Historical Transactions from Changing a Line Item Code's GL Account
aACE Implementation Strategy
Overview of aACE Implementation Process
Step 1: Prepare for aACE Discovery
Step 2: Learn aACE Basics
Step 3: Discovery & Your Needs Assessment
Step 4: Customization & Testing
Step 5: Data Migration
Step 6: Go-Live
Step 7: Ongoing Customizations
aACE Software - Where to Start
System Overview
System Overview - Read Me First
Overview of the Internal Modules
Overview of CRM & Sales
Overview of Order Management
Overview of Order Setup
Overview of Accounts Payable
Overview of Accounts Receivable
Overview of Inventory
Overview of Accounting
Overview of System Administration
Getting Started with aACE
Getting Started - Read Me First
Getting Started with aACE 5 Support
The aACE Main Menu
List View
Detail View
Overview of Record Status Levels
aACE System & User Setup
Installing aACE - System Admin and Server Guides
aACE Server
FileMaker 19
Overview of Configuring Your aACE Server
Preparing the Server
Installing & Configuring FileMaker Server
Installing FileMaker Pro on Your aACE Server
Installing & Configuring aACE
Configuring Server Backups
Configuring an SSL Certificate
Configuring the Server's Desktop
Preparing & Configuring an aACE Launcher
Restarting the aACE Server
Enabling Remote Access to Your aACE System
Restarting the FileMaker Script Engine
FileMaker 18
Overview of Configuring Your aACE Server (FMS 18)
Preparing the Server (FMS 18)
Installing & Configuring FileMaker Server (FMS 18)
Installing FileMaker Pro Advanced on Your aACE Server (FMS 18)
Installing & Configuring aACE (FMS 18)
Configuring Backups & Anti-Virus Software (FMS 18)
Configuring an SSL Certificate (FMS 18)
Configuring the Server's Desktop (FMS 18)
Preparing & Configuring an aACE Launcher (FMS 18)
Restarting the aACE Server (FMS 18)
Enabling Remote Access to Your aACE System (FMS 18)
FileMaker 17
Overview of Configuring Your aACE Server (FMS 17)
Preparing the Server (FMS 17)
Installing & Configuring FileMaker Server (FMS 17)
Installing FileMaker Pro Advanced on Your aACE Server (FMS 17)
Installing & Configuring aACE (FMS 17)
Configuring Backups & Anti-Virus Software (FMS 17)
Configuring an SSL Certificate (FMS 17)
Configuring the Server's Desktop (FMS 17)
Preparing & Configuring an aACE Launcher (FMS 17)
Restarting the aACE Server (FMS 17)
FileMaker 16
aACE Server Installation Guide (FMS 16)
Restarting Your aACE Server (FMS 16)
Configuring Automated Restarts on Your aACE Server
System Admin
Configuring the aACE Launcher
Installing the FileMaker Client (FM 19)
Setting a Static IP Address on Mac OS
Setting Up Offsite Backups & Anti-Virus Software
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
Troubleshooting the FMP URL Protocol
Downgrading Your Version of FileMaker
Installing the FileMaker Client (FM 18)
Installing the FileMaker Client (FM 17)
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
Controlling Access to Transactions with User Groups
Understanding the 'Can Switch Offices' User Group Preference
Using FileMaker Re-login to Update Settings
Offices & Departments
Overview of Offices
Setting Up Departments
Viewing Team Members by Office
Report Branding by Office
Postal Code & Mailing Setup
Zip-Codes.com Database Integration
Working with Postal Codes
System-Wide Preferences
Index of aACE Preferences
Company Preferences / My aACE
Order Entry Preferences
Billing Preferences
Procurement Preferences
Fulfillment Preferences
Shipping Preferences
System Management
Managing the Main Menu
Configuring Automation Schedules
Notification Automation Preferences
Working with Value Lists
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
Logging In and Out of aACE
Accessing aACE Without a Launcher
Accessing aACE Without a Launcher Using FileMaker 16
Accounting & Bookkeeping
Accounting
Printing Financial Reports
Understanding 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
Accounting Preferences
Chart of Account Preferences
Billing & Payment Terms Preferences
Adjustment Codes Preferences
Period Management Preferences
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 the General Ledger
Viewing Records in the General Ledger
Adding an Account to the Chart of Accounts
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
Accounts Payable
Understanding Payment Methods
Working with Use Taxes on Purchase Orders and Purchases
Managing Purchase Orders
Working with Purchase Orders
Handling Vendor Deposits
Managing Requests for Quotes
Managing Purchases
Working with Purchases
Applying a Vendor Credit to a Purchase
Entering Purchases for Courier Invoices
Making Payments to Vendors
Paying a Vendor
Using the Pay Bills Screen to Pay Multiple Vendors
Printing Checks
Processing Refunds for Vendor Purchases
Selecting a Check Template
Using Credit Cards for POs, Purchases, and Payments
Setting Up Internal Credit Cards
Entering Credit Card Payments for Purchasing
Accounts Receivable
Recording a Deposit
Processing Refunds for Customer Payments
Payments From Customers
Receiving Payments from Customers
Using the Adjustment Column in Receipts
Using the Adjustment Field in Disbursements
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
CRM
Leads
Creating Leads
Understanding Lead Management
Closing Leads
Lists
Overview of the Lists Module
Working with CRM Lists
Data Migration
Migration Overview
Migrating Master Data to aACE
Understanding the Data Migration Process
Resetting Test Transaction Data
Importing Data
Overview of Importing Data
Data You Can Import into aACE
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
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
Working with the Auto-Update Cost Rate Feature
Inventory
Overview of Inventory Management Screens
Setting Up Inventory Tracking
Setting Up Inventory Bins
Example of Inventory Flow
Making Inventory Transfers
Making Inventory Adjustments
Processing Returns for Drop Shipped Inventory
Cycle Counting Inventory
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
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
Automation Settings for Invoicing
Understanding Invoice Automation
Jobs and Tasks
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
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
Overview of Processing Customer Returns
Handling Customer Returns with Replacement Items
Handling Customer Returns by Reducing Order Items
Working with Special Orders
Working with Alts and Upgrades
Pricing, Rates, and Commissions
Pricing
Pricing for Line Item Codes
Overview of Line Item Code Rates
Working with Volume Discount Pricing
Walk-through for Pricing and Rate Cards
Assigning Customer Discounts
Rate Cards
Overview of Rate Cards
Creating Rate Cards
Assigning Rate Cards to Line Item Codes
Assigning a Rate Card to an Order
Commissions
Understanding Commissions in aACE
Working with Commissions and Accounting
Understanding Commission Structures
Understanding Commission Eligibilities
Setting Up Commissions
Previewing and Generating Commission Statements
Manually Adjusting Commission Statements
Updating and Resetting Commissions on an Order
Paying Commissions
Working with Volume Commissions
Programming in aACE
Programmer Mode Disclaimer
Logging In to Programmer Mode
Reporting
Understanding Reporting
Manually Exporting Grouped Report Data into Excel
Understanding the FileMaker 'Save as Excel' Button
Shipping & Receiving
Managing Shipping and Receiving
Automation Settings for Shipping
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
Receiving (Incoming Shipments)
Receiving Incoming Shipments
Receiving Returned Orders
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
Overview of Templates
Building a Template
Using Templates in Orders
Using Templates for Purchase Orders
Using Templates for Shipping Charges
Using Templates in Campaigns
Third Party Integrations
Installing Integration Files
Payment Processing
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
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
Setting Up Authorize.Net
Troubleshooting Authorize.Net Errors
Sales Tax Automation
AvaTax
Understanding aACE+ AvaTax Integration
Setting Up AvaTax
Using AvaTax
Troubleshooting AvaTax Errors
Filing Your Taxes Using AvaTax
Shipping
Understanding Shipping Integration
Choosing a Shipping Solution
ReadyShipper
Setting Up ReadyShipper
Troubleshooting ReadyShipper Errors
NRG
Setting Up NRG
eCommerce
Understanding Your eCommerce Integration
Choosing an eCommerce Platform
Setting Up Form-Based Web Leads
Handling eCommerce Returns and Refunds
Refunding Taxes on eCommerce Orders
Understanding How to Account for eCommerce DTC Orders
WooCommerce
Setting Up WooCommerce
Troubleshooting WooCommerce Errors
Shopify
Setting Up Shopify
Troubleshooting Shopify Errors
ReadyCloud
Setting Up ReadyCloud
Troubleshooting ReadyCloud Errors
Email Marketing
Understanding Email Marketing
Mailgun
Setting Up Mailgun
Troubleshooting Mailgun Errors
VerticalResponse
Setting Up VerticalResponse
Calendar
DayBack
Working with the aACE+ DayBack Calendar
Troubleshooting DayBack Calendar Errors
Data Visualization
Tableau
Setting Up Tableau
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
Setting Up Time Management
Understanding and Working with Time Management
Handling Time Management for Freelancers
Using the Time Clock
Expense Envelopes
Configuring Your System for Expense Envelopes
Working with Expense Envelopes
Adjusting Closed 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
Users Being Disconnected While Signed In
Emailing a File Not Generating an Email Message
Universal Functions
aACE Key Commands
Working with Documents
Exporting Records
Email
Understanding aACE Email Integration
Understanding Email Automation in aACE
Notes and Record Log Comments
Adding and Using 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
Printing
Printing Information from aACE
Editing Print Layouts
Handling Corrupt Fonts
Searching Records
Finding a Set of Records
Using the Quick Search Bar
Sorting Records in 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
Popular Articles
Step 1 — Preparing Your Data
Last Updated: 04/21/2022
in
aACE System & User Setup
Beginning Balances
Reviews essential business operations and data, then explains four checks you need to verify in your previous system to ensure your data is ready to migrate to aACE.
Importing Historical Balances for Invoices and Purchases
Last Updated: 07/26/2022
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aACE System & User Setup
Beginning Balances
Explains how features of the import process can help you more easily migrate old transaction data into aACE.
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