Adminsoft Accounts Version Log

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Software Changes Log

From v4.000 I have tried to keep a log of most of the changes and bug fixes made to the software. There will be many very minor changes/fixes not detailed. As always, time is at a premium, so it is not possible to record everything. But hopefully, for users who need to know what's changed, and when, this log will be of help.

You should be aware, not every software version mentioned here was made available for public download. But of course all the changes/fixes are accumulative, so if a software version is not available, all the changes/fixes in that version will be in the later versions. Also, for the sake of speed, the ledgers are sometimes referred to as S/L (Sales Ledger, Accounts Receivable), P/L (Purchase Ledger, Accounts Payable), and N/L (Nominal Ledger, General Ledger).

v4.290 26th May 2025

Most windows for entering things like invoices, Purchase Orders, etc. use arrows to order to scroll the body of the document/transaction. But they have proved to be a little cumbersome. They have now been replaced with scroll bars. Which work a lot better. The small arrows at the very top and bottom, when clicked will scroll the body one line. The scroll track above and below the slider will scroll 10 lines. The slider itself, of course, can be dragged up an down the track to scroll the body, as you would expect with any scroll bar.
There is a new option in the 'Extra Options' section of customer account details. This is 'Consolidate Invoices'. It allows you to collect invoices (and credit notes together), and output them as if they were all one invoice. Note: the layout is not the same as a regular invoice, and can not be edited.
The 'Money Received' and 'Money Paid Out' options allow you to either select an account from a drop down list, or by typing in the account code. The problem is, when typing in the code if there are two account codes that start with the same digits, then only one may be available. For example, if there are two accounts, one with the code 2102 and one with the code 21022, as soon as 2102 was typed, that account would be selected. Which means 21022 could never be selected by typing the account code. That has now changed. If 2102 is typed in, it will select that account, but if you continue to type, in this case entering an extra 2, it will then select the other account.
Inventory/Stock Control: In the stock search window, there is a setting that will allow you to enter the search text and then press Enter on your keyboard, starting the search right away. By default, this is set to off, and the Enter key simply moves the focus to the next input field.
When the mouse cursor moves over a list, it gives the list focus. This behaviour is now user selectable, for each individual user. It can be changed in the 'Appearance' section of the user details window, so that it is not active (now the default), it can be set to give focus to a list in the same window, or it will give focus to a list in any window.
The General Ledger (Nominal Ledger): Account Activity report, now has an option for only printing accounts that have had some activity (i.e. have some transactions). This is now the default setting.
The General Ledger (Nominal Ledger): Account Activity report, the sub-headings for the transactions are missing when output to a spreadsheet. Fixed.
The General Ledger (Nominal Ledger) Settings option would sometimes display a warning message when selected. Although would continue into the Settings option. Fixed.
Sales Order Processing, Item Charge Details: When adding a stock item, the 'Cost each' displayed to the right hand side of the Stock Code/SKU was always zero. Fixed.
Stock/Inventory Control: when cloning a stock item, it would not always carry over all the alternative items that may have been set up. Fixed.
Stock/Inventory Control: when using the General Report, and it's set to list alternative items, it would not always list all of the stock item's alternatives. Fixed.

v4.289 29th March 2025

Both Aged Debtors and Aged Creditors reports now include an option to take deleted transactions into account when producing a report for a previous date (perhaps a year/period end). This should allow it to produce a more accurate report, as it would have appeared on the day. Though that doesn't necessarily mean a correct report, because if a transaction has been deleted, it's been deleted for a reason. Hence, taking deleted transactions into account is optional.
Both customer and supplier account details now have an option in the current transactions list to re-balance foreign currency transactions, that are actually paid, but still have a residual amount outstanding due to currency fluctuations and other multi-currency related issues. Note: this is not available when the software in running in Basic mode.
Both customer and supplier account details windows have a new tab in the top right hand corner called "Extra Options". Clicking on this currently reveals just one new button, "List Deleted Transactions". But other options will become available over time. Note: this is not available when the software in running in Basic mode.
Bank/cash accounts can now contain you bank details (such as account number, etc). This option is available from the 'Account Details' option in the list of cash/bank accounts, or by clicking the account details at the top of the account statement option.
Purchase Invoices and Credit Notes: When selecting a none-ledger currency, you can now edit the exchange rate to be used for that particular transaction (as can be done with Sales Invoices/Credit Notes). Note, this feature is not available when running the accounts system in Basic mode.
General Ledger (Nominal Ledger): The "Batch Details" and "Transaction Details" options now contain a new option: "Change Account". This allows you to quickly and easily change the account of a journal entry, without re-posting the transaction. It can do this regardless of whether the transaction has been processed as part of a Sales Tax/VAT period end. It will not allow you to change the account however, if the account period has been set to closed.
Output of a report to Excel had started putting page breaks into the spreadsheet. Fixed.
Database Fix option: When fixing stock/inventory items, any stock movements from the Sales Order Processing module would be changed from stock booked out/in, to adjustments. Fixed.

v4.288 17th March 2025

If a sale via A/c Receivable (Sales Ledger) or the Shop/Cafe Manager module is being paid in cash, the invoice/receipt amount can now be rounded to accommodate the cash rounding rules of that particular country. If you live in a country that rounds sales paid in cash, the option should be automatically available. If not, you can set it up if you wish in the Settings option for A/c Receivable (Sales Ledger).
Sales Invoice: In the "Stock Code or Description of Item/Service" input column, if you do a right click a small menu appears. There is now an option to list any stock items that may be associated with the current stock item in the invoice. An associated item can be selected from the list and automatically added to the invoice. The window listing the associated items remains on screen, in case there are several items to be selected. A quick way of getting to it, if the cursor is on the stock code, you can press the F6 button on you keyboard, and that will take you straight to the list of associated items.
United Kingdom only: Payroll EPS submission now includes entries for the apprenticeship levy.
Backing Up: Within the backup option, there is a new backup method: "Backup to the Cloud". This is specifically for backing up to a drive or folder that is automatically synced to the cloud. Though could be used on any folder/drive. It automatically manages your backups, so you have a backup each day over the last seven days (if you backup each day), a weekly backup over the last five weeks, and a monthly backup over the last three months (this can optionally be extended up to a maximum of 8 years if you wish). If you have cloud storage, this makes backing up very quick and secure.
Statement of Income (Profit & Loss) report is now also available as a list. This makes it very easy to check out any of the figures by going straight to the account details, or viewing a list of transactions that went into generating the figures.
Sales Tax/VAT Period End Full Report: If the setting "Include individual invoice lines" is selected, then any Sales Tax/VAT codes that have been set to be excluded from the Sales Tax/VAT period summary will be be indicated in the invoice figures. Note: if any overall discount is applied to an invoice, this will be reflected in the goods and tax totals, but NOT in the individual prices in each line of the invoice.
Sales Tax/VAT Period End Full Report: In certain circumstances, the column totals at the bottom of a list of sales or purchase transactions would be wrong (this did not affect the tax summary). Fixed.
Sales Prospecting, Imported Data Lists: When a list was selected for an email shot, if a contact record was selected to view details, the details did not appear. Fixed.
Sales Order Processing: Stock items delivered/booked out from a Sales Order/job were not showing in the customer account stock items purchased list. Fixed.
Sales Order Processing: When items were delivered/booked out from a Sales Order/job, if the Sales Order figure in a stock item was not correct to begin with, it was possible for it to become negative. Fixed.
Sales Order Processing: New Sales Orders/Jobs and copied Sales Orders/Job would have the status set to 'Part Delivered' instead of 'New'. Fixed.
Sales Order Processing: When a required date for a Sales Order/Job was entered and an Order Confirmation printed - without saving the Order/Job details first, the required delivery date in the Order Confirmation would be empty. Fixed. It now automatically saves the Order/Job details before the output of any document.
Sales Order Processing: The 'Sales Order' option in Stock Item Details would sometimes show an asterisk against an order/job, even though no further deliveries/booking out wa required for that item. Fixed.

v4.287 26th February 2025

United Kingdom only: The VAT Period End option has changed. Previously, you had to submit a VAT Return to HMRC before processing the VAT period end. This is now reversed. The VAT period end has to be processed before the VAT Return can be submitted, which is the more logical order of doing things.
The customer, supplier and General/Nominal Ledger account detail windows, and the stock item detail windows can now display a list of the last 30 accounts/stock items accessed. Just single right click on the 'Find' button.
The batch input options for customer and supplier transactions now all have the option to output to Excel or Calc spreadsheet (as well as the usual 'print' options).
Customers: when a Sales Invoice is being created, the 'Print Only' button will do exactly that, it will print a preview of the invoice, but does not post it. It will now ask the user if they want to print, to avoid users clicking this button and thinking the invoice is not printed and posted, when it isn't.
Sales Invoices: when the price to the user was edited, the software may ask for a password, even though it has not been set up to do so. Fixed.
The Sales Tax/VAT calculator available in sales and purchase invoice options could not calculate the tax exclusive price once it had worked out a tax inclusive price. In other words, if you entered a figure into the 'Amount' input field, and then a tax code, and it calculated the total, you then could not change that total and get it re-calculate to produce the tax exclusive price. Fixed.
Stock/Inventory Control: In stock item details, the 'Sales' list will list all sales for the selected item. If a sale was via a Sales Order/Job in Sales Order Processing, it could not load the job details. Fixed.
Sales Order Processing: The order/job status did not always get updated properly, especially after an invoice had been raised through the order/job. Fixed.
Sales Order Processing: Both the options to list orders have a button the user can use to tell it to ignore dates, and load all orders for the given type. But this did not work properly.
When entering an adjustment into a customer or supplier account, if the amount entered was a negative figure, it would post a negative debit/credit figures into the general Ledger (Nominal Ledger). For example, it would post a negative credit amount, instead of making a debit posting instead. Fixed.

v4.286 5th February 2025

AutoManager, Service Counter: The job details window now has a new button ("Duplicate") that can duplicate the job. It can do this regardless of the status of the current job. Most dates will be cleared, as will the status of any parts required.
AutoManager, Service Counter: New jobs will now default to the first workshop in the list. Also, the "Booked In" date will default to today's date.
Supplier Invoices: There is now an option in settings that will allow a user (all users or just those with 'supervisor' status) to create and post a purchase invoice with zero value.
Sales invoices, credit notes, proforma invoices and advice notes can now be produced based on the price of each item containing Sales Tax/VAT. As opposed to the current system (which is the default), of using item prices excluding Sales Tax/VAT, and then working out tax based on the whole document. This new facility should be useful for those who predominantly sell direct to consumer rather than to other businesses. Separate defaults can be set up for print/PDF and HTML document layouts for those that will be including Sales Tax/VAT in the line items. An option in the 'Settings' for Accounts Receivable (Sales Ledger) can set the default for whether items invoices, etc. include or exclude Sales Tax/VAT. Also, each customer account can be set up independently, perhaps useful if you sell to both consumers and businesses customers.
Sales invoices, credit notes, proforma invoices and advice notes can now have a password setup (in the settings option) which will be required if a user wishes to change the price of a stock item. The default is for no password, so that prices can be changed by any user (the current situation).
Sales Tax/VAT Period End: The full report now totals the columns in the lists of sales and purchase transactions. This may assist in understanding the breakdown of the figures in the respective summaries.
The 'Import Transactions' option in Accounts Receivable (Sales Ledger) can now also import payments and refunds. It can also automatically allocate them if a valid invoice or credit note reference is supplied in the imported data.
The 'Invoice Item profit Analysis' option in customer account details now includes column totals.
In "General Settings" in the "Miscellaneous" menu (under "Setup"), there is a new option that can tell the software to ignore the internet connection test it makes during start up. This option is not available when using the software for free.
Sales Order Processing: When creating a P/O from an order/job, if it contained a stock item that had a description spread over two or more lines, the stock code/SKU would appear to the left of the description on each line. It is only required for the first line. Fixed.
Sales Order Processing: The operation of charges/costs within an order/job has been changed. Now, it is assumed that all goods delivered to a customer are booked out from the 'Charges' section. Only one cost can be linked to a charge, this enables the stock movement records to contain a selling price. In the 'Costs' section, only costs that are not linked to a charge can be booked out. They are considered to be an overhead, and while they will update stock, they do not carry a selling price and do not update the stock sales figures (as all sales are handled in the 'Charges' section). This simplifies the operation of orders/jobs that use stock items.
When using either the "Money Received" and "Money Paid Out" options, selecting a bank/cash account that is not in the ledger currency will reveal a new input field for the exchange rate. However, if the exchange rate was edited, control would be passed back to the account selection, and when moved away to another input field or button, the exchange rate input field would change back to the default rate. Fixed.
HTML Sales Invoice/Credit Note layouts: If stock item notes were output, the notes were would appear in one long line, often wrecking the layout. Fixed.
AutoManager, Parts Counter: When an item/s was sold, if the user clicked into the 'Details' section, the Sales Tax/VAT table would still show the goods and tax values (although replaced when the next sale was made). Fixed.
AutoManager, Parts Counter: After a sale was made, while the 'Stock Items' tab still showed the details of the stock item just sold, when the button 'Full Stock Item Details' was clicked, it brought up the details of a different stock item. Fixed.

v4.285 9th January 2025

Customer Account Details: A new option "Invoice Item Profit Analysis" has been added (button in center of the window). This lists each item in sales invoices, within a given date range, showing the sales and cost price, profit, and margin % or mark up %.
An option has been added (in settings) that will allow a stock code/SKU to be edited within an invoice, credit note, advice note, etc. Normally, if a stock code is entered, the software automatically brings in the item description, which then cannot be edited (any change is lost as soon as the cursor leaves the input field). This new setting stops that, and allows the edited description to remain. NOTE: the first 20 characters in the input field are for the stock code/SKU, if anything is changed in that space, it will consider it to be a different item.
More options have been added to the toolbar: Create Sales Invoice, enter Payment Received from customer, new Estimates (ledger based), enter Purchase Invoice received, and enter Payment made to supplier.
General/Nominal Ledger: The Trial Balance report now has an extra setting to output the opening, closing, and change columns as negative amounts for liability and income accounts.
Sales Invoices: print/PDF layouts, now have an option to print a "Paid" image when an invoice has been paid (the option to just print the word is still there). Also, a new data field, payment made date, has been included. Note: this is based on the date of the last payment/credit allocation, which is usually the transaction date, but can be edited by the user, so this may not always be the case.
Sales Prospecting, Imported Data Lists: There is now an option that can search all lists for an email address, or a contact name, etc. It can work on the full address/name, or just part of it.
United Kingdom only: payroll will now automatically calculate the annual NIC Employment Allowance. The annual allowance needs to be entered into the tax & NI tables for the tax year. It will then not make any N/L postings for employer NI until the allowance is used up. Note: this enhancement starts in tax year 2025/26.
The background "flow diagram" has been enhanced with different style buttons, and seven extra options: Create Estimate (via Account Receivable Ledger/Sales Ledger), Create Purchase Order, Stock Item Details, and from Sales Prospecting: Prospects, Leads, Estimates, and from Sales Order Processing: Production Control. Also, if you right click on any of the new buttons, the respective menu for that ledger/module will appear.
General/Nominal Ledger: The Trial Balance report option "Account Code order" was not sticky. When set, it would lose its value as soon the the Trial balance option was exited. Fixed.
Sales and Purchase transactions: If when finding an account from the list, and the "Create New Customer" or "Create New Supplier" button was clicked, the account details button would appear behind the list of accounts, and would not work until the "Cancel" button was clicked in the list to remove that window. Fixed.
United Kingdom only: The "Old Value Added Tax Period End Reports" option would allow a VAT Return to be submitted even if it thinks a VAT Return has already been submitted (as is intended), but it did not pick up the VAT period end date when making the submission. Fixed.
Sales Prospecting: Importing data into an email/mail data list, if the field 'Salutation Email' or 'Salutation Mail' were selected (these are the names required for addressing the individual in an email or mail), the import would fail. Fixed.
Sales Prospecting: Importing data into an email/mail data list, the 'View Duplicate Emails' did not actually list the duplicated emails within the list being imported. Fixed.
When creating a customer sales invoice. If the customer account is set to make it mandatory that a purchase order reference if entered, the invoice can not be posted until it is. However, after creating an invoice, if the 'New' button is clicked, the customer account setting to make it mandatory to enter a purchase order reference was ignored. Fixed. (this does not apply if the system in running in Basic mode, as a P/O reference cannot be entered into a basic invoice)
Sales Order Processing: When a sales invoice was created, it would ignore any overriding Sales Tax/VAT code that was in the customer account details. Fixed.
Sales Order Processing: When creating a Purchase Order from a Sales Order/Job, it did not pickup the default delivery address for Purchase Orders. Fixed.
When right clicking on a menu item to change its color, if a custom color was selected, it would not display the selected color. Fixed.
Payroll: When using the 'Email Payslips' option to generate a separate email and PDF file (of a payslip) for each employee in that payroll, the software would add the payslips of other employees into each PDF file. The first employee in the list would receive only their own payslip, the next employee would receive their playslip plus that of the first employee, the third employee would receive all three payslips, and so on. Fixed.

v4.283 5th November 2024

Sales Order Prospecting: The Production Control option can now display the user defined description. The user defined description and user defined code will only appear if they have been setup.
Cash/Bank transfers: If neither of the selected accounts is in the ledger currency, when posting the balance transfer from one account to the other, the software will display the amount in the ledger currency, which you can accept or edit.
Money Received and Money Paid Out options: If the selected bank account is not in the ledger currency, the exchange rate to be used will be displayed, and can be edited if required.
Accounts Payable/Purchase Ledger: If an option was selected to enter a new purchase invoice or credit note, and the application window was not large enough for the full size invoice window, a message would appear asking if you wanted to re-calculate Sales Tax/VAT. Fixed.
Money Received (Multiple) and Money Paid Out (Multiple) options, when used in a company/organization that is subject to Sales Tax/VAT, if after posting a transaction the 'New' button was clicked, the Window would narrow. It then had to be dragged wide again before it could be used. Fixed.
Sales Order Prospecting: Report prospect details, the input fields for 'Interested In' and 'Prosp. Source' could not be filled in, as they were limited to 2 characters (should be 8). Fixed.
Sales Order Prospecting: In the Order/Job Cost Details window, the "Include in Production Control" setting was always greyed out. Fixed.
Sales Order Prospecting: The Production Control, when outputting to a spreadsheet, the user description column wasn't there, and the columns did not line up with the column headers. Fixed.

v4.282 3rd October 2024

It is now possible to enter a Sales Order/Job number into a purchase invoice. This will allow you to keep track of what items/services in a sales order/job have been invoiced, and at what cost. The option to view the items for a particular order/job is in the order/job details, "Order/Production Control" section, just under the list of purchase orders.
When printing a list, there are two new output options: "View (PDF)" and "View (HTML)".
When selecting to output a list or a report, you can now opt to produce the output in bold type. Currently this is limited to the preview, print, and the three PDF options.
Stock/Inventory Control: Option 'Stock Movements' in the 'Lists' section of the menu now has the sales or purchase invoice number added to the far right hand side of the list. You will have to drag the window wider in order to see it.
Sales Order Processing: When creating a sales invoice from an order/job, any stock items had their part code/SKU appear on the first line, and the description started on the line below it. This is different to when a stock item is selected in an invoice, or the invoice is created from AutoManager, there the part code/SKU appears followed by the description on the same line. Invoices created from a sales order/job now show stock items in the same way.
Sales Order Processing: Delivery notes (both print/PDF and HTML) can now print the item weight, solvent content, unit (as in what the quantity means), and bin locations.
Sales Order/Job: Both charges and costs will now allow a negative quantity to be entered. This can be useful where you need to enter the details of a dispute with your customer and/or supplier, but want to keep the original quantities intact. The value and profit of the order/job will change accordingly. But any stock cannot be booked in or out where the quantity of a charge or cost is negative (if required, that should be done via the original charge/cost items).
When outputting a report, if the 'Print Select' option was used, in order to select a specific Windows printer at the time of printing the report, while it worked, a copy of the output would appear in the background of the window. Fixed.
Sales Order/Job, Delivery Notes: If no delivery address was selected, it would default to the address of the sales prospect, or the customer account address if there was no valid prospect for the order/job. But, if it had to use the customer account address, it was selecting the wrong account. Fixed.
Sales Order/Job: When entering a new charge to a customer, if the window is also to create a linked cost, the "Qty per Charge" input field would be 0.00, and greyed out so it could not be edited. Fixed.
If a customer account requires a sales invoice to contain a customer P/O reference before it can be posted, this did not work for sales invoices raised through Sales Order Processing. Now, if a sales order/job does not contain a customer P/O reference, and one is required by the account, you will be able to preview an invoice, but not generate an invoice that can be posted.
Printing Lists: Page 1 of the occasional list could contain too many lines, this would result in an empty page 2. All the data was there, but it just wouldn't print on the second page. Fixed.
Printing Sales and Purchase Daybook: when sending the output to a spreadsheet, some of the totals did not line up in the same column as the data they were totalling. Fixed.

v4.281 18th September 2024

Sales Order Processing, Order/Job details: The charges to customer now display the stock code (as the costs from supplier have always done).
Email shots can now be started and ended at a selected record number. This can be useful if you want to send out an email shot in two or more stages, or if you have to cancel an email shot part way through, and then re-start it.
Sales Prospecting and Order Processing: it is now possible to make the input of a sales representative code mandatory in leads, and/or estimates, and/or orders/Jobs. The option is in the Sales Prospecting and Processing Settings option, 'General 1' section.
Sales Prospecting and Order Processing: There is now an option in Settings ('General 1' section) that allows you to specify what you want putting into the brief description when creating a sales invoice from an order/job.
Customer account details: when printing a list of special prices for the customer, the customers account code and name now appear at the top of the print out.
Sales and purchase invoices (level 2 only): if they have been edited, you can now click the posting reference (in the "Details" section) to view an edit history. The full details of each previous incarnation of the invoice (or credit note) can be displayed.
Sales Prospecting Estimates and Sales Orders/Jobs: the way in which a customer price was arrived at was inconsistent, as it varied depending on the option used. Now, if the item is a stock item, it will always use the stock price, taking any customer account discounts into account (and using any special prices for a customer, if
Sales Invoice created from Sales Order Processing: When finishing or editing the invoice (or credit note), if the cursor skipped through a line containing a stock item, the item would be doubled up in the costs section: Fixed.
Remittance Advices: when output as an HTML email, the Remittance Advice number and supplier name were not included in the email subject line (they always have been when output as a PDF email). Fixed.
Invoices: this affects both sales and purchase invoices, if the Sales Tax/VAT amount calculated was edited, the Early Settlement discount (if any), and outstanding figures in that section did not get updated (although the invoice was saved and posted correctly). Fixed.
Customer and supplier write off transactions: when viewing an old write off that has been processed as part of a Sales Tax/VAT period end or is in an account period now closed, a message would appear saying the transaction date is invalid. Fixed.
Sales Prospecting, Estimates: when entering a new cost item, if a charge is being created at the same time, the Sales tax/VAT code search button for the charge was not enabled. Fixed.
Sales Order Processing, Order/Job: when entering a new cost item, if a charge is being created at the same time, the Sales tax/VAT code search button for the charge was not enabled. Fixed.
Sales Order Processing, Order/Job: In the 'Items Delivered to Customer' option, the ability to edit any linked cost item quantities was not enabled. Fixed.
Sales Order Processing, Order/Job: If the 'Items Rcvd Back from Customer' was selected, the order status would change to 'Production', even if the user clicked 'Cancel' within the 'Items Rcvd Back from Customer' option. Fixed.
Sales Commission History would lose track of commission payments if a transaction was edited. Fixed. Though the fix will not work retrospectively. Existing incomplete commission histories will remain incomplete.
General/Nominal Ledger: When editing an existing transaction, any notes in the original transaction did not not get carried over. Fixed.

v4.280 7th August 2024

Sales Order Processing: In an order/job, stock levels are now only controlled from any costs in the job. If items are booked out for delivery to customer from the charges section, stock will get updated via any links from charges to cost items. In the delivery to customer option, costs and the quantities used can be edited. It is now possible to link multiple cost items to one charge item (this can be useful in situations where a charge item needs to be constructed from several cost items). It is no longer possible to update stock from a sales invoice generated from an order/job. The modifications that have been made, aim to make the system easier to use, and yet provide a good degree of flexibility.
Nominal/General Ledger settings: The input field 'Path for scanned documents' had a limit of 40 characters. This has now been increased to 100 characters.
The email shot options in each ledger and Sales Prospecting, now have the facility to create an email/mail list from the data generated. Provided the Sales Prospecting module is available. This list sits in the Imported File lists in Sales Prospecting, and can be manipulated in the same way as other mail/email lists.
Sales Prospecting, Estimates: When editing a charge, if it wasn't linked to a cost, the 'OK' button would be greyed out. Preventing an edits from being saved. Fixed.
Sales Prospecting, Estimates: If the 'Sales Rep.' input field was empty, usually a sales code could not then be entered into it. Fixed.
Sales Prospecting, Estimates: If the 'sales Rep' input field contained a valid sales rep code, when the user moved the mouse cursor over the name of the sales rep., instead of allowing them to click it to view the employee details (if they had access rights), it would say "No sales representative/executive has been selected?". Fixed.
Print/PDF Layout Editor: If the number format of a numeric data field was edited, the edit was ignored. This appears to be due to a bug crept in maybe a couple of versions ago. Fixed.
Previewing a sales invoice: If the customer account or an order/job in Sales Order Processing had a whole invoice discount, the discount percentage and amount were not used when displaying the invoice details. Fixed.

v4.279 23rd July 2024

Sales Tax/VAT Period End: it is now possible to set up the automatic generation of a reminder for the next period end.
In customer account details, a right click into the list of Proforma Invoices will display a small window providing some extra options. This includes linking to a Sales Invoice, removing a link, and also un-cancelling a Proforma Invoice.
Sales Invoice Print/PDF and HTML Layout: now has an extra data field for the subtotal, that displays a sub-total excluding any whole invoice discount.
The "View General Reminders" and "View ALL Reminders" options in the "General" menu did not list all the reminders available. Fixed.
Trial Balance: the 'Opening Balance' column would not show any figures, or would just show figures from the start of the financial year. It appears this bug crept into the software in v4.278, when the report by account reference number was introduced. Fixed.
Sales Invoice: When using the 'Print Only' button when creating a new invoice, it would post the invoice before printing it. Fixed. (Note, printing an a new invoice without posting means the printed invoice doesn't have an invoice number. It doesn't get a number until it's posted.)

Sales Prospecting and Sales Order Processing

Some work to this system has been done, as outlined below. However, the way in which stock is handled in a sales order/job is soon going to change substantially. Possibly in the next version of the software (v4.280). This is because the way it currently works is causing confusion, and it's not really meeting the requirements of many users.

Both the charge and cost items in an estimate or order/job now show more details of the cost/charge item it is linked to. In addition, when creating a new cost item, a charge item can be created at the same time, and automatically linked to it. And vice versa when creating a new charge item.
The ability to reserve stock for a specific cost item has been removed. If the cost item is a stock item, the sales order/job quantity will be displayed in the stock item details anyway. So having a seperate reserve function was just confusing things. In the stock item details, the stock balance is now calculated as: quantity in stock now, less stock reserved (AutoManager can still reserve stock), less sales orders, plus any outstanding purchase orders.
In the order/job details, if the 'Copy ALL Costs to Charges' button was clicked, it only copied the first cost item in the list. Fixed.

v4.278 20th June 2024

Customer report: Can now output a sales summary, based on a monthly, quarterly, or annual time period.
Supplier report: Can now output a purchase summary, based on a monthly, quarterly, or annual time period.
Stock/Inventory Control: When viewing the details of a delivery note or kit build, the values in the 'Price/Cost' column are based on the values in the 'Per' column. Which for a kit will reflect the number of items used to build the kit/s. There is now a setting that will show the price/cost for each item, rather than a total price/cost, which for a kit is what it effectively shows be default.
Stock/Inventory Control: Import Data from Supplier option now has a setting that allows you to tell it not to update the log in each stock item involved in the import. This can be useful if you regularly import files containing many thousands of stock items. It will help to keep the stock file sizes to a minimum.
The 'Locate Transaction' options for both customer and supplier transactions can now be dragged wider to display the customer/supplier name.
The user defined 'Documents' menu that can appear on the top menu bar, was difficult to maintain. This has now been improved. Also, the number of menu items (documents) that can be added to the menu has increased from 20 to 40.
Trial Balance report: The default is to list in account code order, but the report is divided up into a section for each account type. Now it has an option to list the accounts in account code order, ignoring the account type (e.g. asset, liability, and so on).
The 'Help' button on most windows now has a 'Save Option' button. This will save an image to a file of whatever option you were in when you clicked the 'Help' button. A similar option is in the 'Help' menu, but it may be more useful to also have it located here.
Re-index Database: A new option has been added 'Compress the database to minimise file sizes'. This removes unused records from files that contain text (such as user notes, activity logs, etc) and images. These files are very fast to access, but they are not disk space efficient.
United Kingdom: The layout of the VAT Period End option has been changed to make it easier to understand the process. This should be of considerable benefit to new users.
It is now possible for Adminsoft to send a basic message to all users of the accounts system (from v4.278 on). The message (if any) is collected at the time the application is ending (rather than make the start up slower), and so will not be seen until the following session (often next day). This facility will only be used very occasionally.
Sales Invoices, Credit Notes, Advice Notes, Proforma Invoices and Estimates (created from Accounts Receivable/Sales Ledger), when a stock item is entered that spreads over multiple lines (perhaps extra description and/or a surcharge) when the cursor moves out of the 'Each' input field, it will automatically go to the 'Quantity' field in the next available line. E.g. skipping any extra description or surcharge lines.
Payroll: When a payslip layout contained a logo object, the payslip would not print out. In fact, it usually crashed the application with an 'exception' error! Fixed.
Payroll: When working on designing a payslip print/PDF layout, if there was a rectangle object in the layout, it was not possible to drop any objects directly into it. They had to be dropped to the side and then moved. Fixed.
AutoManager, Parts Counter: when entering a full invoice discount, the discount amount field in the invoice would be doubled up. Although the actual discount amount given would be correct. Fixed.
AutoManager, Parts Counter: there are two versions of this option, a narrow one (that is less than 800 pixels wide) and a wide one (which is probably the version used most of the time). Which version is selected is done automatically, and depends on the available screen space. Where the retail 'Price Per' for a stock item was not 1, the narrow version did not always pickup the correct 'Price Per' figure. If not noticed by the user, this could result in an incorrect retail price being used in the invoice. Fixed.
When running the software for free, if a new company/organization was being added, the software would always wrongly report the figures for the maximum available accounts and transactions. Fixed.
Stock/Inventory Control: Import Data from Supplier option, some things would be recorded as changed in the stock item log, regardless of whether they had changed or not. These included: whether the item was controlled, weight, item type (goods/service), solvent content, and sales tax/VAT code. Fixed.

v4.277 21st May 2024

Payroll: In the 'Payroll Setup' option in the main payroll option, there s now an option to clear down the year-to-date and previous employment pay and tax figures for all employees associated with the selected payroll.
Payroll: In the 'Pay Details' section in employee details, there s now a button to clear the employees year-to-date and previous employment pay and tax figures. There is also a button that will list a log of all payroll related changes made to an employee (the log is not retrospective, it will only start logging events from the date you update to this version of the software).
Payroll: In the payroll history list, there are now Delete and Edit buttons. The 'Delete' button will delete a payroll period, provided no employees have been paid (and if in the UK, provided no FPS has been submitted to the HMRC). The 'Edit' button allows you to edit the tax year, pay period number, and the start/end dates of the pay period.
Print/PDF layout editor: The object properties windows can now update the object in real time, as the the object properties are edited.
Adjustment and Write off transaction windows in both ledgers did not re-size properly when using extra large window and font sizes. The amount total and buttons were off the bottom of the window. Fixed.
The option to transfer a balance from one cash/bank account to another did not work if the software was running as Freeware. Fixed.

v4.276 12th May 2024

AutoManager: The engine and chassis serial numbers for an item of equipment or a vehicle, have been expanded from 20 characters to 25.
AutoManager, Service Counter: When a job is invoiced, if the invoice is saved rather than posted, then later you go back into the job and click the button to raise an invoice again, it will now ask if you want the saved invoice to be deleted.
Print/PDF layouts: When editing a layout, you can now move several objects around the layout in one go, instead of one at a time as had to be done previously. Objects can also be automatically lined up to the left (or right). Click the 'Help' button in the layout editor for more details.
Supplier details report: the transaction reference was limited to 8 characters. This has now been increased to 15.
Supplier details report: a date range can now be specified for transactions (which includes ProForma Invoices).
Customer Account Details: the section listing historical transactions (i.e. transactions with no outstanding balance) was limited to only showing the most recent 65,000. This limit has now been removed.
Customer details report: a date range can now be specified for transactions and any selected additional items (proforma invoices, advice notes, etc.).
Department code added to the print/PDF layout for invoices, credit notes, debit notes, advice notes and profroma invoices.
When entering sales or purchase invoices and credit notes in a currency other than the ledger currency, if you position the mouse cursor over the currency code displayed, the help text will sow the total value of the invoice/credit note in the ledger currency.
The lists that list all emails sent to an account, prospect, or in connections with a particular ledger, now have an option to display any CC or BCC email addresses.
Print/PDF layouts: in the layout editor, if you right click on the 'Load' button to load a layout, it will activate the Visual FoxPro report editor and show the layout in that. Only recommended for those experienced in Visual FoxPro development.
The drop down menus vanish when an option is selected, or the mouse cursor moves over the background. But if there are several windows open, there may be little background available in which to move the cursor into. So, now a menu will vanish when the cursor moves off it. Unless the cursor is very near the top of the menu, then it assumes the user wants to select another drop down menu, and will leave the menu system active.
Payment to supplier, when displaying details of a payment, if the payment was made from a Remittance Advice, the remittance reference would be covered up by the notes input field. Fixed.
Stock/Inventory Control: When adding a supersession to a stock item, if the supersession already exists, the two items should be merged. But some data fields, such as bin locations, extra description, CN code, etc. were not being merged with the stock item being superseded to. Fixed.
Sales Order Processing: in the order/job delivery address details, the button to display a map showing the location of the delivery address did not work. Fixed.

v4.275 16th April 2024

When using the software for free (Freeware): the number of concurrent users is now limited to 2. The number of companies/organizations that can be created is not limited, but the third company/organization onwards will have the number of customer and supplier accounts restricted to 100 each, the number of sales and purchase transactions to 1,000 each, and the number of General Ledger (Nominal Ledger) transactions to 4,000. If there is more than one copy of Adminsoft Accounts installed on the same PC, then the restrictions apply from the second company/organization created. None of these restrictions apply to purchased copies of the software.
Stock Item Details: there is now an option next to the LIST cost price of the item, that when set will automatically update any supplier records for that item with the LIST cost price entered. This option is specific to the stock item. So items may update the supplier records and some may not, depending on your requirements. The default setting for this option can be set in the Settings option for stock/inventory control.
When a Remittance Advice is paid, if any invoices were subject to Early Settlement Discount (this is the same a Prompt Payment Discount), it will now automatically create an Early Settlement Discount transaction and post and allocate it. This saves time having to create and post them manually. This new feature can be turned off if required in the Settings option.
When creating a Remittance Advice, if an invoice is subject to early settlement discount, but the date up to which settlement discount can be applied is past, the Remittance Advice would assume the settlement discount was not going to be applied. Now it points out it's too late to claim the discount, but asks if the user wants to claim it anyway.
When Early Settlement Discount is used, a message can now appear in the body of the invoice when it is output (print/PDF or HTML) telling the customer about the discount. Go to the Settings option to enter a message. In the UK, this message is a legal requirement, and a default message will already exists for UK users.
Early Settlement Discount transactions can now be automatically created, posted and allocated when a payment is entered, a Remittance Advice, or a set of payments from the Payment List option. This facility can be turned off in the respective Settings option for each ledger if required.
Change Window and Font Sizes: there is now an option to increase the size of the top menu bar and/or increase th size of the text and graphics in the background.
Purchase Order Processing and the Stock Received option: It is now possible in Settings to override the software's usual procedure for obtaining a cost, and force it to use the selected cost.
Supplier account details: when a new supplier was added, the button to create a new Remittance Advice was not enabled (i.e. it was greyed out). Unless the user went to a different supplier account, and then back again. Fixed.
Supplier account details: the 'Print Label' button didn't work. Fixed.
Sales Prospecting: in the option that displays a lead, the 'Print List' button did not work. Fixed.
United Kingdom only: When using the option to list invoices that were subject to a CIS deduction, the button to view the invoice details didn't work. Fixed.
Change Window and Font Sizes: When an increased font size was selected the Early Settlement Discount options for both ledgers would display a window that was not high enough (the buttons would be off the bottom and not visible. Also, in most windows, when the 'Help' button was clicked, the window and all controls and text in the window would get much larger (and get larger each time the 'Help' button was clicked'). Fixed.
When using the 'Search the Help Text' option in the 'Help' menu, if any text was selected, it would not display the actual help text related to it. Fixed.
Asset Depreciation: listing the posting from the asset details, some of the postings would occasionally not always appear in the correct date order. Fixed.
Customer account details: When outputting the current transactions into a spreadsheet, it would display the account number and name of a random Supplier! Fixed. Also, if it was supposed to be showing the transaction figures in the customers currency, it could display some odd looking figures. Fixed.
Supplier account details: When outputting the current transactions into a spreadsheet, if the account details were set to show numbers in the suppliers currency, the spreadsheet output would ignore this setting. Fixed.

v4.274 12th March 2024

United Kingdom only - MTD VAT Submissions: It is now possible to adjust the figures of a VAT Return. The option is in the VAT Period end option.
There is now an option that can make Adminsoft Accounts automatically start up when Windows starts up. The option is in Setup -> Miscellaneous -> Settings
Payroll: employee payslips can now be output as HTML. The payslips can be emailed, with the payslip as part of the body of the email. The HTML layout is of course completely user definable (it does require a working knowledge of HTML).
Sales Prospecting, Imported Data Lists: in the details of a list, there is now an option to create a copy of the list.
Sales Order Processing, there is a new option in the 'Lists' section called 'Changes to Costs/Charges'. This will list any changes made to costs or charge in an order/job after it has been invoiced.
Customer Statements: where a 'date from' is used, any transactions with an outstanding balance were still included in the statement. Now the 'date from' applies to all transactions, whether they are outstanding or not. A brought forward figure is now added to the start of the list of transactions, where appropriate.
Sometimes when exiting the application, a message can appear saying it can't open a file. Fixed.
When entering adjustments via the 'Stock Take Adjustments' option, it could sometimes display a message saying "Stock item (internal ref. ) could not be found?". Fixed.
Sales Tax/VAT Period End Processing: after processing the period end, it would cause a problem with the top menu bar, preventing it from working properly. Fixed.

v4.272 12th February 2024

Customer account: both current and historical transactions can now be output to a spreadsheet via the 'Print List' button.
Supplier account: both current and historical transactions can now be output to a spreadsheet via the 'Print List' button.
Batched input of invoices and payments, for both customers and suppliers, can now have some of the input fields repeating from transaction to transaction. This saves time having to re-enter some details that may always (or nearly always) be the same. Exactly which input fields are repeated is set up in the respective Settings option for each ledger.
In both the creditors and debtors options, you can now click on an account listed to see a list of the transctions that make up the outstanding balances.
Check/cheque printing is now supported. The layout is user defineable, and while it's intended to use pre-printed blank stationary, it could print the whole check/cheque (bar codes are not currently supported).
There is now a 'Payment List' function, that allows you to select invoices for inclusion on the list for payment. Checks/cheques can be printed from the Payment List, and a report is available that will list the payments required and the suppliers bank details - which should be useful for when paying via on-line banking.
Supplier account details: the list of Proforma Invoices or Factors could not be printed. Fixed.
Stock/Inventory Control, supplier cost/part details: the data field 'Last time item received' is not the correct description for the data presented. It has now been corrected to read 'Cost price last changed'. Also, the method used to change the cost price (if available) is now displayed just below it.
Sales Order Processing: the 'Compare Orders to Invoices' option now has a setting that will allow it to compare orders/jobs that have one or more invoices, relardless of the order/job status.
Sales Order Processing: the list of sales invoices and proforma invoices now shows the invoice totals excluding any Sales Tax or VAT.
Clearing down accounts data: when the 'Clear Down' button was clicked, it couldn't proceed with the clear down. It insisted there were other Windows open in the application, when there wasn't. Fixed.
If the menu was changed to disable the background images in the menu, the background could sometimes appear black. Fixed.
If the traditional menu was selected the top menu bar fr the new menu would remain on screen, although the menu pad wouldn't work. Fixed (the new menu options no longer remain on screen) Note: the traditional menu only remains active for that session.
When Adminsoft Accounts starts up for the first time, an error message is displayed: Error instantiating class. Cannot find loading in class_library.vcx Fixed.
Editing print/PDF layouts: when dragging a data item onto the layout, if the point of the mouse cursor stopped on a dotted line (part of the grid in the background), the data item would not drop into the layout. Fixed.

v4.271 8th January 2024

General Ledger/Nominal Ledger: Cash/Bank statements can now be set up to default to displaying transactions for the whole of the previous month and the current month (which will include any future postings that fall within the current month. The setting is in the 'Settings' option for that ledger.
Supplier Remittance Advices: in both print/PDF and HTML layouts there is now an extra data field that will output the text "Applied" or "Not applied", depending on whether the Early Settlement Discount has been taken or not. In print/PDF layouts the data field is E/S Applied____ and in HTML layouts it's &TranHdrEarlyApplied&
Print/PDF layout editor now has a button that will allow you to move all objects within a layout (in the selected section) up, down, left or right. Much quicker and easier than moving them all one at a time if you find the position of the layout needs moving.
Payroll: now uses user defined print/PDF layouts for payslips. The original selection of 4 different payslip layouts are still there, but now they can be edited.
United Kingdom only: payroll could handle up to 5 tax bands. As the new Scottish Advanced tax band to be introduced in tax year 2024/25 takes their number of tax bands to 6, the number of tax bands has been increased to 9 (to allow for future extra bands). Tax & NI rates for tax year 2024/25 are now added.
Cash/Bank statement: when a transaction has been clicked, instead of clicking the 'Reconciled' or 'Un-reconcile' buttons, you can now press 'R' or 'U' on your keyboard instead (this is optional, the buttons are still there).
Cash/Bank statement: now has a button that will mark all transactions in the statement (between the selected dates) as reconciled. Note: the location of the 'Un-reconcile Statement' button has changed. It now sits below the new 'Reconcile Statement' button, to the left of the individual transaction reconcile and un-reconcile buttons.
Sales Order Processing: the option 'List Sales Order/Job Values/Profit against Invoices for ALL Customers' was including proforma invoices, when it should include sales invoices only. Fixed.
In the start up window, if the user clicked the 'List Current Users' button, and then clicked one of the options in that window, the new option would appear behind the 'List Current Users' window. Fixed.
In the start up window, the user should be able to double click on a company/organization to go into that set of ledgers. But this stopped working. Fixed.
In the user login window, when a User ID and Password (if required) were entered, the user could simply press the Enter key on their keyboard to login, but this stopped working. Fixed.
Stock/Inventory Control: The Stock Search option did not search for text in the extra description, bin locations or notes data fields correctly. Most searches using these fields would not find the stock items. Fixed.
General Ledger/Nominal Ledger: The wider version of the cash/bank statement (automatically appears if there is sufficient screen space available to the application) has a button to un-reconcile all transactions that are visible in the statement at that time. This stopped working a while ago. Fixed.
When using the 'Save Window Image' option in the 'Help' menu, it saved the image of the window using the name of the menu itself instead of the name of the window being saved. Fixed.