Huge Thanks 

Jill Of All Trades would like to thank all her fabulous clients, software, network and affiliate partners for all their support in 2011.   2011 was an amazing year and we couldn’t have achieved this milestone without you.

Plans for 2012

We have some massive things planned for 2012  – the first being my trip to Auckland, New Zealand Feb 2, 2012 to attend Xero’s Xercon NZ – “Moving The Needle”.    This is my third trip to New Zealand in as many years, connecting with existing friends and colleagues whom I have worked with over the years , each event gets bigger and better and Xero sure know how to deliver some awesome eye candy when it comes to technology and what is on the horizon.

The opportunity to meet the developers and the people behind some of the add-ons that integrate with Xero, allows me to connect, research and evaluate their products knowing that I can return to Australia with a solution to assist my clients. Majority of the add-on solutions, I have personally evaluated either in my own business or on behalf of my clients.

I am looking forward to be meeting the people behind some of the Add-Ons that integrate with Xero at Xerocon like:

Vend, WorkflowMax,iPayroll, Web Widgets, Spotlight Reporting, simPRO, Unleashed, Silicon Avenue and Tradevine.

Cloud Computing

I have met & worked with over the past three years such amazingly talented and interesting business owners, their needs and wish lists are so varied and this calls for to be able to recommend a solution(s), either by knowing what is out there, or pointing them in the direction of a particular product or engaging, implementing and  delivering the completed project.   There is never a dull moment in this office – whether it be attending webinars, meeting client(s) with presentation or via Skype, setting up and implementing accounting/payroll, inventory/CRM/Time Billing to name a few working with SaaS and cloud applications, the journey at times has challenging moments but rewarding when those nice “green ticks” are all completed.

Summer 2012 Business Bulletin Newsletter –  Download link below

Key Lodgement Dates, News for SME and some interesting financial news for your business needs.

Summer 2012 Business Bulletin Newsletter For Download

Contents include: financial news your business needs.

We would like to extend a warm thank you to our clients, family and friends for your continued support during 2011.  We have had a fantastic year, filled with surprises and new opportunities.  We hope that you have had a great year too.

So as the sun sets, pour yourself a drink, unwind and enjoy the Festive Holidays.

We look forward to seeing you in 2012.

Gillian

What a fabulous turnout - Cove Bar & Dining, Southbank Parklands, Sidon Street, South Brisbane

http://events.xero.com/au/events/251-end-of-year-celebration-with-xero

http://leaderaccountancy.com.au/xero-preasure-doing-business/xero-2011-christmas-party-brisbane/

Click on the above link to view photos.

The last 2 weeks have been extraordinarily busy, with quite a few requests to demonstrate cloud computing (www.xero.com) to a couple of registered training organizations (RTO’s). Case Study:  2 different RTO companies – the first being a Start-up RTO and the second an established RTO looking to change their accounting system

The start-up RTO company had done their homework and knew what they wanted, they had been looking at traditional software accounting solutions and came to the conclusion that by using Wise.NET which is a cloud platform designed specifically for their industry, they needed to be in the same space with their accounting solutions.

The RTO company, already established and using Wise.NET, decided to abandon their existing desktop accounting software and migrate to Xero for Q3.

The reasoning  for this change of direction was a mixture of needs and must haves, which was mainly due to their current accounting system‘s lack of API / Network functionality.  I was advised that a few other cloud accounting solutions had been visited, price was not the deciding factor, it was more the feel and look of  Xero.com being  their preferred choice  and largely due to the unique integration between the two systems  Xero.com  and Wise.NET .

http://help.mywisenet.com.au/Finance:_Main_Page

What is Wise.NET?

• Wise.NET is a complete student and trainee information management system, developed specifically for Registered Training Organisations.
• Wise.NET replaces an assortment of databases, spreadsheets, word documents and paper based systems.
• All the data about courses, participants, timetables, workplaces, claims and trainers is consolidated into a single location. E.g. letters, certificates, RPL evidence and assessment tasks.

RTO’s have recognized the way they have handled this in the past and want to reduce their workflow, and save time by leveraging an integrated platform.

http://www.mywisenet.com.au/Products.aspx

Why Integrate?

With integration between Wise.NET and Xero, flow of information is increased with data updates from Student Administration (Wise.NET) and Finance (Xero) happening only minutes after they have been entered into either system.

So How Does Wise.NET work?

• RTO Admissions Dept enters a new student into Wise.NET
• The Student Card is created in Wise.NET which at this point, a unique ID number is created
• Student Card information is then sent to Xero with a unique ID number, student personal details, such as telephone numbers and email address.
• A request is sent to their Finance Dept to raise an invoice
• Invoice is raised in Xero using the Student Card – no need to re-key data
• Details of invoice together with PDF file copy automatically appear against student’s record in Wise.NET
• Repeating invoices with student course details and payment plans are entered into Xero
• Current and or future payments and adjustments to the invoice will automatically be updated and appear in Wise.NET when processed in Xero

http://help.mywisenet.com.au/images/8/84/Video_Integration_WN_to_XERO_Client.swf

Other Related Cool Stuff when setting up a Registered Training Organisation in Xero

• Chart of Accounts – for ease of migration – an existing Chart of Accounts can be imported into Xero and or customized to suit the client’s requirements
• Supplier Card information – can be imported into Xero with two mouse clicks
•  Conversion opening balances entered into Xero – client chooses cutoff date
• Bank feeds setup to automatically flow into Xero from client’s nominated bank account or these can be imported manually while waiting for bank to automate feeds
• Network key setup – Wise.Net and Xero enablement
• Setting up Repeating Invoice Templates
• Customer Prepayments – this new feature will be the administrator’s best friend – Xero released this in their recent update Nov 23 2011 http://help.xero.com/#BankAccounts_Prepayments.

Add or edit a repeating invoice

Xero will have integrated Payroll in 2012

http://blog.xero.com/2011/11/the-final-stages-paycycle-html/

With the rollout of a fully integrated payroll system within Xero for early next year, the RTO companies who engaged in the Xero demo, based their decision on this factor.

http://blog.xero.com/2011/11/the-final-stages-paycycle-html/

Click on the link above, sit back and listen to some cool sounds while watching the demo

By implementing & introducing “online accounting” to their clients, bookkeepers/consultants are on the cusp of a beautiful beginning.  It is far easier for bookkeepers to interact and engage with their clients when they have these sound systems in place.

A very interesting article published in October 2011 http://www.boxfreeit.com.au/Finance/do-you-need-a-bookkeeper-if-you-use-cloud-accounting-software.html and raised a considerable amount of concern amongst the bookkeeping profession. The comments in support of their bookkeepers from SME/business owners was indeed pleasing to read.

I have found that the business owner who embraces the cloud, understands where they are heading in the future, are wanting more than what they are given in a box off the shelf, they want to interact with their accountant and bookkeeper and work with the applications of their choice, whether it be inventory, job management, payroll, point of sale, reporting tools, – the client can choose which system they need, find a consultant(s) who specializes in bringing all these amazing applications together, and ultimately having an incredible ensemble of  systems to deliver results.

Recently, I had the opportunity to present my services to a potential client who was looking for a Xero Advisor.  During the course of our meeting and evaluating their needs, had the opportunity to see first hand their “online web-based motor assessing system”.  The system is extremely comprehensive, with an elaborate interface encompassing facility for raising quotations, claims, invoicing, receipting, generation of statements, GST & BAS reporting features, a section for storage of photos of damage to vehicle(s).  I learned from the client, that within the system he was able to key in details of claims and lodge these electronically to repairers and insurance companies, send out invoices to the client, cutting down the hours of work by eliminating the “old way”.  e.g. (previous mode in the past writing up claim forms and mailing out to the respective parties concerned).

AutoIntegrity the 1st Web-Based Motor Assessing System 

http://autointegrity.com.au/features-benefits/

A simple web-based, mobile system which works electronically with all repairers.

Understanding how modern web-based systems work, my thoughts went into over-drive, thinking how much time could be saved by pushing invoicing thru to Xero, rather than manually entering same into Xero.  I asked the question “does your system integrate to #Xero? Answer was no, not at the moment but we can ask the developers if they can do this.  Yay -love a challenge.

By the time I had returned to my office had made contact with CEO of AutoIntegrity and was in dialogue asking what information was required to make it happen.  Within days had  confirmation systems were in place and they were in test mode ready to push data.  What a pleasure to work with a team with the “yes we can do” attitude and who are able to make things happen.

With the challenge and determination ahead, started pushing data from AutoIntegrity dashboard using Xero’s templates, a bit of tweaking here and there, had push the data into Xero in Draft mode.  This was was a short term work around, knowing AutoIntegrity had already started working on the API and promised delivery within 2 weeks of request.

Now some Bookkeepers/Data Processors/Consultants may think “what about the loss of potential billing hours”?  I believe by adopting a proactive approach, by assisting the client to streamline their processing and day to day record keeping, this helps the business owner concentrate on running their business, ultimately helps with their cash flow,to ease the burden of having to worry about compliance issues and will enable the bookkeeper/consultant to give the client a better and more efficient service.

The Team Made It Happen ! Yesterday afternoon (11 November) just after 5pm it was all systems go! using www.teamviewer.com the developers accessed my computer, had me run a few test url’s – with Xero running in the background and by accessing AutoIntegrity dashboard keyed in a range of dates to produce invoices generated – this produced a considerable amount of invoices which needed to be processed in Xero.  All that needed to be done was “authenticate” access to client’s Xero org and with a simple click of the mouse pressed the magic button “SEND TO XERO”

Case Study: What was achieved ? this has saved at least 2 hours a week having to manually enter or manipulate data in Excel templates to achieve the same result.   I had the pleasure of working with a team of developers who were able to deliver a simple solution just by asking the question “can it be done”? on behalf of the client.

To see first hand the successful integration using Xero’s API, sending invoices into client’s Xero, identifying the tracking departments setup to filter accessors sales for tracking commissions, KPI’s this truly is the icing on the cake.

My sincere thanks to the fabulous team at AutoIntegrity for making this happen, you have saved hours of tedious data entry.

http://blog.xero.com/2008/12/benefits-of-xero-for-bookkeepers/

http://blog.xero.com/2008/12/invoicing/

Topics under the spotlight will be:

• How to transfer data at year-end and see how Xero has revoluntionised the year end process

• Accessing accounts on the go with iPhone, Android, Blackberry, Smart Phones.

See link to register:

http://www.xero.com/roadshow/

Less Work More Value

With year end fast approaching, “The Modern Bookkeeper” & “Next Generation Firms” will be able to see first hand how to launch their bookkeeping & accounting practice into the 21st century by keeping up todate with the latest technology, meet  their peers who have already taken this step and moved their clients into the “cloud” .

Recent Xero Payroll Release Tour  – April 2011

I attended Xero’s National Tour in April which featured : Xero Update, The Single Ledger & The Modern Practice & Payroll Release.  The information and resources presented were so informative, I booked into Xero’s webinar for a second session about a week later, both of which were presented by Xero Co-founder Hamish Edwards & Team Xero.

With the recently released Payroll module in Xero, I was approached by a Global Xero client asking for assistance with payroll & how to allocate expenses/ liabilities to various cost centres, unique to their country of origin and taxation rulings.  The timing was perfect and was able to implement & complete the task using Xero Payroll into their business using information received using customised cost centres pertaining to their requirements.

For Support & Help on how to go to video link : http://blog.xero.com/2008/12/xero-payroll/

Completed Payrun

Coming soon more on payroll

Stay tuned for more blogs on payroll, on how I see business in Australia  embracing/adopting web based payroll applications vs traditional desktop applications.

SME’s want more self managed systems by granting staff  access to “employee portals” in an on-line environment to apply for leave, key in hours of attendance for approval, access past history such as payslips and Payment Summaries.

Benefits of embracing the cloud for connectivity & collaboration

This is the benefit of using “cloud based applications” bookkeeping/accounting procedures are universal, by embracing the cloud using connectivity and collaboration, one is able to be more customer focused, able to offer support on “as required/needed basis”  by  logging into your Xero dashboard, giving our clients instant help, no down time, file transfers, travelling etc. Clients value this service simply because we are able to keep them focused and empowered by showing how to monitor and track their business by using all the fabulous Management Reports & features available in Xero.  This ultimately gives the “Modern Bookkeeper/Modern Practice” value added services which are billable.

I have no doubt Xero.com will have plenty of “eye candy” for those who take the time to attend the next Xero Roadshow.

Over the past month I have been using (and promoting) GeoOP.  GeoOP is a mobile workforce management system, in short, it keeps tabs on the “where” and the “when” a job is at,  it also keeps all the job information and invoicing readily accessible.  Once the invoices are created, I can push them into Xero with a few clicks of the mouse.

GeoOP is designed to assist any company that has a mobile workforce.  This could be trades, couriers, freight and IT services.  By using GeoOP, businesses can now keep on top of their cash flow, know what is happening where, when and how and issue invoices in minutes. It’s the perfect combination of solutions for any trade or services company.

The benefits of GeoOP for any organisation is that all your job information, communication and invoices are all held in one central location and can then be easily accessed by virtually any smart phone via mobile browser of the advanced iPhone app.  This means that companies become more efficient by having all the information on hand and make business decisions, dispatch quicker and schedule jobs more effectively as all the information is on hand.

As a Software Consultant & BAS Agent, I’m using this for a few reasons.  (a) I can load my appointments I have into the system and then view them either online or on my iPhone.  (b)  checklists, documents and reports can be added (c) I can add invoices to these jobs or any calls I get during the day. This means enter a job ready for invoicing later while on the go when taking a support call and/or make note of a job for followup.   The best thing is convenience as I can add the invoices in the cafe, at the office, in a cab – basically have access anywhere and everywhere.

Once I starting using GeoOp, requested some features which were relevant and specific to my industry,  requested  “Timer Device” which allowed for tracking my hours whilst “consulting on-site” – nothing was too hard for the developers and within hours of my request this feature had been added.

GeoOp on Twitter - Developer Actions Wish List

As I have been working with some of my clients in the evaluation phase of the system, have found that GeoOP solves a number of business issues.  Most of these are around information, scheduling and visibility.  If all the jobs are loaded in the system a company can really know what is going on in their organisation instantly.  You can do this with job lists, advanced maps showing the location and status of jobs and scheduler showing all staff for day, week or month.

Once logged into GeoOp online dashboard, the Xero Customer Import Tab allows access to all clients’ contact details from within an active Xero Organisation and synchronised to GeoOp Desktop and iPhone.  This means you have access to your client’s contact details i.e, physical address, telephone numbers etc.

From the field using iPhones or smart phones, the jobs can be updated by staff members with notes and photographs added and then invoices created.  This can save a lot of time and money for any company following up on jobs and their workforce.  As for invoicing, all the invoices are collated throughout the day so they can then be sent to Xero in one batch at any time.

GeoOp’s integration with Xero allows you to send job information, either for individual jobs or as batch invoices, so you can easily invoice your customers in Xero

I’m excited about this new program which integrates into Xero and can’t wait to get more of my customers using GeoOp.   It’s not hard to find oneself addicted to workforce tools such as GeoOp with the download App available via  iTunes. http://itunes.apple.com/app/geoop-imobee/id342852026?mt=8

Real Time Invoicing

As your team adds invoice items in the field they are collated for your admin team to manage.  These can be viewed, edited and updated, providing increased transparency and improved management of your business.

Items Ready to Invoice

Scheduling

Viewing and editing your company’s schedule can be done with a click of the mouse.

Scheduler Dashboard

Batch Invoicing

All the days, weeks or month’s invoices can be sent to Xero in one batch.  This reduces double-handling and improves invoice accuracy.

Batch Invoicing

Supported Platforms

Combining the power of both GeoOP and Xero gives your company a cost effective yet highly efficient system.  Dispatch, manage, edit and update jobs in the office or in the field.  Add invoices from any location and then in seconds push them into Xero.

For more information about GeoOp visit their website and view videos:

http://www.geoop.com/

Xero Welcomes GeoOp as a Network Partner (Aug 17 2010)

http://blog.xero.com/2010/08/xero-and-geoop/

News Update from Xero on Bank Feeds – Westpac Bank (Australia)

“This project is well advanced and testing has begun. Assuming we don’t encounter any major issues, we’re looking to make these automated daily bank feeds available for Westpac customers in Australia on Monday September 27.”  Extract  from Xero’s Blog site (8th September 2010).

Consultants & Bookkeepers Working At Client’s Office –meant lost hours in travelling time – whether chargeable or not – still lost time is lost time; sometimes working in cramped and confined conditions; insufficient computers to go around; out of date systems; decrepit computers & equipment.

Remote Applications

Secure Logins – Before a consultant/bookkeeper can implement this method a couple of important factors & questions need to be in place:

a) is the consultant familiar with remote access using a trusted and secure service? ;

b) does your client’s computer have the capabilities to handle remote access?

c) does the client understand how to implement a remote access login?;

d) what is it that the client wants or is trying to do?

e) does the client have ADSL/Wireless Connection?

What is it that the client asked you to do? Are you fixing an existing problem, processing their accounting, downloading a data file to work on your computer, have they lost an invoice layout, are you creating templates – these are just of the options and scenarios where consultant may assist their client.

You, Your Client & Remote Access – in Australia most businesses are innovative and accept the fact that their consultant is there to help them move forward with technology & systems, helping with new suggestions and implementations.  Consultants and bookkeepers are generally the ones who are consulted first before the client purchases new software, computers & equipment – simply because the client puts their trust in the consultant to understand new technology and assist when called upon.  As certified consultants and certified advisors in software applications, consultants are required to participate in annual examinations to ensure their product knowledge is in-line with the high level of proficiency using all these applications.  Professional Consultants/Bookkeepers are also required  to clock up professional development hours and attend conference and product updates in their respective professions and become members of Australia’s best professional affiliations/ organizations available; for example  Institute of Certified Bookkeepers, Australian Bookkeepers Network and Australian Accounting Technicians. It is for this very reason why clients seek assistance and support from professional certified consultants/advisors/bookkeepers.

Remote Systems Available – Suggest Google “Remote Access”:  Do your homework and research, if in doubt talk to your peers who will help in recommending a reliable service.  I use a number of applications from Free to Subscription based services to assist with anything from urgent fixes to processing online via remote access.  Depending on what is required.

Trusted source in using Logmein Rescue 123 and/or Logmein Ignition. Both are subscription based Apps. annual fees do vary on each product.  Be sure to check out and understand exactly what the annual charges are before going ahead with any annual subscription, perhaps a monthly subscription would be better suited.

• Logmein Rescue 123 is the “high end” for Remote Access, no fuss to use, simple log into dashboard and generate a unique ticket for user to accept.  On completion of a remote service time logs can be generated via visual time or download an Excel Report.  This can send attached to clients invoice showing actual time logged in.  A client’s memory can be short especially after a crisis so a perfect way to substantiate your time and provide your service report.
• Logmein Ignition– also a subscription based application which can be installed on desktop or usb/flash drive  – once client credentials and password setup access client system as long as computer is left on. This is a handy little application which, if not in office can access via laptop or on iPhone/iPad. Can be found www.logmein.com
• Logmein Free – Some consultants use the Free version of Logmein.  I personally find the free version, unless already installed and setup by a professional, messy and the client has no idea how to implement this, despite having sent thru concise instructions.  Consultant ends up spending too much time talking the client thru to install the application. Your client is already stressed out, because this is why they called you in the first place.
• Outline Your Terms of Trading - Since using remote access tools, which are subscription based applications, the client needs to understand what it is that you are providing, i.e. a service which is usually an SOS service, so whilst there will be no on-site call out fee, by using a subscription base tool, consultants should be charging a log in fee to their clients.  I have added a footer for each unique ticket generated, stating the client is accepting my terms of trading and are liable for a login fee & hourly rate of whatever service is provided.   www.logmeinrescue123.com
• Server Access: Some consultants access their client’s data thru their client’s company Hosted Server and works well for both parties.
• You Send It – Web based file transfers where a document/file is compressed and sent via the web.   An excellent way to access desktop software applications and send files from one computer to another.  Eg.  Client needs to send their MYOB data file to accountant who needs to review their accounting file; a student needs to send in an assignment for assessment; photographs can be send in bulk to family members.

www.yousendit.com

MOVING FORWARD THE NEW WAY -

The question of how to “Successfully Work Remotely With Clients” comes up many times during conversation with peers, accounting firms, clients and thru social media network groups.  This is an insight of how I perceive some of the challenges have had to overcome during the past 10-15 years.  It all comes down to getting the balance right between consultant availability, clients needs, software applications, resolving the immediate problem and whether remote access in the “now time”, will this be a permanent fix or just a work around.  What works for one may not for the other, it is a matter of choices and how each  consultant is faced with juggling these infinitely tricky and conundrum decisions.

There has been a revolution since web based applications have come to be recognized as “the way of the future”. Sure, we all need to meet and communicate with our clients, view source documentation to ensure compliance is correctly adhered to, for GST and coding purposes.  However, before a consultant/bookkeeper considers using remote systems, whether web based apps or logging in remotely “trust has to be earned by both parties”.  How do you do this you ask?  Show your clients what you can do for them, how you process their accounting remotely, let them see you log into the system, visual demonstrations have far more impact than sending out letters explaining what you would like to do for them, communicate with their accountant, set up a time to visit to demonstrate what you can provide by either a Skype demonstration or a visit to their office, give them a “happiness bubble”, present real time case studies with customer satisfaction appraisals.  You will be pleasantly surprised how receptive your clients will be once they fully understand just what you can do for them.   With the introduction of web based applications the “sky is the limit” the amount of resources which can be implemented to help your clients move forward into the new generation of software applications is insurmountable, you only have to Google something of interest in Cloud Computing to have pages of subject matter.  Have a look at Google Apps to see how Cloud Applications have changed in the past few years.

WEB BASED, SUBSCRIPTON APPLICATIONS

All of the above can be implemented but the burning question is WHY when web-based accounting is readily available with “Add On Solutions” at your finger tips to access your clients accounting.  This can be stress free for all concerned – with multiply access which means accountant, bookkeeper, consultant, office staff all have access and using – Quote Hamish Edwards Co-founder of www.xero.com comments on using “Just The One Ledger” Unquote.

http://blog.xero.com/2010/06/three-weeks-14-locations-a-single-ledger/

Web-based Accounting

For those forward thinking, savvy consultants, accounting firms and companies who are using web-based applications for their accounting, payroll, job management, stock control and the list goes on – the “old way” is not an option.  Simply log into their chosen application using email and unique password and process whatever needs to be done.  Because no software is installed on the computer there will never be any need to fix a problem with software applications, install updates, load CD’s or download patches, all these plus backups are done automatically and is included in the monthly subscription.  So essentially the consultant will be processing what they do best and not have to fix any software problems.   Consultants  can concentrate on what their client has commissioned them to do – “Bean Counting, processing, process & generate reports, apply payments or provide training and so forth.  The consultant will free up valuable time to be able to provide more in-depth training, support and value-added service to their clients.

Web-based Accounting Providers: MYOB – Live Accounts – Check out MYOB’s website and request a trial sign up, the beta trial is available in Australia and New Zealand.  I have received a lot of comments from accounting firms who are in process of testing MYOB’s Live Accounts for their Smaller Clients. http://www.liveaccounts.com/

Accounting Software Review Pack – Software Shortlist recently published a comprehensive review for those contemplating the move from desktop software to web based applications.  22 pages of detailed information outlining how this guide was put together plus detailed information on each product, the ratings, ease to use, cost factor, how supported, easy to learn, reporting features and integration with other software.  Be quick free download time for the Review Pack is limited.  www.softwareshortlist.com.

MY TOOLS OF THE TRADE –what I use using web based applications.

Xero Accounting. www.xero.com – I can be found on Xero’s website under Bookkeeping, Queensland Australia and Global Website.  If you would like to try Xero contact me on info provided below or simply log onto Xero website and “Try Xero Business or Personal for Free”.

Skype: gillian.rossouw

If you are interested in learning more about Xero and how I can assist you, please do not hesitate to contact me.  E: jill@jillofalltrades.com.au ; Skype: gillian.rossouw; M: 0412 352 752

Xero End Of Financial Year Offer: For end of financial year special subscription: Sign up thru Jill of All Trades and receive 1 month’s free subscription. Talk to me and will assist with conversions and setup of your system and provide all the necessary tools to have the “Bankfeeds” in place to have your organization up and running in next to no time.

To have automatic daily “Bankfeeds” in place client needs to have an business account with  ANZ bank; CBA bank and NAB.  Otherwise export files from other banks can be imported into Xero on an as required basis.

Web Based Payroll Applications:

• Web Payroll https://www.webpayroll.com.au/Default.aspx

• Paycycle http://paycycle.com.au/Home.aspx

http://paycycle.com.au/Blog/10-06-24/Happy_EOFYs.aspx

See Paycycle’s blog on End Of Financial Year Frequently Asked Questions on printing Payment Summaries.   An extract from Paycycle’s blog see below on lodging Payment Summaries to the ATO.

Hints from Paycycle Website – How To Provide Payment Summaries to the ATO.

You might have heard of the ATO’s prefilled report for employees. The information that you supply to the ATO based on the payment summaries is what provides them with this data. The other thing is that the law says you need to provide the ATO with your payment summaries before the 14 July.

The easiest way to do this is via the Export Annual Report. This gives you what is known as an EMPDUPE file. Using ECI is definitely the easiest way to send these reports. I’d highly recommend it.

The other way is to fill in the paper version of the PAYG payment summary – individual non-business from the ATO. You need to order a printed copy, from the ATO which includes a copy of the instructions by phoning 13 28 66 and ask for the necessary stationery for reporting 2009-10 PAYG withholding obligations.

Job, Time & Invoice Management

• WorkflowMax is a comprehensive online job management solution, combining sales and lead management, time sheeting, quoting, purchase orders and job costing into an intuitive easy to use application. WorkflowMax seamlessly pushes all sales invoices, tracking, contacts and purchase invoices through into Xero. This partnership presents a complete and very powerful business administration package for small businesses who bill for time and costs.  http://www.workflowmax.com/

• MinuteDock is a super easy and intuitive online time tracking application, removing all barriers to tracking your time. Get started in 2 minutes with a 14 day no-credit-card-required free trial today and see for yourself!

http://minutedock.com/?referral=xero

Document Access & Source Doc Storage

• Drop box

https://www.dropbox.com/help

https://www.dropbox.com/screencast

• Shoe boxed

Send in receipts and business cards using pre-paid envelopes, email, or your mobile phone, and Shoeboxed will scan, data enter, and organize them for you. You’ll enjoy new levels of productivity and never lose a deduction or contact again.

I have recently signed up for a trial version – for clients to have their source docs scanned and placed into system for visual confirmation of sighting source docs.  Within hours of my signing up for the Trial Version received an envelope ready for me to send off for scanning.

https://www.shoeboxed.com.au/

• Alive Docs

Alive Docs Explorer gives you quick access to all your Xero Contacts (Customers and Suppliers) and enables you to quickly send documents like letters, brochures; etc using the Alive Docs Mail Alive Docs enables you to View, Publish, and Distribute your Documents Online Fast.

• View docs quickly directly in your browser.
• Send / Mail Merge docs.
• Publish docs online.
• Word, Excel, PDF.
• Embed Live Data into docs.
• View your contacts from other services together.
• Works with other services.

http://www.alivedocs.com/

Software consultants have many skills, some of which are “problem solving” and “providing independent advice” on software applications.  With the recent release of Accounting Software Review Pack by Software Shortlist Pty Ltd, designed for the consumer to choose a product, here you will find unbiased support notes detailing cost, functionality and reporting features plus more.   However, I see this publication as a valuable tool for software consultants to help their clients & potential clients, as a powerful problem solver  which will save countless hours of researching, thereby allowing the consultant to create help for their services in a structured way.

An extract from one of their recent blogs.  “Software Shortlist (http://www.softwareshortlist.com ) showcases 10 leading small business accounting software products. This covers all of the major accounting software solutions, including the up-and-coming online offerings. Their expert has taken an independent view of these offerings, defining feature mappings, giving star ratings by dimension, and writing detailed reviews for each product.” This  Review Pack available as a FREE download on their website, but only for a limited time”.

Products showcased: Xero, MYOB Accounting, Quickbooks Accounting, Clarity Accounting, Clearbooks, KashFlow, MoneyWorks Express, Peachtree First Accounting 2010, Saasu, Simply Accounting.  Listed below a brief extract on Product and Reviewer Comments.

• Xero: http://www.xero.com.au (overall rating 5 out of 5 stars) Reviewer Comments: An online accounting product that is leading the field.  Xero is well designed, easy to use and delivers world –class functionality.
• MYOB Accounting: http://www.myob.com.au (overall rating 4 out of 5 stars) Reviewer Comments: MYOB is a market leader in its field.  It is very well accepted by the accounting community, having set the standards historically.
• Quickbooks: http://www.quickbooks.com.au (overall rating 4 out of 5 stars) Reviewer Comments:  If it exists, Quickbooks probably has it covered somehow.  These products offer everything you need.  You just have to deal with a corporate giant!
• Saasu: http://www.saasu.com.au (overall rating 3 out of 5 stars) Reviewers Comments: Saasu is the pioneer in the online accounting space.  With a great feature set, combined with its value for money, you can’t go wrong.

On-line Applications

With the hub and excitement of the release of iPad and quick and easy access to web based applications, (Saas/Cloud Computing/Web-based; is a monthly subscription service) the trend of using web-based accounting solutions is accepted as the norm and I see more companies moving towards implementation of  Web-based systems and applications into their business. The benefits of using this mode is they have the added enhancement of remote access, collaboration, superb reporting and integration with other software applications known as third party applications. i.e. online payroll applications,  job costings, inventory, purchasing, scheduling, project management, stock control and automatic backups. Users of On-Line Applications no longer need to wait for software vendors to release their product updates by CD, the updates are done automatically as part of the monthly subscription, infrastructure costs will dramatically reduce as no more installation/deployment & additionally license costs need to be budgeted for.  It is important to note users require reliable internet access at all times.  Software development and enhanced applications are perpetually evolving, I firmly believe On-line web-based applications are the way to go; this is the way of the future for the “next-gen of accounting.

Off-line Applications

For those who do not have a reliable internet connection and who do not think that web-based software is for them, there is a vast range of traditional boxed software applications readily available from vendors and resellers.

Choosing the right software application for any business is a daunting task for most small business owners.  The user needs to clearly define how their business is structured for taxation & GST purposes, understand the frequency of recording, reporting and paying GST Accounts Receivable, Accounts Payable, Job Costings, Inventory and Payroll & PAYG.

Once having purchased the “Box with all the Bells and Whistles” what now!!  Some attempt to install themselves, other get their friends  neighbour’s sibling to install – “because he/she learned it at school”!! , others seek professional advice and it is the latter who succeed in learning how to use their product in the correct manner. I recommend users seek out a specialist who is “accredited as a consultant for that particular application” so that all users within your organization are trained proficiently, build a relationship with your specialist, get them to come in on a monthly or quarterly basis to do a “health check on the business performance” and who can assist with rectification of issues in now time rather than after the fact.

As a business owner, learn how to use this product correctly first before delegating to internal admin staff, take the time to learn the product using all the features readily available within the application, in the way the software was designed to use, providing excellent tools to track business revenue, monitor cash flows, reporting business expenses, compliance with record keeping requirements, provide planning and budget reports to ensure the business owner understands how their business is running now and in 6 – 12 months time. Choosing the correct software is not only an investment in money & resources but also your valuable time.

SPECIAL END OF FINANCIAL YEAR OFFER

Xero Subscription:  If you wish to subscribe to Xero before the end of  September BAS period, feel free to contact me by email: jill@jillofalltrades.com.au to receive your October subscription FREE.  This will enable you to have your systems up and running in next to no time. I am able to provide support on installation, conversions and training with on-going support packs designed for small business.