Newsletter

Happy New Year

The AM-Win Team around Australia wish everyone around Australia and New Zealand a happy, profitable and stress free year.

Our special thoughts go out to those who were caught up in the natural disasters that have occurred around Australia recently. 

Congratulations to Hammond 4WD Centre

Hammond 4WD Centre has been named the Queensland Tyres and More store of the year above more than 20 of their peers.

Hammond 4WD Centre recently moved to new, eye-catching Red, White & Blue premises, on the corner of Redland Bay Road and Neumann Road Capalaba in Brisbane. The new premises were designed by owners, Garry & Sharon Hammond and purpose-built for the industry, to cater for the rapidly expanding and highly specialised Jeep 4WD market.

Hammonds maintains the largest range of Jeep parts in Australia and stock parts from the famous army Jeep of 1942 to today's current advanced models. They import parts and distribute throughout Australia, New Zealand, South East Asia and the Pacific region, to Jeep and 4WD owners, repairers, retailers and wholesalers and offer overnight freight Australia wide.

Garry runs his very professional business using his 4WD version AM-Win.  If you need Jeep parts give Garry's team a call on (07) 3823 4966 or visit the Hammond 4WD website at http://www.hammond4wd.com.au.

Telephone Scam Warning

The scam

A person phones you at home and claims to be from Microsoft (or a similar large computing firm). They advise you that you have:
corrupt files on your computer; or your computer is generating error reports, or they are picking up an infection from it.

The caller provides you with information about yourself (name, phone number and so on) that is supposed to show they are legitimate. They direct you to parts of your computer and demonstrate 'errors' that are proof of their claims.

*The target is usually things common to all Windows PCs. The scammer doesn't need to see your computer to know what you will see if you follow their directions.

The intent

The usual things are targeted by the scammers:

Money - you may be asked to purchase a tool, software or support that will clean up the errors, corruption or infection, and you will be asked to provide credit card details for the purchase

Control over your computer/access to your personal information - you may be asked to type something, or run something on your computer (typically in this case something called Ammyy). Running it can allow an unknown person remote access to your computer.

Professionalism

This scam is international, the people calling are very practiced at their scam and can be highly convincing.

Protection

Microsoft do not call customers to report virus infections or computer problems (*like your bank does not call or email you for your password).

Never run an unknown program, install any remote access tool, or do anything on your computer on someone's instruction when you don't know what it will do, unless you are certain who they are and that they are trustworthy.

If you have not initiated the phone contact then do not give out personal details
Hang up the phone. If you are in doubt about your computer then seek support yourself from someone you can trust

If you run something or do something and have second thoughts then seek advice and take action as quickly as possible to protect yourself.

For more information

You can search on the internet for 'computer scams Ammyy', or for any other potential scan.

You can visit to the Australian Competition & Consumer Commission website www.scamwatch.gov.au , particularly the "How to protect yourself' section.

AM-Win Support Solutions

We have received several requests to provide a tutorial that shows how to export business data from AM-Win and then import it into Excel so that the data can be manipulated for analyses. It's a comprehensive tutorial and there is a link to the document in PDF format at the end so that you can print it to use later.

Export data from AM-Win and import to Excel for manipulation

While the reporting functions in AM-Win are exceptional and provide up to the second information AM-Win is not a mathematical data manipulation and analyses tool and Excel is generally used for the job.

With this in mind, we're going to step outside the square and look at getting even more out of AM-Win with a bit of help from Microsoft Excel.

In this article we are going to use AM-Win version 9.xx which is the current version of AM-Win. Earlier versions have an export function in one way or an other, however earlier version exporting functionality may not be as comprehensive and will be different from that shown in this tutorial.

AM-Win has export functionality in all of the major areas including stock, customers, items, assets and accounting. In this tutorial we are going to look at accounting and in particular the profit and loss report. Once you have an understanding of how to export data and import it into Excel you will then be able to experiment in other areas.

Let's start with the export of our data. In this case we need the information from our profit and loss report.

Click Reports/Accounting/Profit and loss/Summary in the AM-Win menu

Your print window will open

You will notice that you have several choices. The first is the Type box. We will stay with Ledger at this time because the general ledger contains the information that we want to manipulate.

We will ignore zero ledger balances for our purposes at this time however if we want a true report that includes all likely income and expense scenarios then it would be a good idea to include ledgers with zero balance.

Let's tick the show last year's comparisons box. That way when we analyse our data in excel we will have 3 years worth of information - Last year, this year and the "what if" for next year.

Tick the "show budget" box only if you wish to add another set of information and if you use AM-Win's budgeting capabilities. It's probably a good idea not to include your budget figures as these are your estimates and not an accurate reflection of what's happening in your business.

Now we come to the important part of the Export function - The export to ASCII check box. You will need to check this box to create a set of data that you can import into Excel.

A quick word on ASCII - it stands for American Standard Code for Information Interchange which is a standard that has been developed so that data can be easily transferred between two different applications. Both AM-Win and Excel recognise the ASCII standard therefore data can be transferred from one to the other.

Once you have ticked the Export to ASCII file checkbox AM-Win will "tell" you where it is going to place the output or newly created file on your computer. It will pay you to copy down this information so that you can find the newly created file.

In this case you will see that the exported file will be placed on the hard drive, in the AM-Win/Data1 Directory in a folder called Export. The name after the last forward slash indicates the file name which is GLISL.csv

If we open Windows Explorer this is how we would find the file.

If we opened the exported csv file with notepad it would look something like this:

You will notice that different fields [eg Ledger name, technician, hours worked, etc] are separated by commas. This is where the csv comes in as the data is formatted into comma separated values. However more on this later.

And this is what the report would looked like if it had been printed. You can see a correlation between the data in the exported csv file and the printed report.

OK so we have this exported csv file with lots of weird looking information in it. How is this going to help us?

CSV Files Explained

In Windows, a file with a .CSV extension denotes a Comma Separated Values file. It’s a very simple text file format that is ASCII compliant where the data is separated with commas, hence the name of the file.

CSV files are most commonly used for transferring data between programs, such as exporting your AM-Win Client information into a .CSV file so that it can be imported into Excel or Access. Because .CSV files are just text, they can also be transferred between operating systems.

Working With CSV

The .CSV file extension has been around since the earliest days of computing, and it is still supported by many programs today. If you’ve ever been given the tedious task of transferring data between two different programs, then comma separated values will save you lots of headaches. Microsoft Excel is great for importing this data and automated wizards built within the program help expedite the process.

Importing your files into Excel

Open Excel and open a new sheet. Select  Data/Get external data/Import text file.

For 2007 on users open an Excel spread sheet, click on Data, then click the From Text button in the Get External Data menu. Note that screens will be different in 2007+ versions from those shown below but the concepts are the same.

Browse for the file that you wish to import. Note that in the files of type box at the bottom of the import screen will default to txt files. You will need to change this to all files. This will bring the any files including your csv file into view.

Double click on your CSV file and the following screen will appear.

Ensure that Delimited is checked as per the above image.  Click next.

Ensure that the Tab delimiter box is unchecked and check the comma delimiter box exactly the same as the above screen clip. If to take the horizontal scroll bar and move it to the right you will see some more of your data neatly aligned between guides.

Click next and ignoring the following screen click finish. The weird data that we saw will now look like the following screen clip with your data laid out neatly ready for you to start manipulating and analysing.

Click here for PDF version

Tip in a tip.

Now you know how to get your data into Excel why not revisit last month's Excel tip on making charts. Click here to view the PDF for V2007 and later. Click here to view the PDF for earlier versions.

Business Tips

Hiring older staff

The younger boss?

For the younger supervisor the big problem is knowing thyself and understanding the bias that we have toward older people. [The younger person may] tend to wonder, “Why is this guy not further along in their career? Why do they want this job? There must be something wrong with them.”

Then there is the social aspect: How can I manage someone the age of my parents? But think about why you are hiring someone in the first place? You want someone who can do the job, do it well, and not be a pain in the neck. You want to say, ‘This person can get the job done, I might be a little uncomfortable but I’ve got to get over that.’”

A younger manager should treat older workers differently. Why?

Someone who has a lot of experience doesn’t need a lot of coaching and assistance. That’s a good thing. You want to engage an older person–delegate more stuff, seek their advice.

The model to look to is the model that the military uses. They often have 22 year-old second lieutenants in charge of 40 year-old sergeants. Before making big decisions, the lieutenants are told to go talk to those sergeants and talk it through. Recognise that the sergeants will work better if they feel they are respected, and recognise that they can help you a lot.  You'll need to keep in mind that if you try to boss them around and say “Do this because I know best,” that’s not going to work.

How can a supervisor make sure that this more experienced person isn’t after his job?

If the younger person is looking for someone to do a job, and you don’t want someone who’s a frustrated manager, you should just ask them about it.  Ask, “Have you been interested in management roles?”

Aren’t older workers more likely to leave a job after a short time?

Older workers turn over less than their younger workers.  Younger workers can be  footloose, are more likely to look at a job as a stepping-stone and having a job can mean a great deal less than an older more settled worker who has bills to pay.  The older worker often works because he/she wants or has to and is usually much more settled and stable in their personal life.

Click here for PDF version

 

Do I need to defrag my flash drive [USB Stick]

You should never defrag a flash drive. In the case of a computer's hard drive the files you have stored are usually saved in several little pieces [fragments].

These small pieces of data are usually never placed next to each other and are generally spread out all over your hard drive, which is why defragging is so important. Defragging is the process of collecting all of the file fragments on your drive and placing them together in one place.

The whole defrag process is done through a read/write head that rearranges your files and places them back together for you.

That way, when you need to access a certain file,  and all of your data has been put back together after a defrag,  your computer is faster because it doesn't have to work so hard to find the fragments of files that are spread all over the surface of your hard drive because after a defrag they are together in one place..

That's why you should defrag your hard drive on a regular basis (at least once a month or so).

On the other hand, flash drives do not have a read/write head, so if you were to defrag one, you wouldn't get any extra performance benefits from it whatsoever.

Without a read/write head, flash drives don't have to work any harder to find your files. Your files can be laid out in any order and your flash drive will still be just as fast when finding them for you.

Another reason why you should never defrag a flash drive is because flash memory wears out over time.

The more you write (saving files, etc.) to your flash drive, the shorter its lifespan will be. And since defragging is a process that continually writes files to the drive, every time you defrag it, you're adding thousands of extra writes to your device that just aren't necessary and will shorten the life of the flash drive.

Two lessons come from the above tip.

The first is that you should perform a defrag on a regular basis as part of your regular computer maintenance.

The second is that a flash drive/USB stick will wear out and consideration should be given to replacing the USB sticks that you use for backing up your data on a regular basis.

Good quality USB sticks cost very little now days [even less when you buy them on special] and it's not an expensive proposition to look at replacing your backup sticks every 6 months or so.

Google Unit Conversion

Here's another surprise from Google.

Next time you need to do a conversion, browse over to Google and type your conversion needs in the Search Box.

Try it with any conversion. Kilometers to miles, seconds in milliseconds. You name it. Instant gratification

Click here for PDF version

The "Gridlines" function.  - MS Word 2007 & 2010

Users of Word 2007 and 2010 can check to ensure that everything is lined up as it should be by using the "Gridlines" function.

You can display the gridlines via the View tab of the Ribbon.

Check the Gridlines option in the Show/Hide group.

The background of your document will now look like this:

With the gridlines visible it's just a quick drag and drop of items to ensure that they are perfectly aligned with each other.

The gridlines will not be printed with the document as they are an element that's viewed but not printed

Click here for PDF version

Aligning images with wrapping.

After you insert a picture, you suddenly find yourself looking at a gap between two lines of text where the picture now sits.

You may even try to move the picture around and yet you still have the “gap”.

If you take a close look at the placement of the picture, you’ll find that it actually has text lined up with the bottom of it… as though it’s on the line with the text.

By default, Word inserts pictures “In line with text”. It becomes a part of the line, so the spacing must be adjusted between the current line and the one above so that the picture fits.

This is where the wrapping option comes in useful so let’s take a look at how we can change the default way that Word wraps text around a newly inserted picture.

Open the Options dialog box. ( Office Button / File tab, Options choice)

Once there we need to go to the Advanced category of options.

Under the Cut, copy and paste section you need to locate the Insert/paste pictures as option.

When you click the down arrow, a list of text wrapping choices will appear.

Choose your preferred wrapping type then click OK.

Click here for PDF version

Viewing More than Two Places in a Worksheet

MS Excel 2007, and Excel 2010

If your worksheet gets big enough, it is easy to spend a lot of time navigating back and forth between different areas. So how can you view more than two areas of a worksheet at the same time, other than by hiding rows.

The easiest solution is to just open additional windows for the worksheet. Display the View tab of the ribbon and click New Window in the Window group. Excel opens additional windows that contain the exact same worksheet. You can then click Arrange All in the Window group of the ribbon to arrange the windows any way desired.

When you open additional windows in this manner, the windows are independent of each other, meaning that you can scroll them independently. If you make a change in one window, the same change is made in all the windows. (This makes sense, since they all display the same data.)

Once the windows are situated the way you want them, you could save the arrangement as a view. (Display the View tab of the ribbon and, within the Workbook Views group, click Custom Views.) That way you could quickly recall the appearance of your windows any time you desire.

Viewing More than Two Places in a Worksheet - Prior to Excel Version 7.

The easiest solution is to just open additional windows for the worksheet. Choose Window | New Window. Excel opens additional windows that contain the exact same worksheet. You can then choose Window | Arrange to arrange the windows any way desired.

When you open additional windows in this manner, the windows are independent of each other, meaning that you can scroll them independently. If you make a change in one window, the same change is made in all the windows. (This makes sense, since they all display the same data.)

Once the windows are situated the way you want them, you could save the arrangement as a view (View | Custom Views). That way you could quickly recall the appearance of your windows any time you desire.

Click here for PDF version

Note:

Please note that we do not provide support for our Word and Excel tips as they are provided by a third party. If you need further information why not try using Google - Cut and paste the heading of our tip into Google's search box. You'll be amazed at the information available.

Jokes

 

Hurt much?

A dentist ran out of anesthetic just before the last extraction for the day was scheduled.

He gave the nurse a very large needle, instructing her to jab it hard into the patient's butt when the signal was given, so it would take his attention away from the tooth extraction.

It all happened in an instant.

The nurse, patient, and pliers were in place. The signal was given, and the nurse bayoneted the patient in the backside with the needle just as the dentist yanked the tooth.

Afterwards, the dentist asked, "Hurt much?"

The patient hesitated, "Didn't hardly feel it come out. But, man, those roots were really deep!"

I won't take no for an answer.

A travel agent looked up from his desk to see an older lady and an older gentleman peering in the shop window at the posters showing the glamorous destinations around the world.

The agent had had a good week and the dejected couple looking in the window gave him a rare feeling of generosity. He called them into his shop and said, "I know that on your pension you could never hope to have a holiday, so I am sending you off to a fabulous resort at my expense, and I won't take no for an answer."

He took them inside and asked his secretary to write two flight tickets and book a room in a five star hotel. Every time the couple tried to say something, the travel agent hushed them and said no thanks was necessary. He just wanted to do something nice for them.

About a month later the little lady came in to his shop. "And how did you like your holiday?" he asked eagerly.

"The flight was exciting and the room was lovely," she said. "I've come to thank you. But, one thing puzzled me. Who was that old guy I had to share the room with?

Got any grapes?

A ducks walks into a bar and asks, "Got any grapes?"

The bartender, confused, tells the ducks that no, his bar doesn't serve grapes. The duck thanks him and leaves.

The next day, the duck returns and says, "Got any grapes?"

Again, the bartender tells him that, “no, the bar does not serve grapes, has never served grapes, and, furthermore, will never serve grapes.” The duck, a little ruffled, thanks him and leaves.

The next day, the duck returns, but before he can say anything, the bartender begins to yell: ''Listen, duck! This is a bar! We do not serve grapes and if you ever ask for grapes again, I will nail your little duck beak to the bar!''

The duck is silent for a moment, and then asks, ''Got any nails?''

Confused, the bartender says “no”!

''Good!'' says the duck. ''Got any grapes?”

Drink Driving Test

A driver was pulled over by a police officer for speeding.

As the officer was writing the ticket, she noticed several machetes in the car. "What are those for?" she asked suspiciously.

"I'm a juggler," the man replied. "I use those in my act."

"Well, show me," the officer demanded.

The driver got out the machetes and started juggling them, starting with three, then more, and then finally seven at one time. He juggled them overhand, underhand, and behind the back, putting on a dazzling show and amazing the officer.

As another car passed by, the driver did a double take, and said to himself, "I've got to give up drinking! Look at the test they're giving now."

Newsflash

Ireland 's worst air disaster occurred early this morning when a small two-seater Cessna plane crashed into a cemetery. Irish search and rescue workers have recovered 1826 bodies so far and expect that number to climb as digging continues into the night.

Office, Excel and Windows logos are the property of Microsoft and are used for reference points only.