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AM-Win Newsletter May 2007 In this edition
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The Editor's Desk
We have included a must read document in this edition under AM-Win support solutions entitled Be Ready for End of Financial Year - What to do to prepare for the year-end processing. It will assist you in having all of your relevant accounts balanced and your reporting correct prior to rolling over your accounts into the new financial year. [and it might save you paying too much tax as well] Please note that the article is printable and there are instructions for printing at the start of the document. End of Year rollover instructions New release of AM-Win is imminent Survey Last month's survey asked whether you would like to see OH&S issue published in the newsletter. We only had 41 people respond with 56% saying yes and 44% saying no. I'm not sure that the result is conclusive enough to take up a huge amount of space in the newsletter so I think that we will add only content that is highly relevant. Feed back received Remember the e-mail address is webmaster@am-win.com.au if you have something to say or contribute. Newsletter Archives. Cheers New 1300 phone service for National support clients outside of Brisbane local phone area. In response to requests from clients who currently need to dial STD to reach National Support we have introduced a new 1300 phone service. The new number is 1300 766 231. If you are in the Brisbane local telephone area please continue to use the local 3802 8322 phone number. Annual Distributor Conference and New Version release - Kevin Sturgiss, AM-Win Programming Director
One of the main items on the agenda was the imminent release of version 7.6 AM-Win and its new features. There are many enhancements to the new version but some of the more exciting are, a new sales module, a new AM-Win/web site interface and upload, and the ability to SMS your clients direct from AM-Win. [Your part is in Mr Jones, your car is ready Mrs Smith] AM-Win Distributors and Consultants spent much of their time in training so that they are able to support and assist their clients when they upgrade to the new version after June 30th when it is released. We have worked with and listened to our Clients, Distributors and Consultants around Australia and New Zealand and have incorporated many of their great ideas and requests into version AM-Win V7.6. I know how much work and effort that my programming team have put into making AM-Win V7.6 the best version yet and firmly believe that with it's new and exciting enhancements it will be an asset to your business. Kevin Sturgiss The following document is printable. To print it click here. A new window will open in your web browser with only the document displayed. Click the print button and select print from your printer window. Once you have printed the document close your browser window and you will be returned to this page. Be Ready for End of Financial Year What to do to prepare for the year-end processing. Speak to your Accountant Your accountant will require certain reports such as balance sheets etc. Some accountants vary in the reports they expect and a discussion with them prior to ending your year may save you a lot of time and grief at a later stage. Your accountant should also be made aware of your chart of accounts in advance to ensure they are aware of what each account represents and where they need to place it on their system. Not all accountants would understand your terminology for what you call an account. Version 7.5 users can print their reports out in PDF format and save them to CDRom - preferably not re-writable. [Don't forget to make a copy - one for the accountant and one for you]. The CD should be carefully marked EOY reports 2007. By storing them in PDF format on the CDRom your accountant will be able to view the reports on his computer and you will be smug in the knowledge that you have been very professional, saved yourself hours of printing and have saved a heap of trees. Backing up your data Printing a report To get a list of all un-finalised jobs go to Reports > then workshop > then Jobs in progress.
Reviewing purchase orders
Do not to forget to process Bank charges, Loan Payments, Lease payments or any other direct debit or other automatic payment that goes into or comes out of your bank account. As these only show on your Bank statement each month and you do not get a remittance posted to you each month to remind you they can easily be forgotten. Stock-take Reconciling your Ledger control accounts to your aged analysis. In the event that they are not, you have a few options. The best option is to track down the event/transaction that cause the out of balance to occur. The first step in doing this is to go into AM-Win and select the Check Tran Master file option from the Others menu.
You can then print this list and investigate each entry. You should also do the same process for Supplier and Ledger to check any other out of balance entries. 4. The next step is to print the Transaction-Audit report under the reports > accounting menu within AM-Win
This will display a list of any out of balance transactions that have occurred.
In the event that you are unable to find the discrepancy after many hours of searching then you may wish to process a journal against the control account (3020) to rectify this problem (we highly advise AGAINST this unless its simply a last resort). Now it depends on which way the journal entries go either debit or credit by how much the debtor & creditor accounts are out by> (Up or Down/ minus or
positive) Please note this screen is an example only; do not follow for your entries. If you are unable to journal against these accounts then you must set-up the Ledger Masks under the tools menu within AM-Win to provide you access to these accounts.
You should also check that your 1040 (all stock held) account matches your stock average cost on the stock valuation report. The stock valuation report will give you qty x ave ex cost, for grand total ave cost value of stock. To do this Go to reports > stock> valuation report to get this figure. You'll find it at the bottom of the last page.
In most cases due to negative stock, incorrect stocktaking, resetting of average costs etc these figures will not balance. In the event that they do not balance you should attempt to investigate why. However, in most cases this will be a very long and fruitless exercise. If you have given up on this then transfer the out of balance amount from your 1040 or appropriate stock account to your 7020 cost of sales account where it should have gone in the first place. (Using your General ledger journal screen). Check that your income statement YTD figure equals your un-appropriated profit figure on the balance sheet. (It comes under “Income & Expense”) These two figures should be the same. If this is not the case then you may have some corrupt or unbalanced entries. If this is the case contact your distributor for further help, Data can be lost due to corruption, power failures, processing errors, hardware lockups, virus attacks or any other event. Your distributor will try to help your fix the problem but it is not guaranteed due to some of the instances above. Using AM-Win to check a supplier's ABN or ACN number on-line. You're making a Supplier transaction and you enter the ABN number and AM-Win rejects it because it's incorrect. Or you don't have the ABN number so you have to phone the supplier and request the information. Another hassle that you can do without today. AM-Win can help. Let's try to find the Supplier's ABN on-line. Make sure that you're on-line. Open your AM-Win Supplier's Master file. Now look for the ABN number field - if you can't find it check out the image below. The ABN number field is marked with a black star.
You will see a button marked ABN to the left of the ABN number field as per the image below
Click on the button marked ABN with a right hand arrow. Magic happens - we are now looking at the ATO web search screen. You will notice that we can search by either ACN, ABN or company name Enter one of the above three choices into the search box and click the appropriate checkbox. For example if you were searching by company name you would type the company name into the search box and click the "name" checkbox. If you were searching by ABN you would type the ABN number into the search field and click the "ABN" checkbox. Let's try it out. Type Repco Auto Parts in the search field and click the company name checkbox. You will now be shown a state list and be given options to search by trading name or legal name.
Click the state box in which this supplier operates. Now click the start button to commence your search. More magic. AM-Win will return the appropriate information as per the image below.
Try our some of the other buttons and alternative searches. It's unbreakable so you can click away to your heart's content without damaging anything. Business Information Safety issues in the office environment
For instance, an office employee standing on a swivel chair to adjust an air-conditioning vent with a paper spike sitting on an employee's desk. It is not just the danger of falling off the chair that needs to be considered, what if the employee on the chair fell and landed on the paper spike? There are also health issues which need to be considered and can become prevalent over a period of time, such as repetitive strain injuries, failing eyesight as a result of poor lighting and psychological stress. This is why it is important to consider the type of hazards present in your office. For example:
Office-based work is one of the fastest growing forms of employment today and as a result, the health and safety aspects and practices need to keep pace with the rapid changes. As an employer, you are encouraged to make the workplace as safe as possible. Workplace layout The layout of your office will be determined by the amount of space at your premises and the tasks that will be performed. There are a few core issues to consider when designing the office layout. These include:
Making sure good "housekeeping" is maintained in the office will also help reduce the risk of potential accidents. To do this keep a clear, organised working space for employees. This will reduce the risk of people tripping over items on the floor, emergency exits or stairways being blocked, overloaded electrical points and the build-up of combustible waste which can cause a fire. As a business owner/employer you should also make sure fittings used as part of the workplace layout do not pose a potential hazard. For instance, sharp corners on cupboards, hooks, railings, placement of furniture, etc. There are also related issues which will need consideration. The following is a basic list of areas of the office environment that will need attention to improve the health and safety of your workplace. The importance of correct lighting, noise and temperature According to the National Occupational Health and Safety Commission, lighting levels must be sufficient for the work areas and for the tasks being performed. Too much or too little light can lead to:
Make sure any flickering lights are replaced immediately. Faulty lighting, especially fluorescent tubes, can cause great annoyance. Regular maintenance of these lights should help the situation. Glare and reflections in the work place can also be a major concern. For example, if a bright window is positioned behind a computer screen making it difficult for the employee to see the screen properly. To rectify this problem you can:
Office temperature Uncomfortable warm or cold work environments can effect the comfort, concentration and productivity of employees. Factors which contribute to comfort include:
Temperature controls can range from fans and blowers to air conditioning and heating systems. Optimal temperature is between 21 to 24 degrees Celsius. Environments that have extreme temperatures can harm health and safety generally and should be assessed so that adequate controls can be determined. Office noise Noise in an office environment may not be as noticeable compared to the noise levels of a workshop or machinery plant, but it can still provide a source of annoyance to office workers. There are several things you can do to control noise in the office environment:
Office equipment A number of machines are standard in offices nowadays such as photocopiers, printers, paper shredders and facsimile machines. With any equipment there is always a level of safety which must be considered. This applies in particular to office equipment like photocopiers and printing machines that radiate large amounts of heat and light. Some equipment may also release particles and gases into the work environment. Buying well-designed equipment will help to eliminate any potential hazards. The following is a checklist of recommendations from the Victorian WorkCover Authority: When purchasing new equipment:
Office ergonomics Most of the work office employees are likely to carry out will probably be computer-based. So you should cater for the type of work your staff will encounter. In order to reduce physical or injury problems, you will need to make sure that your seating facilities and workstation arrangements comply with ergonomic guidelines. Not only will this reduce loss of productivity due to strain or injury, but is necessary to ensure you are not subject to compensation claims at a later date. At the very least you should:
Chairs When it comes to office chairs, it is important to make sure you use an ergonomic design. An appropriate office chair should have the following features:
Desks When choosing a desk you should consider the sorts of tasks that it will be used for. It is not always necessary to buy an adjustable desk as long as it adheres to the necessary knee clearance dimensions. However, an adjustable desk can be more versatile. A non-adjustable desk's knee space should be a minimum of 800mm wide to allow for movement and it should have a 460mm vertical space under the desk. Once you have a desk with enough space the chair can be adjusted to fit the desk dimensions. A good desk should have rounded corners with no sharp edges, good access for legs with no obstacles under the desk to cause discomfort and possible injury and a flat, smooth surface for ease of writing in a neutral colour with a non-reflective finish. Office storage systems Many office workplace injuries stem from incorrectly stacked or unbalanced shelving, lifting heavy items from desks or shelves or heavily laden filing cabinets which can cause muscle strain or could fall if unstable. The Victorian Work Cover Authority recommends the following general principals for office storage areas:
Filing cabinets are one of the most popular sources of office storage. They can also be a source of workplace accidents if used incorrectly. Some common problems and solutions with the use of filing cabinets include:
Windows Tips
Don’t Become Part of the Spam Problem Yes - we've been receiving urgent, breathless warnings in our e-mails again
about viruses, worms and other things that will attack our computers and do
horrible damage to our keyboards/screens/mothers/fathers/hard drives or
data. And yes they have all been warning us about hoax viruses.
If you think you’ve stumbled on the world’s most important virus alert, via your uncle’s sister-in-law’s roommate’s hairdresser’s soon-to-be-ex-boyfriend, keep these three important points in mind:
Try hard to be part of the solution, not part of the problem. And if a friend forwards you a virus warning in an e-mail, do everyone a big favour. Shoot him/her a copy of the preceding bullet points, ask him/her to tape it to the side of his computer, and beg him/her to refer to it the next time he gets the forwarding urge. Note: Information about viruses [should that be virii] can be found on the AM-Win web site. Click on virus information in the top AM-Win menu [the black one top right side] and you'll be taken to the McCafee Virus Info site. Check it out before you click the Forward button and send out those useless virus warnings. The clean one first Little Johnny and Susie, each ten years old, decided to get married. So Little Johnny went to Susie's dad to ask for her hand in marriage. The next jokes are a little on the risque side - if you're not comfortable with this genre of joke please don't read on - but they're really not that bad. Gems-in-the-rough Contributed by Carolyn at Seaside Automotive in South Australia. Thanks Carolyn - you win a free link to your website. Click here to visit Seaside Automotive's website here - highly professional and well worth a visit. Here's Carolyn's yarn. A young family moved into a house, next door to a vacant lot. Now What! A couple of hunters are out in the woods when one of them falls to the ground. He doesn't seem to be breathing, his eyes are rolled back in his head. The other guy whips out his
mobile phone and calls the emergency services. He gasps to the operator: “My friend is dead! What can I do?” An oldie but a goody Bob and Wendy had been dating for a while and Bob finally asked Wendy to marry him. Wendy agreed without hesitation but she insisted as part of the bargain that she wanted him to get her name, Wendy, tattooed on his manhood. Bob had Wendy tattooed on his manhood as agreed and during its
proudest moments you could read the word Wendy and at other times only Wy was
visible. And the final word from Melinda at AM-Win Software Development in Sydney THE NEW AUSTRALIAN NATIONAL ANTHEM (Please stand up with hand on heart] Australians all let us rejoice Until next month
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C
Hi everyone, 
Our annual
AM-Win Distributor conference was held between 24-26th May at the AM-Win programming
office in Sydney. The conference was well attended with Distributors and
Consultants flying in from New Zealand and from all over Australia.
The office may
seem like a fairly benign environment, void of any real dangers. However, it
can often be the relatively mundane tasks which harbour hidden dangers not
often thought of as potential hazards.
