Embracing technology, storage and security. Take your business to the next level

Transcription

1 Embracing technology, storage and security Take your business to the next level

2 2 Contents Embracing technology 3 Do you need a server to store your information? 4 Security 7 What risks? 7 Preparing your books with MYOB online accounting software 8 Which accounting software is for me? 9 Looking for an Approved Partner bookkeeper, consultant or trainer? 10 Find us 14 The information provided within this document is of a general nature and is intended to be a guide only, in accordance with our Legal Disclaimer. For specific advice regarding your particular circumstances, please consult your tax agent or the Inland Revenue Department as appropriate.

3 3 Embracing technology Developments in technology help us run a business more efficiently, but its ever-changing nature can make it hard to keep up. A good system and process, whether manual or online, can always be improved. If you don t allow your business to evolve with improvements in technology, you run risk of being left behind by your competitors. For this reason, you need to embrace a bit of Kaizen philosophy and strive for continuous improvement. It s also important to keep up with changing legislation, regulation and product or service standards to avoid putting your business at risk of penalties and other consequences. Online accounting software can help you stay up to date with changes in both technology and your compliance responsibilities giving you better peace of mind for your business. Kaizen which is the Japanese word for improvement has seen businesses all over the world strive to measure and improve the ways they work on an everyday basis.

4 4 Do you need a server to store your information? When your business starts to consist of more than one person, you might start thinking about how to share critical business information and technology resources, such as printers. Most small businesses start to link computers together with a network and are unaware that the benefits of a server computer may actually be within their budget. Why buy a server? Servers are specifically designed to provide file storage, file sharing, resource sharing (like printers) and other services, to multiple computers. Servers can also help you: + + Better find and manage business-critical information in one consolidated location. + + Store large chunks of information, enabling individual PCs to perform better. + + Access up-to-date customer information quickly. + + Share and calendaring details between your team. + + Protect your information by making back-ups easier. + + Provide secure access to and calendars, other files or to your entire office PC, from another internet-connected computer. + + Better manage security features and monitor threats to your computer systems.

5 5 It might sound like it s going to be expensive, but servers are no longer confined to dedicated rooms for large corporations with IT departments. Many Small Business Server bundles are now available with the hardware and software needed for a business with as little as five staff. How do you know if you re ready to run a server? + + You need to consolidate and arrange your files (you can t always find what you need, when you need it). + + You re worried about whether all of your important files are secure and are being backed up. + + You have employees who travel, frequently telecommute, or work off-site, and would benefit from accessing what s back in the office. + + You d like to run accounting software or other line-of-business applications on more than one PC. + + You need to share hardware such as printers and fax machines for two or more PCs. + + You keep adding more files onto your PCs and running out of disk space. + + Your business is growing and plans to add new computers and employees or even a second location.

6 6 As with any technology purchasing decision, you need to discuss your business needs and plans with your trusted IT advisor to see if it s the right time for a server. You may be looking for aggressive growth, stability or even expense reduction this year, so you ll want to focus first on the server features that will support your goals. You also need to ensure that you re not expecting technology to solve a problem that could be resolved with a change in your business processes.

7 7 Security Can you afford to lose your customer database, credit card data, membership lists, designs, and documentation, and other sensitive financial data? A lack of knowledge around the issues present with using wireless devices can put all of this and more at risk. What risks? For example, if someone outside your business is using your wireless system to gain access to internet downloads, you pay the fee for them using your service and bandwidth! It s a neat trick but it s very easy to do. If you re a typical owner/manager of a small business, you re probably looking for devices that can be installed using the out-of-the-box default settings. This is manufactured by design to allow and enable the new device to automatically detect the wireless access point closest to the new wireless device. This means the functionality and operation starts as soon as the device is charged up, whether by battery, or powered at the mains. As small business owners are typically time poor, they may overlook or not be aware of risks associated with the default settings in their rush to set up their new wireless device. Wireless networks (and associated devices) can be attacked through rogue access points, such as: + + Ad hoc or free WiFi networks + + Accidental discovery + + Malicious association + + To make sure that your business and data is adequately protected, check your systems and make sure that you have security measures in place appropriate to your level of business risk.

8 8 Preparing your books with MYOB online accounting software Preparing your books using MYOB accounting software can save you a lot of time. It has all the smarts you need to complete your pay run like GST codes that you can allocate to each of your business transactions. Generate reports detailing GST related income, expenses and capital purchases to complete your GST return with ease and efficiency. Using MYOB to do my books has been a huge help. It makes it easy to file my GST returns, something I dreaded having to do. Denyse Forsyth Kruizey Kidz

9 9 Quick and easy to set up, MYOB Essentials has all the features you need to take care of your day-to-day bookwork, including: MYOB BankFeeds Link your bank account and save around 10 hours. All the features you need to take care of business. Always tax compliant Fast and easy updates ensure your business is in line with the latest tax legislation. Work together with your advisor Share information with your accountant or bookkeeper without having to be in the same place. Better manage cashflow MYOB Essentials lets you manage your cashflow, invoices and tax liabilities in real time. Safe and secure You can securely store and manage supplier bills in your accounts to make your monthly obligations easier. 100% online There s no software to install on your computer, MYOB Essentials is fully accessible via your web browser. Try for free

10 10 Ideal for desktop users wanting to move online or needing a more customised solution. Stay competitive MYOB AccountRight is powerful accounting with business management capabilities so your business can stay competitive to get ahead. Stay in control Fully customisable, it enables you to stay in control of the most demanding jobs, inventory and multiple company accounts. Stay informed Includes 150 reports and a fully customisable dashboard for your specific business requirements. Stay compliant Improve productivity and efficiency, make compliance easy, and choose the plan that best suits your business needs. Learn more

11 11 Next generation Payroll New ways to help businesses manage payroll - cut time spent managing payroll by 40% * Try for free Take care of your people Essentials Payroll has everything you need to take the hassle out of paying employees and meeting your employer obligations. Meet your employer obligations Essentials Payroll is the fast and easy way to manage your PAYE compliance requirements. Cut time spent managing payroll by 40% * Get real-time access to more accurate employee timesheets, when employees enter their hours via their smartphone or online using MYOB YourPay. Hours and notes are automatically imported to the payrun. Choose to take the hassle out of PAYE compliance with MYOB PayAgent Nominate MYOB as your payroll provider to outsource the processing of wage payments to employees, PAYE payments to IRD and reporting to IRD. * Source: Customer survey via MYOB Client Insights Panel, June 2014

12 12 Always out and about for work? Access the best parts of MYOB Essentials and AccountRight with MYOB s OnTheGo mobile app. + + Send and track invoices using your mobile + + Better manage your cashflow with real-time invoice tracking + + Easily see when customers view your invoices to minimise late payers + + OnTheGo updates your accounts automatically + + There s no need to rekey information back in the office. Payments made simple Take credit card and debit payments on your phone with BNZ PayClip. BNZ PayClip accepts EFTPOS, Visa and MasterCard credit and debit cards, using contactless, swipe, chip and PIN. With low fees and no strings, PayClip is the easiest and best way to take payments on the move. To learn more, visit myob.co.nz/onthego

13 13 Looking for an Approved Partner, bookkeeper or trainer? MYOB Approved Partners are accredited by MYOB to provide onsite support for MYOB products including sales, setup, implementation, training, advanced reporting, trouble shooting and bookkeeping. Find an MYOB partner nearest to you.

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