As a follow up to our Backup article from Issue 12 of the newsletter email, this weeks email expands on the need for contingency planning. Contingency planning is vital to ensure that your computer system can be up and running as soon as possible following any disaster.
The first step in organising a contingency plan is to identify the situations that may cause a disaster, and the consequences they will have on your business. Disasters such as fire, theft, storm damage, and power outages are common threats to all businesses but you may have specific circumstances that also need to be addressed. Computer systems are also prone to attacks from hackers, virus emails, hardware failure, computer fraud or even sabotage.
The next step is to assess the level of risk you face from each of these potential disasters, and then to put in place a plan to minimise the chance of a disaster occurring, and how you would recover if one should occur. Your plan should include preventative measures that minimise the impact of such an event, the actions required to get you system running again in case of an event, and any equipment, personnel or services required to get your system running again (even in a temporary state). It’s important that your plan has clear steps and that your employees are aware of who is responsible for each to minimise confusion and downtime.
As with backups it is vital that you have someone in charge of your contingency plan and that they review this regularly, as your computer equipment is likely to change over time.
How do I use SAS2000 to bill a company that has hired the School Hall?
You can create a Bill in SAS2000 to send to the company for hire of the hall.
To do this you need to register the company hiring the hall as a Contact in SAS2000. (There is no need for Family or Student details.)
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Go to PEOPLE>CONTACTS
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ADD a new Contact Record
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Click on the FULL NAME button and enter an asterisk (*) in the FIRST NAME field
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Key the full company name into the LAST NAME field
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Enter the company's address and phone number(s) and SAVE the record
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Keying the full company name into the Last Name field ensures that the company name prints correctly, and that the company can easily be found on the Contact Lookup list.
If a value is not included in First Name field the company name will not print on the Aged Trial Balance. Putting the asterisk in the First Name field meets the requirement for this field to have a value without affecting the company name. It also makes the company name easy to pick out on the Aged Trial Balance Report.
A Bill Item now needs to be set up for the hire of the hall:
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Go to FEES>BILL ITEMS
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ADD a new Bill Item
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Enter the details for the Bill Item as follows:
Code - Hall
Description - Hire of Hall
Description to print on Bill and Statement - Hire of School Hall
GL Account - Select the appropriate GL Account Code
Tax Code - Select the Appropriate Tax Code
Price includes Tax? - Select if the amount is to be displayed including or excluding Tax
Amount - If the amount is fixed key in an amount or leave as zero
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The next step is to raise a manual bill for the hire of the hall.
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Go to FEES > BILLS
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ADD a new bill
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Select the name of the company that is hiring the hall as the Contact.If you are selecting the Contact from the Lookup form you will need to un-tick the Fee Payers Only box at the top of the form. If this box is ticked it restricts the Lookup form to show only those Contacts that are registered in SAS2000 as being fee payers for students.
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Drag the HIRE OF HALL Bill Item from the Items box on the left side of the form to the Bill Details Box on the right side of the form
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Right click on the HIRE OF HALL item you now have on the right side of the form. This brings up the BILL ITEM DETAILS Form.
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Make any necessary changes to the Bill Item information, for example modify the description you want to print on the Bill, enter or adjust the amount that is for being billed etc
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Once you have made the necessary changes to the Bill Item click SAVE
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Repeat this for each Bill Item you need to add to the company's bill
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There are three different options for printing a Tax Invoice for the company. You can:
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Tick the PRINT TAX INVOICE field on the bottom left corner of the Bill form and the invoice will print when you save the Bill
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If you have already saved the Bill, call it up on screen in view mode and click on the PRINT button on the Bill form
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Go to REPORTS>FEES>TAX INVOICE PRINT and enter the Bill number or the Contact's code and PRINT the invoice
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You can now POST the Bill
When the company pays the Bill the receipt is entered as a debtors receipt so the payment is matched off the Bill on the company's account.
www.timeanddate.com
Do you need to know what time it is in another part of the world? This website can help you quickly and easily. You don’t need to spend any time working out the time difference between your location and another (and risk getting it wrong!). All you need to do is enter details of the location you need to know about and the website will do all the work for you!
You can enter the name of a continent to view current times in all countries within that continent, or you can enter the name of the city you are interested in to see information for that location only.
"With confidence, you can reach truly amazing heights; without confidence, even the simplest accomplishments are beyond your grasp."
Jim Loehr, Sports Psychologist
For more information, please contact:
Heather McKay
Human Edge Software
Phone: +61 3 9690 5004
Fax: +61 3 9690 2802
Email: sas2000@human-edge.com.au
Human Edge adheres to a policy of not sending unsolicited (SPAM) e-mail. You are receiving this e-mail because you are listed as a contact for a product or service that our organisation provides or have requested that this service be activated for you. If you are receiving this message in error or wish to have our records changed please advise us via return e-mail or call us on +61 3 9690 5044
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