GDPR – What will the changes mean to you?

GDPR will bring the biggest change to Data Protection in twenty years.

As a Microsoft Dynamics NAV/Business Central/365 supplier we have paid close attention to this regulation, and how it is likely to affect our customers.

Internally our ISO 27001 certification give us a solid foundation as the regulation comes into force.

While no singular action will make you compliant with GDPR – it will require your organisation a whole to be mindful and action the directives. We have developed a GDPR tool to enhance our NAV system to automate some of the requirements.

At TES we try to be environmentally conscious, printed out the GDPR includes 99 articles and 173 preliminary comments. This blog aims to answer the complex question ‘what will the GDPR mean to me?’

Firstly,  change.  The GDPR will bring change, and an opportunity to commence some serious data hygiene. Bringing data hygiene to the forefront of your organisations minds will pay dividends in the long term success. With continued data leaks, hacking and the loss trust of the public with data. Now is the time to take advantage of this requirement and really clean up your data house.

>> Register for our GDPR Tool webinar here <<

Below are extracts regarding directives that our GDPR tool will support you with compliance. 

1.     Right to erasure ‘right to be forgotten’.

The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and you as the controller shall have to erase personal data where one of the following grounds applies:

a.     the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;

b.     the data subject withdraws consent on which the processing is based according to point (a) of Article 6 (1), or point (a) of Article 9 (2), and where there is no other legal ground for the processing;

c.     the data subject objects to the processing pursuant to Article 21 (1) and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21 (2);

d.     the personal data have been unlawfully processed;

e.     the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject;

f.       the personal data have been collected in relation to the offer of information society services referred to in Article 8 (1)

This maybe a timely process, and you will need resource to be able to meet this requirement as it states there must not be ‘undue delay.’ You will also be required to evidence a process in which you are able to meet this requirement. Our GDPR tool will not only provide a function of anonymising it, but the framework it sits in will validate your compliance.

>> Register for our GDPR Tool webinar here <<

1.     Right to object.

The data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her which is based on point (e) or (f) of Article 6 (1), including profiling based on those provisions.The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.

a.     Where personal data are processed for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him or her for such marketing, which includes profiling to the extent that it is related to such direct marketing.

b.     Where the data subject objects to processing for direct marketing purposes, the personal data shall no longer be processed for such purposes.

c.     At the latest at the time of the first communication with the data subject, the right referred to in paragraphs 1 and 2 shall be explicitly brought to the attention of the data subject and shall be presented clearly and separately from any other information.

d.     In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, the data subject may exercise his or her right to object by automated means using technical specifications.

e.     Where personal data are processed for scientific or historical research purposes or statistical purposes pursuant to Article 89 (1), the data subject, on grounds relating to his or her particular situation, shall have the right to object to processing of personal data concerning him or her, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

Following on from the previous directive this reinforces the GDPR and it’s ambitions of giving data control back to the individual. If they object to your organisation holding their data, direct marketing, or profiling. Our GDPR function will pull their data from your system and delete it, in turn complying with their right to object.

Another directive we feel we need to make our customers aware of:

Responsibility of the controller directive : 

1.     Taking into account the nature, scope, context and purposes of processing as well as the risks of varying likelihood and severity for the rights and freedoms of natural persons, the controller shall implement appropriate technical and organisational measures to ensure and to be able to demonstrate that processing is performed in accordance with this Regulation. 2Those measures shall be reviewed and updated where necessary.

2.     Where proportionate in relation to processing activities, the measures referred to in paragraph 1 shall include the implementation of appropriate data protection policies by the controller.

3.     Adherence to approved codes of conduct as referred to in Article 40 or approved certification mechanisms as referred to in Article 42 may be used as an element by which to demonstrate compliance with the obligations of the controller.

There are amendments in your Microsoft Dynamics NAV system to enhance your compliance with this directive. A demonstration of this will be made in our GDPR Tool Webinar. The change log will produce an audit trail which demonstrates who and when they changed their data. There are also security enhancements to safeguard your data and ensure only people who need access have it.  

>> Register for our GDPR Tool webinar here<<

Data Portability.

‘Data subjects’ can demand a copy of the data held on them (‘data portability’), ask for information to be corrected (‘right to rectification’) and also request it to be deleted (‘right to be forgotten’) our GDPR tool provides the reports and functions to do all of these jobs.

The GDPR states ‘Data protection is by design and default’. Your NAV system can be configured in a variety of manners which meets the requirements of this directive. The features include a wide range of technical measures to ensure there is a appropriate organisational measure to protect data when it is processed. Coupled with the security benefits in the cloud Microsoft Dynamics NAV, TES and our GDPR Tool is a strong and secure foundation to commence your GDPR compliance.

Our GDPR Tool will be showcased by Dr Chris Wilson on Thursday the 19th of April at 14:00 – 14:30 if you would like to register click here.

 

 

 

Microsoft Dynamics 365 Business Central

Microsoft Dynamics 365 Business Central is set to be released April the 2nd.

Digital transformations have been the hot topic of late, and with the ever-changing world of technology, success is in development and transformation. Success is being able to adapt and evolve with the ever-changing technology world. Microsoft continually enhance and develop their systems to ensure their users are always ahead of the competition.

The Microsoft Dynamics 365 suite’s latest release will be Microsoft Dynamics 365 Business Central, generally available April 2nd. Business Central offers organisations a single end to end solutions for managing finances, operations, sales and customer service, and an opportunity to easily upgrade from their entry-level accounting software and legacy ERP systems.

 Business Central integrates with other Microsoft cloud services, including Office 365 and can be customised or extended for specific industry needs with Power Apps, Microsoft Flow and Power BI.

 Dynamic 365 Business Central brings the full power of Dynamics NAV to the Cloud, with the option remaining to host on premise. The foundation of proven technologies that have served 160,000 customers and millions of users worldwide. As a single end-to-end application, Business Central offers:

·  Business without silos. Unify your business, and boost efficiency with automated tasks and workflows—all integrated within familiar Office tools like Outlook, Word, and Excel.

· Actionable insights. Achieve greater outcomes and gain a complete view of your business with connected data, business analytics, and guidance delivered by Microsoft’s leading intelligent technologies.

· Solutions built to evolve. Start quickly, grow at your own pace and adapt in real time with a flexible platform that makes it easy to extend Business Central based on your changing business needs.

Dynamics 365 Business Central will be generally available on April 2, 2018 in 14 countries – United States, Canada, United Kingdom, Denmark, Netherlands, Germany, Spain, Italy, France, Austria, Switzerland, Belgium, Sweden, and Finland.

Do even more with Dynamics 365 Business Central using pre-built applications, available through the AppSource marketplace, to easily and cost effectively extend your solution

Excited to learn more? Get in touch to see if Total Enterprise Solutions can help your organisation be more efficient with Microsoft Dynamics Business Central.

Dynamics 365, Business Edition, Microsoft Dynamics NAV

Microsoft Dynamics NAV – Why TES?

 

Simplify your duty to report on payment practices and performances process

Every year, thousands of businesses experience severe administrative and financial burdens, simply because they are not paid on time. Late payment is a key issue for business, especially smaller businesses as it can adversely affect their cash flow and jeopardise their ability to trade. In the worst cases, late payment can lead to insolvency.

Regulations made under section 3 of the Small Business, Enterprise and Employment Act 2015, introduce a duty on the UK’s largest companies to report on a half-yearly basis on their payment practices, policies and performance for financial years beginning on or after 6 April 2017. The information must be published through an online service provided by the government, and will be available to the public.

Who needs to comply ?

Businesses are in scope of the requirement for a financial year if, on their last two balance sheet dates, they exceeded two or more of the thresholds for qualifying as a medium-sized company under the Companies Act 2006 (section 465 (3)). The thresholds relate to turnover, balance sheet total and average number of employees.

Currently these thresholds are:

  • £36 million annual turnover
  • £18 million balance sheet total
  • 250 employees 

What are the obligations?

Businesses in scope of the reporting requirement (see pages 4-9) must prepare and publish information about their payment practices and performance in relation to qualifying contracts (see paragraphs 34-39), for each reporting period in the financial year. The information for each reporting period must reflect the policies and practices which have applied during that period, and the business’s performance for that period.

The report must be published on a web-based service provided by or on behalf of government within 30 days of the end of the reporting period.

The report must contain the information required by the regulations and must be approved by a named company director or (for LLPs) a designated member.

What is a Qualifying Contract ?

A qualifying contract is a contract which satisfies all of the following:

  1. It is between two (or more) businesses
  2. It has a significant connection with the United Kingdom (as explained in paragraph 36-39 below).

iii. It is for goods, services or intangible property, including intellectual property.

  1. It is not for financial services.3

Information to be disclosed

For each reporting period businesses are required to report on the following, in relation to qualifying contracts:

Narrative descriptions of:

  1. the business’ standard payment terms, which must include – the standard contractual length of time for payment of invoices, maximum contractual payment period and any changes to the standard payment terms in the reporting period, and how suppliers have been notified or consulted on these changes
  2. the business’ process for resolving disputes related to payment

Statistics on:

  1. the average number of days taken to make payments in the reporting period, from the date of receipt of invoice or other notice
  2. the percentage of payments made within the reporting period which were paid in 30 days or fewer, between 31 and 60 days, and in 61 days or longer

iii. the percentage of payments due within the reporting period which were not paid within agreed terms

Statements (i.e. a tick box) about:

  1. whether suppliers are offered e-invoicing
  2. whether supply chain finance is available to suppliers

iii. whether the business’ practices and policies cover deducting sums from payments as a charge for remaining on a supplier’s list, and whether they have done this in the reporting period

  1. whether the business is a member of a payment code, and the name of the code 

Reporting Periods

For normal 12 month accounting periods there will be 2 reporting periods, of six months each, starting on the first day of the accounting period and ending at the end of the first six months and starting on the first day of the 7th accounting period and ending on the last day of the 12th accounting period. The information above must be published within 30 days of the end of the reporting period.

First Year Reports

Table 2: First year reports Financial Year beginning What is the first reporting period? When must the first report be published on the web service?
1st January 1st January 2018 to 30th June 2018 On or before 30th July 2018
1st April 1st April 2018 to 30th September 2018 On or before 30th October 2018
5th April 5th April 2018 to 4th October 2018 On or before 3rd November 2018
6th April 6th April to 5th October 2017 On or before 4th November 2017
After 6th April First six months of the business’s 2017-18 financial year Within 30 days starting on the day after the end of the business’s first reporting period.

 

Need Help ?

TES have created a series of reports and screens to allow you to comply with these new requirements with minimal work from you.

For more information please contact Samantha.shaw@totalenterprisesolutions.co.uk

Would you like to read more about this legislation or the document this article refers to, you can find it here. 

 

How powerful email automation for NAV can help your business

Sending batches of personalised emails is one of the most popular features of Zetadocs Delivery, which has helped over 5,000 companies with their document management needs. That’s why we have created a short video on it.

Watch the video here!

There are a range of other benefits of Zetadocs Delivery.

Why not see them in action during our webinar on:

“How to become paperless and achieve a fast ROI” on Wednesday 14th February 12:30- 13:00

Register now

Total Enterprise Solutions Webinar

Register for our Microsoft Dynamics NAV Deep-dive webinar Thursday 15th February at 14:00

Total Enterprise Solutions are the fastest growing NAV partner in the UK.
With an established team of professionals, with a wealth of experience in all aspects of  Microsoft Dynamics NAV, both in the cloud and on premise.Used by over 14 million users from over 118,000 companies worldwide, NAV is a comprehensive core business management system.

We are committed to providing a superior service to our customers by maximising their return on investment.
At TES everyone from our apprentices to our Directors are aligned with our values; honesty, quality and integrity.

Attend our free webinar with our Finance Director, Robin Parkin and see if TES and Microsoft Dynamics NAV is the right ERP system for your organisation!

Click here to register! 

Microsoft Dynamics NAV, Microsoft Dynamics 365 for Finance & Operations, Business Edition – Making Tax Digital?

As Her Majesty’s Revenue and Customs (HMRC) service strive to become one of the most digitally advanced tax administrations in the world, tax going digital is a hot topic. HMRC want to make the tax system more effective, efficient, and easier for customers to comply with.

What does that mean for you? Making Tax Digital will be enforced in Phases.
Initially businesses in the UK will be required to start using the Making Tax Digital system in April 2019, but only to meet VAT obligations. This is going to be a trail and the UK government has said they will not extend this requirement of Making Tax Digital for business beyond VAT until the system has proven to work, and certainly not before April 2020. This is all aimed to make it easier for both businesses and individuals to stay on top of their tax related affairs.

How does Microsoft support Making Tax Digital?
Microsoft are working to ensure that the supported UK versions of Microsoft Dynamics 365 for Finance and Operations, Business edition, as stated in the Microsoft Lifecycle Policy, will comply with the Making Tax Digital initiative.
VAT reports are already supported electronically, and the technical requirements of the initiative are being discussed between Microsoft and HMRC. There are advisory groups set up to ensure that Microsoft functionally support Making Tax Digital before it takes effect for businesses.

Here are some FAQ’s:

If you want to know more about the foundations for Making Tax Digital, please see this page from the UK government.

Embracing the fear of digital transformation

Are you thinking of undertaking a digital transformation? Are you not convinced by the sparse roadmap of Microsoft Dynamics GP, and want to trade your license in for Microsoft Dynamics NAV? Moving all your infrastructure into the cloud but not sure where to start? Change is good for you, don’t fear the digital transformation.

Here at Total Enterprise Solutions we have a bespoke methodology that we have reviewed and refined to ensure even the biggest of transformations run smoothly. Technology is ever changing and there is no doubt the success of your organisation is key to keeping up with the times.

At TES we work collaboratively with your organisation to empower your employees and the NAV system users to guide them through the transition. We know that change is sometimes seen as fearful and when surveyed, three-quarters (74%) of UK leaders surveyed agreeing that alterations in tasks create anxiety among employees and almost half (49%) also find employees express fear of change when digital transformation initiatives are introduced. So, what can you do combat these fears?

Microsoft’s 5 ways to embrace fear

1. Reframe the language. Be clear and transparent about what you are doing and why you’re doing it. Highlight the benefits to employees alongside benefits to the business, and try to bring the changes you want to life through personal stories, rather than buzzwords that might turn people off.

2. Be clear that you encourage experimentation and are accepting of failure on the path to success.  Show this through words but also through your actions.

3. Be proactive in allowing teams the time and space to experiment, so they feel engaged in finding solutions and new ways of working with digital technologies.

4. Be empathetic and flexible, rather than rule driven. Empathic leadership promotes a sense of team and increases productivity, morale and loyalty.

5. Encourage employees to team up and put processes in place that foster a culture of dialogue, conversation and feedback, as opposed to imposing ways of working on people.

From your initial expression of interest, business analysis and scoping, training, through to go live, we have a dedicated team to take you through your journey. From sales, to project managers and your dedicated account manager, from the moment you join the TES community you’ll be supported. We always strive to build long term relationships so customer service and support is paramount to us.

If you would like to enquire about further training for your team with Microsoft Dynamics NAV we can help. If you’re thinking of joining the TES community and want to see if we’re the right partner for you, just drop me an email at Samantha.shaw@totalenterprisesolutions and I will endeavour to answer your questions.

You can download the complete document the Microsoft tips came from in our Downloads section.

Paper – what is it costing your business?

You may have an idea how much time and money paper is costing you and your business. If you do, the facts below may resonate with you. If you are don’t, they may surprise you!

Did you know?

  • 68% of paper used in an office is wasted*
  • 1.5 hours per week per worker is wasted looking for documents and information misplaced or lost**
  • This equates to £557m worth of time wasted per week
  • 20% of workers recreate documents they can’t find***

 

If using paper is wasting your time and money, you should attend our webinar on “How to become paperless and achieve a fast ROI”, to be held on Wednesday 14th February.

 

Register now

How much do you rely on paper?

Paper remains at the heart of many businesses today, despite us living in the digital age.

SMEs, in particular, still rely on paper-based processes and believe there are too many challenges to overcome in order to reduce this reliance. However, there are some easy-to-implement steps you can take if paper is costing you time and money, and the benefits of going paperless are well worth striving towards.

The benefits
There are a range of processes that are still carried out using paper by numerous companies. These include sales order processing, supplier invoice processing, expense management, collections management and proof of delivery tracking.

Some of the benefits of moving these processes from paper and onto your screen include:
• Saving time and costs by producing, sending, filing, approving and retrieving documents automatically and electronically, rather than manually using paper
• Improving customer service by helping your finance, sales and customer services teams respond more quickly to enquiries by having everything on screen
• Reducing your carbon footprint by cutting the amount of paper that your company prints, stores and delivers

Learn more
We are hosting a webinar with our partner Equisys, who specialize in document and expense management software for Microsoft Dynamics NAV. During this, we will discuss:
• The challenges involved in going paperless
• The facts behind how much time and money paper is costing businesses in the UK
• Practical steps you can take to reduce your reliance on paper
• How other mid-sized businesses have become paperless

Join this free webinar on Wednesday 14th February at 12:30 – 13:00 if you’d like to discover ways to reduce your paper usage and achieve a fast return on your investment

Click HERE to register.