Charity Torn Paper

Struggling with your Charity finance system? We can solve your problems.

If you’re struggling with your finance system in a Charity or Not For Profit organisation, it’s likely that whatever your issue, we will have seen it before. Here at Total Enterprise Solutions (TES) we are passionate about the Third Sector. We specialise in working with Not for Profit and Charity organisations, and have dedicated the past decade to streamlining these organisations and eliminating many of the common issues faced in this sector.

Common questions:

  • How can I make my partial VAT recovery process quicker?
  • Why can’t we allocate a budget to the budget holder?
  • Can you help us despite our finance system being unsupported and outdated?
  • Can we reduce our paper and maintain easily accessible records?
  • Our accruals reporting is long and arduous, how do we streamline this without compromising quality?
  • How do we save time in our finance department?
  • Can I manage my ERP system on a mobile device ?

Whatever your issue, we can help. Total Enterprise Solutions speak the language of the Charity sector. We know your problems and have spent ten years perfecting solutions to problems just like these. Built on the market leading platform Microsoft Dynamics NAV  (also known as Business Central) we have developed a series of reports and enhancements called ‘The Not For Profit Pack’.

Over years spent working with the country’s leading charities and public sector organisations we have gained a wealth of experience. Built around Dynamics NAV, Microsoft’s on premise or in the cloud market leading ERP system, we have created a tailor-made solution to meet the needs of your specialised sector.

We appreciate the need for high quality service delivery, careful administration and the scrutiny of accounts undergone by charities. TES can deliver an innovative, easy to use system that fully integrates all of the familiar Microsoft software, enabling you to empower your staff and focus on your core mission.

Keep your donors, supporters and funds carefully managed through a finance system that provides data to insight in seconds. Income management, SORP financial reporting, budget allocation and approvals and meticulous reporting practises are streamlined and easy to produce within Microsoft Dynamics NAV coupled with Total Enterprise Solution’s Not For Profit pack.

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We are committed to assisting you reach your organisational goals. If you are a charity and would like to discuss how we can help , please do not hesitate to drop us an email enquiries@totalenterprisesolutions.co.uk

or give us a call on 0345 257 1173

Free software demonstrations available 

Thinking about moving to the Azure cloud

Thinking of moving to Azure? Five reasons why TES agree.

1. We can help you with migration. Azure allows users to migrate their complete solution to the cloud with ease. Saving you time, money and effort, Total Enterprise Solutions can assist you through this process. Or there is a step by step guide how to do it yourself here

2. Security is top of any organisations agenda following the implementation of the General Data Protection Act, and the continual threat of hacking or data leaks. Microsoft have a dedicated security team to ensure the highest levels of security is taking care of the Azure cloud. With the ability to back up your data in various locations around the globe, you can be sure your system is safe and secure backed up in another data center. View our infographic on the cloud here.

Microsoft are also investigating an eco-friendlier data centre in the sea. You can watch a video about this here:

3. We practice what we preach. We never store customer data, systems or our projects on hardware. It is all in the Azure cloud. This is due to its reliability. Your team can access their work any time of the day or night.

4. It’s so flexible. Buy the space you need now, and increase your requirement as you grow. If you have a sudden requirement for more space, Azure keeps track of your solution and will auto scale to ensure your requirements are always met.

For more information around Azure’s scalability click here.

5. From data to insight in seconds. Make educated decisions with your data exactly how you want to visualise it. Power BI and Azure are both tools Total Enterprise Solutions use to help you streamline, secure and run your organisation with to give you what you need when you need it.
Keep an eye on our blog to see Power BI webinars coming soon.

If you would like to discuss moving your organisation into the Azure Cloud and the benefits around this, please do not hesitate to contact us on enquiries@totalenterprisesolutions.co.uk

or call us on 0345 257 1173

Cloud storage concept. Illustration of young people using laptop for downloading app from cloud storage. Flat design of people sitting on the big cloud.

What features can you use to increase your Microsoft Dynamics NAV/365 Business Central Security?

Total Enterprise Solutions (TES) are dedicated to ensuring their processes and systems are as secure as possible. Since undertaking and achieving ISO 27001 certification, and GDPR coming into force, TES endeavour to continuously improve our systems and procedures to enhance levels of security to reduce the risk of data leaks or hacking.

It is estimated that organisations worldwide lose 5% of revenue to fraud. That’s a projected loss of £193 Billion in the UK economy -$3.5 trillion worldwide. Coupled with career criminals becoming increasingly professional, and convincing with their approaches, security is an imperative topic to all organisations.

Facebook are in the news again this week for lack of transparency and failing to protect users information. The £500,000 fine was due to the timing, the ICO said it was unable to levy the new penalties introduced by the European General Data Protection (GDPR), which caps fines at the higher level of 20 million Euros or 4% of global turnover.

Vendor Bank Account Security

TES are therefore delighted to announce the release of our Vendor Bank Account Security Module for Microsoft Dynamics NAV / 365 Business Central.

The standard Dynamics NAV / 365 Business Central security and approvals are supplemented by a simple workflow, based around the creation and modification of Vendor Bank Account Records by implementing the following business logic.

  1. All changes to Vendor Bank Account details immediately place the record into a “Blocked” state.
  2. Vendor Bank Accounts can only be unblocked by users other than the user logged as making the change.
  3. At the time of payment journal posting all Vendor Bank Accounts in the journal are checked to see if they are in a blocked state. If any Vendor Bank Accounts are in a blocked state, then it is not possible to post the journal.
  4. Vendors can be profiled as ‘Dormant’. If this setting is applied, the status of all related Vendor Bank Account Records is set to blocked.
  5. Vendors marked as ‘Dormant’ are displayed in the Vendor list view in yellow to visually indicate this.

This module therefore provides you with an additional level of security to the processes of:

  • Creating Vendor Bank Account Records
  • Managing Vendor Banks Account Records
  • Managing Vendor Records
  • Validation of Electronic Payments to Suppliers

Adding this additional layer of functional control provides you with a risk management strategy to assist in minimising the potential for fraud within your organisation.

If you would like to download the whitepapers you can do so here.

If you would like to discuss this further please do not hesitate to contact us on enquiries@totalenterprisesolutions.co.uk or 0345 257 1173

The businessman chooses the GDPR on the touch screen .General Data Protection Regulation concept may 25, 2018.

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.

 

 

 

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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

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Microsoft Dynamics NAV – Why TES?

 

Financial accountant with adding machine

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. 

 

Laptop get email envelope on personal post on screen

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

businessman pressing webinar button on virtual screens

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! 

Tax Payment

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.