Managing bills just got easier! With Xero’s new Quick View functionality, you no longer need to click through individual bills or juggle multiple tabs! Now, you can view and approve bills directly from the Quick View screen. This streamlined approach is a more efficient way to stay on top of your school’s payables—ideal for schools with multiple bills to process each month. Save time, reduce hassle, and ensure timely approvals with this handy feature! To access this feature, simply click the icon on the far left under the "View" tab next to the bill you want to check, and voilà — the transaction details will pop up right there! To approve a bill, go to the "Awaiting Approval" tab, select the bill/s you want to approve by ticking the box on the left-hand side, then click the 'Approve' button.

Did you know that Xero has released a new duplicate bill feature? Now, when Xero detects duplicate transactions, you’ll receive a notification on the Purchase Overview screen and on all tabs of the Bills page. You can click the close icon to dismiss the alert. To review each set of duplicate transactions, click " Review " on the notification. If the bills and credit notes are not duplicates, you can select " Keep all. " Otherwise, you can delete or void any duplicates. If a bill or credit note has already been paid, you’ll need to manually remove the payment before you can void it. If you need assistance, please call AFS. Please note that if you create bills or credit notes from a repeating bill template, Xero will not identify them as duplicates. However, it may recognise duplicates if they are created from two different repeating templates. Review identified duplicate transactions: In the Business menu, select Bills to pay . Click the menu icon, then select Review duplicate bills . Or, within the notification at the top of the page, click Review . Click the contact name, then select the bill or credit note you want to review, or click Keep all if they’re not duplicates. Review the bill fields, then select Void , Delete or Keep all . You can also review the file attachments on the bill. Click Keep all , Delete or Void . Review any other other contacts with duplicate bills.

As schools navigate the complexities of budgeting and resource allocation, identifying ways to reduce operational costs has become increasingly essential. While it may seem impossible to cut costs without compromising the quality of educational services, there are several areas where schools can enhance spending efficiency and achieve significant savings. Below, we’ve compiled a range of cost-saving strategies that schools can implement to effectively lower their operational costs while maintaining a high standard of education. 1. Bulk Purchasing : Explore bulk purchasing agreements for supplies to benefit from lower prices. The Ministry of Education provides information on bulk purchasing options, which can lead to significant savings. Additionally, negotiate long-term contracts with suppliers to secure better pricing on regular supplies. 3. Reduce Paper Usage: Reduce paper usage by transitioning to digital processes (where possible). This can help cut down on printing costs and promote a more environmentally friendly approach. 4. Shut Off Computers: School computers in the computer rooms and offices require a lot of electricity. Shut down the computer rather than putting it to sleep to save on operational costs. You can install software and timers into the system that shuts off all the electrical programmed appliances after school hours. That way you can save on around 12 hours of unnecessary electrical usage. 5. Hire out Facility Space: Hiring out space is an idea to bring money in rather than save, but nonetheless, it will help the school budget. Most schools have areas that can be useful for organisations in the community. Offering to hire out these spaces creates a way for schools to bring some money in while strengthening community connections. Schools may consider hiring out sports facilities or equipment, theatre space for rehearsals or shows, or the school hall for community meetings or other events. Another idea is to hire out the car park for special events nearby. 6. Waste Reduction Strategies : Implementing waste reduction strategies benefits both the environment and the budget. Schools can initiate recycling programmes and work to minimise food waste in cafeterias. 7. Work with Local Businesses: Many local businesses are interested in sponsoring school events, as it offers them valuable exposure in the community. By partnering with these businesses, schools can not only reduce costs but also create mutually beneficial relationships. Seeking sponsorships or donations can help cover event expenses, and schools may also benefit from discounts on products and services.

The Ministry of Education's Schools Buying Team is hosting a series of online sessions in Term 4 for staff responsible for purchasing, with the aim of helping them achieve the best overall value. Upcoming Topic: Buying Electricity Session Dates: Wednesday, 13 November: 3:15 - 3:45 PM Thursday, 14 November: 3:15 - 3:45 PM If you are interested, please email school.buying@education.govt.nz to let them know which session you would like to join. They will then send you the Microsoft Teams link to join the session. For more information, visit: https://www.education.govt.nz/.../buying-goods-and.../ 

View our Chalkboard - October 2024: - 2025 Annual Budget - Important Notices - Reminder - New Resource: AFS Budget Brochure - Xero Tip of the Month: The New Duplicate Bill Feature - Cost Saving Strategies: Tips for Schools to Reduce Operational Costs - Looking ahead https://public2.bomamarketing.com/email/1x5n

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Since all Xero users were automatically transitioned to the new invoicing system from the classic version on September 2, 2024, many of you may still be adjusting to these changes. We understand that adapting to new tools can take time, so we want to remind you of Xero's latest resource: Your Guide to New Invoicing. This comprehensive course is designed to help you navigate the new invoicing features with ease. From creating invoices and adding discounts to managing payments and more, this guide covers all the essentials and advanced tips to enhance your experience. To access the course and get up to speed with the new system, visit the link below: https://learning.central.xero.com/student/activity/3482 ? 

For At Accounting For Schools, we understand that every school is unique and may require different levels of support. That’s why our financial support options are flexible and tailored to meet your school’s specific needs. When you partner with us, we will sit down with you to identify how our services can best complement your schools in-house capabilities and develop a support plan that suits you. Over time, our collaboration can evolve to align with the increasing financial expertise within your school. As your staff gain confidence, they may wish to assume greater responsibilities with slightly reduced support from us. Conversely, if a key staff member departs, we can step in and intensify our support to minimise disruption to your accounting operations. If you haven’t yet partnered with Accounting For Schools, let’s arrange a meeting today to discuss how we can best support you and your school's evolving needs. Call us at 04 909 7729.