Xero: Classic Invoicing Is Retiring - 2 September 2024
March 5, 2024
For some time now, Xero has offered its users two invoicing options: classic invoicing and new invoicing. However, in line with its ongoing commitment to innovation and to make way for enhanced features and improved functionalities, Xero has announced that it will retire the classic invoicing option, effective September 2, 2024.
We understand that change can be an unsettling thing, but we assure you that Xero's new invoicing option is packed with time-saving tools designed to make invoicing more efficient. While some things may look a little different, all of your settings and invoice templates will seamlessly carry over.
If you are not already using new invoicing, now is the perfect time to make the switch. By familiarising yourself with the new version early on, you'll have plenty of time to adjust and get comfortable with the new interface.
How do I make the switch:
You can make the switch to the new version of invoicing by clicking on the 'switch to new version', button in classic invoicing. You can also switch back to classic invoicing until it's retired, giving you the flexibility to choose which version works best for you. Xero also offers helpful resources and support to guide you through the transition process.
What features can you expect in the new version?
Xero is continuously working on adding new features to the new version of invoicing. Before the retirement of classic invoicing, they will be incorporating many of the features that are currently available in classic invoicing, such as the ability to copy invoices to other documents, create overpayments, and view detailed history and notes.
Additionally, there will be exclusive features in the new version, including more flexible invoice customisation tools, improved email templates for faster payments, and an easier way to personalise payment methods directly from your invoice.
We're here to help:
If you need any assistance with the transition, please don't hesitate to contact our team on 04 909 7729.
We're here to help.
A school library is a hub for learning, creativity, and exploration, but it doesn't always take a large budget to make it an inviting space. With some thoughtful planning and creativity, you can breathe new life into your library without overspending. Whether you're looking to improve the physical space, create a more engaging environment, or make the library more accessible for students, there are plenty of budget-friendly ways to give your school library a fresh new look. Below, we’ll share a few practical and creative strategies to revamp your library without breaking the bank. Evaluate your space: This needs to happen before you begin doing anything else. One library layout does not fit all. So observing and planning is very important. Your primary goal is to make the library space user-friendly for all of your students. Is there a lot of collaboration and co-teaching going on in your space? Do you have students that come to the library to take reading quizzes, or do they come to use the space for studying/online classes? Asking yourself questions like this can help you plan a layout. Plan your space: When choosing a layout, sometimes the only decision-maker is you. But you don’t have to remain on your library island all alone, talk to other school librarians in your area and beyond. If you have seen a library layout that has been recently changed that you like, it doesn’t hurt to get others’ opinions on what they did in the planning stage. Redecorate your space: Many schools are feeling the budget crunch these days, so our advice is to make the most of what you already have. The key here is repurpose, refresh, recycle, and reuse. If something can't be revived but it's within your budget to replace it, then go for it! Otherwise it is time to revitalize what you have, and a fresh coat of paint can do wonders in transforming a space. Instead of buying new furniture, consider repainting or reupholstering old chairs and tables to give them a fresh, updated look. You can even repurpose items from other areas of the school or community to create comfortable reading nooks and cozy corners. One out-of-the-box idea that you might want to try is connecting with local businesses. They may be willing to donate new books, furniture, or supplies to help refresh your library. Building strong relationships with community members can lead to future collaborations that benefit both the school and the local businesses.
Are your contacts in Xero getting a little out of control? If the answer is yes it might be time for some Xero housekeeping! Duplicate contacts can easily be merged. All the financial data is merged into a single contact, and the duplicate is then archived. This allows you to keep all contact information and related transactions together, instead of across multiple records for the same contact. When you merge duplicate contact records, no transactions are deleted (this includes invoices, bills, and other financial transactions). The transaction details are added to the activity details of the contact you keep. To merge two or more contacts: 1. In the Contacts menu, select All contacts . 2. In the search field, start typing the name of the contact you want to merge. 3. Once you are satisfied the contacts are associated with the same company, select the checkbox for each contact you want to merge. Do not select the contact you want to retain . Ensure that the contact you keep has the correct bank account details. 4. Click Merge , then click Confirm merge . The merged contacts will be archived and all associated transactions will be merged into the activity details of the contact you keep. Note: You can restore a merged contact if necessary by going to the Archived section (highlighted in the image below in the top toolbar). In this section, simply click on the contact and then click the Restore button located on the right-hand side of the page.
View our Chalkboard - January 2025: - Welcome back to Term 1, 2025! - 2024 Annual Accounts - Important Notices - Xero Tip of the Month: How to Merge Duplicate Contact Records - How to Revamp Your School Library on a Budget - Looking ahead https://public2.bomamarketing.com/email/aWj3
Go Paperless with Xero’s File Inbox Feature! Ditch the paper trail and switch to Xero’s File Inbox, a convenient and efficient document storage solution. This feature allows your school to move away from traditional archiving methods while enhancing both organisation and document accessibility. While this feature doesn’t replace Google Drive (we still prefer you to upload the information needed for monthly Management Reports and annual accounts to the AFS Google Drive folder), it offers a secure and accessible place to store your school’s documents, such as lease agreements, supplier contracts, and insurance policies—all in one easy-to-access location. In your Xero file library, you’ll find an Inbox and a Contracts folder, with the option to add any additional folders you may need. You can upload files directly to the file library or email them straight to the Inbox folder. To access your Xero inbox and create a folder: Click your organisation name, then select Files. Click the "+ New Folder" option on the left hand side Name your folder, then click save. To email a file into your Xero inbox: Click your organisation name, then select Files. Copy your unique Xero files email address (found in the upper right section of the Files Library). Add the email address to your email, attach your file and send. Move the file out of the Inbox folder and into another folder if you want it to be available permanently. Or upload by: Click the organisation name, then select Files. (Optional) Select a folder to upload the file to. Click Upload File, then select your file. Alternatively, you can drag and drop an attachment from your computer into the Files screen Extra Tip: naming the files before you send them to Xero will save time filing them to folders
View our Chalkboard - December 2024: - Merry Christmas & AFS Out-Of-Office Dates - End of Year Preparations - Important Notices - Xero Tip of the Month: Utilising the Xero Files Feature - Reminder: Xero Assistance Programme (XAP) - Looking ahead https://public2.bomamarketing.com/email/Ve46
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.
View our Chalkboard - November 2024: - 2025 Annual Budget - 2024 Annual Accounts Preparation - New Resource Coming Soon: AFS School Revenue Handbook - Xero Tip of the Month: The Quick View Functionality Tool - Xero: Changes to the Retirement Date of Classic Invoicing - Welcome to the Team: Harpreet & Gurpreet - Looking ahead https://public2.bomamarketing.com/email/GynW
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.
