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Accounting & Payroll

Get Up in the Cloud

Thinking of moving your payroll to the cloud? Here’s how to do it and why you should.

Monique Verduyn

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Mention moving to the cloud and someone is bound to ask, “How do we do that?” The answer is that it’s really simple. All you need is connectivity, and all you have to do is replace your existing system with a business-application cloud service.

This will mean that you have decided to end the life of your existing application and instead receive your payroll and HR software from a new provider. That provider will manage the migration of all your data to the cloud, and manage the application’s security, availability, and performance, as well as address any problems and changes in the underlying software and hardware the application depends upon. It’s that easy.

Cost competitiveness

Charles Pittaway, MD of Sage Netcash, says that the biggest benefit of moving to a reputable cloud service is that business owners get access to a safe online system with competitive transaction fees.

“SMEs can exercise control over their money and only pay for services used. They get secure online access to debit order collections, salary and creditor payments, credit card gateway and a range of credit and risk management services from one account. Overheads are reduced as there are no hardware costs, no costs for additional resources, and no costs for managing several different accounts.”

High security

The integration of a variety of security services provides customers with a single secure payroll system, directly from the payroll software. Security services include identity number validation and verification services, bank account validation and verification services, credit checks and secure salary EFT payments.

Bank account validation and verification ensures that a valid bank account has been entered into the payroll system and that it is in the name of the employee specified on the payroll. This eliminates one of the most critical areas of payment fraud which occurs when an employee’s salary is paid into a fake or erroneous bank account. In addition, the solution validates employee banking details with major banks.

“Businesses want simple, cost-effective and efficient debit order, salary and creditor payments, and credit and risk management services,” says Pittaway. “As a business owner your cash flow and your relationship with your customers and creditors are the two most important aspects of your business. Cloud solutions ensure that all transactions are processed securely, accurately and on time each and every time.”

Many cloud application service providers enable users to register for an account online. That means there are no lengthy approval times to open a merchant account, and implementation of the service can be done in a matter of hours. With Sage Netcash, the service agreement has no fixed time frame which allows you the flexibility to discontinue the services at any time.

The benefits

Moving your payroll to the cloud allows your business to reap the many benefits of software as a service (SaaS):

1. Innovation

You always use the latest release of the software, so the business has continuous innovation in user experience, work flows and capabilities.

2. Reduced costs

Cloud solutions can easily and quickly be deployed to solve immediate business needs.

3. Risk Mitigation

SaaS providers typically excel in security measures, including access controls, back-up and recovery, and other potential vulnerability points.

4. Control 

With SaaS, the business gets full control over process timing (data entry, audits, check runs, quality checks, adjustments), which is not guaranteed when the payroll is managed in-house or outsourced. You also get anytime access to data, analytics and reporting, and the assurance that the software always includes the most recent changes in legislation.

5. Scalability

Cloud-based solutions make it easy for businesses to dynamically scale operations as and when they need to.

Monique Verduyn is a freelance writer. She has more than 12 years’ experience in writing for the corporate, SME, IT and entertainment sectors, and has interviewed many of South Africa’s most prominent business leaders and thinkers. Find her on Google+.

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1 Comment

1 Comment

  1. Greytip

    May 28, 2013 at 14:32

    Moving on the Cloud especially for a process like payroll brings in a lot of benefits to an organization in terms of data storage, safety, usability and more. Cloud-based HR & payroll software Greytip Online is a boon to HR folks as it allows data and
    services to be accessed remotely through a web-browser; without the need
    to install and manage the application on local machines.

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Accounting & Payroll

How To Strategically Minimise Accounting Costs As A Start-up

“Financial Compliance can be a costly exercise when approached carelessly”.

Kenlin Stride

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As a practicing accountant one of the most common phrases uttered by clients is that “I will get to my accountant when I can afford one”. The reality is your accountant costs can be minimised when you applying some simple tricks to avoid being charged an arm and a leg.

I have compiled a few areas where you can streamline your business to minimise your businesses accounting fees. Please bear in mind these are guidelines and a consultation with your accountant will still serve you best.

1. The ‘Shoe Box’ strategy is dead and gone

The shoe box is a box filled with all your company and supplier invoices jumbled into one box. As an accountant when faced with the shoe box we smile because now we get to charge our hourly rate doing admin that could have been done by either you the business owner or one of your employees. Accountants make a large portion of their turnover from doing admin that could have been avoided if business owners had more foresight.

2. Separate personal from business transactions

Nothing is more time consuming for an accountant then having to comb through a business income and expenses only to realise through consultation with the client that personal items were accounted for as business income or expenditure.  As a rule of thumb remove all personal income and expenditure from your business in totality.

Related: Financial Management and Accounting Support for SMEs

3. Record keeping! Record keeping! Record keeping!

Simple record keeping can be your best friend in reducing costs. Here are a few guidelines to live by:

  • As pointed out in Number 3 have a separate bank account for business and another for personal
  • Date and Number your invoices, sounds simple but very few start-ups put emphasis on this administrative function.
  • Provide complete statements for the period requested by your accountant for your credit card and bank statements.
  • Keep supplier statements as this will aid your accountant especially during the financial year end of your business.
  • When submitting your debit/ card receipts and there is no accompanying invoice list on those receipts what was purchased.

4. Ask your accountant for a Retainer Agreement

A retainer agreement is a great way to ensure your monthly accounting costs do not fluctuate. With a traditional agreement your fees may spike when it is your company’s financial year end or when your taxes are due. With a retainer agreement your able to budget for a set figure payable monthly. This also translates to an attractive for your accountant who can now rely on a guaranteed cash flow injection monthly.

The bases for an accountants pricing will involve what their hourly rate is , the longer they spend on doing record keeping and deciphering what activities took place in your business the more you will be charged. Remember regardless of how close you are with your accountant or how simple you feel your business structure is your accountant will need as much information as possible to represent your business activities accurately on your financial records.

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Accounting & Payroll

Technology In Accounting – Race For Relevance

Change is not just coming, it’s already here and the rate of change is growing exponentially.

ACCA

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Change is not just coming, it’s already here and the rate of change is growing exponentially. The recent research from ACCA around the race for relevance talks of six key technologies (Analytics, Artificial intelligence, Cloud computing, Cyber, Social and Robotic process automation), likely to present opportunities that challenge our traditional ways of working to all businesses, including SMEs – as well as their finance function.

The report explains that whatever the size of the business, technology change is having an impact.

It is imperative for SMEs to understand these technologies and start to, at least, plan. Failure to capture opportunities runs the risk of businesses being marginalised.

Technological advances provide finance functions with significant opportunities to play a valued role in maximising the organisation’s strategic ambitions and in how it is evolving. Not of all the key technologies may be relevant to all immediately, however, understanding which of them apply and can deliver value, is important.

Related: Want To Know Your Numbers? 3 ACCA Accounting Online Courses Your Can Take For Free

In this corporate race for future relevance, recognising the opportunity is essential.  Organisations are in a race to remain relevant to their customers and communities. Adapting and embracing technological changes in business is critical. Companies who leverage new technology well are going to win big in business. If CFO’s are to remain in decision making roles the need to understand the importance of data analytics is crucial. Businesses need forward thinking CFO’s who:

  • understand how to use the information available to them to provide strategic insight in real time;
  • capture, measure, report and predict future performance in a much more agile manner to support better and quicker decision making;
  • ensure they have in place effective and efficient processes that satisfy the overall business requirements of finance.

This is not to say that there is one approach. No single model fits all finance teams but there is an overall direction of travel. However, its not enough to become more efficient, but finance function must assist businesses to make decisions based on the right data. To achieve the goal of transforming the finance function, the CFO needs an understanding of the emerging technologies and the opportunities available. The CFO must ensure that there is sufficient governance of the data sources, be these internal or externally generated, to provide insights based upon ‘one version of the truth’.

Related: 4 Accounting Online Learning Courses From ACCA You Can Take For Free

In realising the finance technology strategy, it should be remembered that this is often a partnership between the Information Technology (IT) team and the finance function. As business partnering has affected the relationship between finance and its customers so the same process can be replicated in the relationship between finance and IT.

By 2020, organisations are expected to gain $1.2 trillion in business from their slower-to-adapt peers. How do you, as the accounting professional, influence this today? How do you work with IT to thrive in this age of change?

 

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Accounting & Payroll

Can Computers Replace Human Accountants? We Doubt They Can

People remain paramount to the accountancy profession despite advanced modern technology and artificial intelligence. But accountancy is no longer just about financial statements and tax returns.

SAICA

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“The secret lies in embracing the technological advances without sacrificing the values and ethics that sustains and defines the profession,” says Jeanne Viljoen, Project Director: Practices at the South African Institute of Chartered Accountants (SAICA).

“Don’t fear technology – embrace it and use it wisely. By embracing technology, the profession can provide deeper insight to their clients while helping them understand the rapidly approaching ‘new normal’ for business operations.”

The radical transformation of accounting

“It is no secret that accounting has been radically transformed by globalisation, digitisation and a growing amount of technological integration into business operations.

External disruptors, like the use of big data, the cloud and distributed ledger technology also affects the profession, but computers will never replace human interaction or advice.

Computers and algorithms may increase accuracy and can crunch numbers and vast amounts of information at increasing speed, but they have no feelings and cannot learn common sense or the ability to plan creatively. They also cannot deploy human judgement or professional scepticism,” Viljoen continues.

Related: From Local To Global: Bruce Mackenzie CA(SA) Shares Top Tips On Being A Successful Entrepreneur

This, paired with a human accountant’s technical knowledge and adherence to a global Code of Ethics and international standards applicable to certain types of engagement, offers vast new potential for accountants to accurately interpret data and develop insights that will underpin more valuable strategic recommendations for their clients.

The focus of accounting is changing

“While traditional services will continue to remain an important part of what accountants do, the focus will be different. The biggest benefit of using artificial intelligence (AI) instead of manual bookkeeping, is probably the time it frees up for accountants to provide strategic advice to businesses and organisations.

Real-time accounting can help small to medium businesses to take decisions when needed instead of waiting for months for financial statements.”

Correct analysis of business data is exactly what gives a business a competitive edge and help generate a higher profit margin.

“If, for instance, your company sell products online, software that enables you to determine when your customers are most active online will help you determine the best time to market to them. The correct technological systems and software can make your business lean and mean and will enable a total overview of your business at the press of a button.”

Related: Financial Management and Accounting Support for SMEs

This can prevent relatively small problems like absenteeism on certain days and over claiming on business trips to turn into big crisis situations.

“This is exactly where accountants will continue to play an important advisory role, because they are trained to analyse risks, and spot outliers, exceptions and trends.”

Accountants can also assist businesses and organisations with cyber security and successfully navigating their digital landscape, helping to avoid cyber fraud and the theft of personal information.

The future of accounting

Viljoen also referred to twelve predictions about the future of the accountancy profession made by Rob Nixon, an internationally renowned accountancy expert. These are:

  1. Compliance will be completely commoditised, meaning less “human” time spent on ensuring compliance.
  2. Cloud accounting will be installed in more than 90% of small- and medium-sized entities, because more and more people want their data and information on their mobile devices.
  3. More than 90% of accounting firms will have cloud practice management, as it improves efficiency and mobility and lowers operating costs.
  4. Coaches and consultants – even non-financial – will become competition for tomorrow’s accountant.
  5. Clients will be more transient because of cloud accounting. All that is required for data to be captured is a login code. This will result in tighter and more enduring relationships between client and accountant.
  6. Offshore teams will be more prevalent – cloud computing will enable your teams to work anywhere.
  7. Compliance prices will plummet, new systems costs will be reduced and financial reporting will be current.
  8. Marketing and sales skills will be needed – with commoditised services comes price pressure and new low-cost entrants into your market. Accountants will need to differentiate and give compelling reasons as to why clients should stay with them.
  9. Young people will not buy into staid and boring systems – they are not interested in old-fashioned systems/equipment and offices. Instead, they will be tech-savvy and will want progress faster than ever before.
  10. There will be no more time-based billing, but rather a valuation of the intellect that has taken many years to develop.
  11. The role of business advisor will result in more than 80% of an accountant’s revenue, as accountants can add a huge amount of value when they know the facts. Spending less time on compliance services will mean that an accountant will have more time to truly live up to the trusted advisor status that they deserve.
  12. Advanced technology will mean that clients are finally served properly with real-time data, resulting in the accountant adding real value to the business.

In the light of all of this, it is important for small to medium businesses to look critically at their digital strategy, she concludes. “You don’t need to buy the biggest, most expensive accountancy system. Look at your cash flow and needs and invest in a system that can grow with your business. Your accountant will be the best person to advise you on this.”

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