After working with accounts departments for over 15 years Monpellier know that every second is vital. The workload is often heavy and staff have to juggle multiple tasks at once, especially around month end and the end of the tax year.

Everyone will have their own tips and tricks for managing busy periods and hectic schedules but here are a few techniques that our clients find most useful.

Double or Nothing

A recent survey found that employees can improve their daily output as much 20% a day by investing in a second monitor. Having that extra monitor space also allows you to extend large spreadsheets and ledgers which saves you scrolling and toggling between tabs. If your manager needs a big of convincing in order to make the purchase there are loads of studies into the befits of additional monitor.

The Paper Problem

It’s now 2017 and surprisingly Monpellier still find businesses rely on paper to drive their accounts payable process. These businesses do understand the risks that using a paper based system brings but the thought of moving to an integrated document management system is daunting. But adding a product like Spindle Document Management is easier than ever. You can even add documents using your mobile device!

Turn Off

It may seem trivial but everyone is guilty of glancing down at every new email that comes through. Why not allocate blocks of times throughout the day where your email notifications are turned off allowing you to commit your whole attention to the task at hand. If you use Outlook here is a step by step on how to.

Stay Connected

Automation is the best way to keep on top of all of your daily tasks. It may seem like a mammoth job to start with but once you find the right integration tools for your processes you’ll wonder how you ever managed before hand. The good news is integration does not have to be expensive! Whether it’s a CRM, document management system or EPOS solution find out what tools your accounting software links to and ask your provider or Monpellier what the process would be and more importantly how much it would cost.

For more tips on productivity surrounding accounting software and process please give us a call on 0191 500 8150 or email us at info@monpellier.co.uk.

Advantages of Payroll Software

When a small business decides it’s time to move to an on premise payroll system it can often be a very stressful situation. But do the advantages of a payroll system outweigh the negatives?

Small business owners who are proficient in paper based payroll or that use a bureau may argue that their current solution is more cost effective. However, completing paper based payroll requires training, staff time and a high level of accuracy. It is for these reasons that a lot of small businesses turn to payroll software

Benefits

Payroll in a small business can be time consuming. Monpellier have collated a few benefits associated with payroll software to help you decide whether it is right for you.

– Reduce Error: Save money by avoiding human error

– Visibility: Staff can login and view their payslips online

– Up to date: Tax and pension legislation is kept current and correct

– Paperless: Electronic payslips offer better communication

What To Look For

When looking for a payroll system, apart from finding a solution that fits your budget, you need to ensure the new system has the following features.

– HMRC Compliance: HMRC recognised software helps ensure you stay up-to-date and fully compliant with the latest payroll and pension legislation.

– Support: Access to a payroll expert by phone, email or live chat.

– Flexible Payment: If you don’t want to be tied to 12 or 24 month contract look for a solution with a monthly subscription option.

– Speed: Look for a system that will save you the most amount of time. For example a solution that allows you to pay employees straight from the software.

If you wish to find out more about the payroll systems Monpellier offer please give us a call on 0191 500 8150 or email us at info@monpellier.co.uk. We would love the opportunity to help you find the right solution for your budget.

Thinking of buying a new EPOS system?

Thinking of buying a new EPOS system for your business but are unsure on costs and which software to go for? Monpellier provide complete EPOS solutions for every need and budget.

While almost every EPOS system is an advantage over no EPOS at all, you need to ensure that the system you have and the software you chose is right for your business. Chose the wrong system and tasks can become elongated, resulting in staff and customers alike becoming frustrated.

Costs associated with a full EPOS System can become confusing with some companies separate all the costs. For example charging individually for each element; software, hardware, shipping, installation, maintenance and support. While you can choose from these elements to build your own bundle, Monpellier have found that the best way for clients benefit from EPOS is to subscribe to a whole package. This allows businesses to continue their everyday tasks with the peace of mind that everything is being looked after and is in control.

For as little as £25* a week you can benefit from a brand new system from Monpellier who can provide the hardware you need along with software from Kamarin to manage all of your point of sale requirements.

KCPOS from Kamarin is powerful EPOS software which seamlessly link with leading account packages such as Sage 50, Sage 200 and Pegasus Opera 3. By choosing a system that integrates with your accounts system you are maximising the benefits that can be gained from having a fully reportable EPOS system. When it comes to a new EPOS system businesses that find a system that can automate their existing processes and link with their existing systems experience the biggest rise in performance and revenue figure.

As well as affordable subscription solutions Monpellier work in partnership with KC Finance, leading independent IT finance specialists, so are able to provide a tailored solution that fits your business.

If you wish to find out more about the systems Monpellier offer please give us a call on 0191 500 8150 or email us at info@monpellier.co.uk. We would love the opportunity to help you find the right EPOS solution for your budget.

*For details of our £25 a week offer valid until January 2017 please ask to speak to a member of our sales team.

Stay Organised – CRM Advice

Customer Relationship Management systems or CRM as they are more commonly known can be game changing when it comes to everyday processes. However, they can also be the cause of great stress and aggravation.

When used regularly and kept up to date CRM transforms businesses by increasing revenue and streamlining processes. But one issue a lot of companies have with CRM systems is bad data. How can you keep your CRM efficient and clean while keeping your team happy?

Follow these tips to get your CRM looking healthy.

• Duplicates – The majority of CRM systems will match based on email address and or full names. But add an alternate email address or shorten John to Jonny and you suddenly have a whole mountain of duplicated or incomplete entries. Try running a report based on company name to spot these duplicates.

• Spreadsheet – A lot of issues come from mass uploads. Prior to uploading large amounts of data take the time to cleanse it. Check for unnecessary fields, duplicates and information which isn’t relevant. This pre check will save you a lot of time down the line and keep your CRM clean.

• Process – The biggest reason for a untidy CRM system is human error and in some cases, laziness. Create a straightforward data entry process that is known and followed by all that have access to the CRM. Check your fields and use drop down fields where possible to reduce multiple entries and error.

• Status – Whatever system you use it is important that the contact’s status is kept up to date to ensure they get the right information at the right time. Whether the contact is a lead, prospect, opportunity, current customer, dormant or ex-customer it is essential they receive the right touch points for the stage of the customer journey they are on.

If these tips aren’t enough to pull your CRM around why not make an appointment with one of our specialists. Monpellier specialise in solving software issues and implementing a solution that works for your business. This includes bespoke options to match your daily processes!

Call us on 0191 500 8160 or drop us an email at info@monpellier.co.uk.

What are the options?

So you’ve heard that there is a system that can improve your business processes, help manage cash flow and allow you to make better informed decision in order to grow your company. That’s great news but with so many systems how do you know which one to choose?

As a Sage Business Partner, here at Monpellier we offer a range of Sage Software Packages, including accounting software, payroll software, HR solutions, business management systems, CRM software and payment services. Within the realm of accounting software alone we offer over 5 different solutions, including Sage 50 Accounts, Sage 200 Standard Online, Sage 200 Extra (on –prem) and Sage 200 Extra Online. These accounting packages are then made up of modules such as Financials, Commercials, Project Accounting, Bill of Material and more. The larger programs then give you the option to choose from a range of modules such as Manufacturing. There are then third party add-ons available which enhance the performance of the system. If choosing software is new to you, this process can become overwhelming and leave you baffled.

Sage have designed and developed software for every business, whatever the size and requirements. From simple accounting and finance software to more robust ERP (enterprise resource planning) systems to manage your entire business. Because every business is unique and no one is the same, there is no out-of-the-box solution and we cannot recommend a package without getting to know a little bit more about your organisation.

Here’s a quick overview of the types of packages Sage offer which will help you narrow down your search for the perfect solution:

Accounting Software – Simple invoicing and accounting for start-ups, sole traders and small businesses.

Payroll Software – Software to pay your employees, automate calculations and submit online to HMRC.

HR Solutions – Software and services to help manage your HR department, stay compliant and reduce admin.

Business Management – Financial and business management solutions for managing complex business processes.

Supply Chain Management – Inventory management, purchase order, sales order, etc. which can be integrated with E-Commerce.

Payment Services – Accept payments online, by phone or using chip & pin with Sage Pay secure payment services.

CRM Software – Manage your contacts and track opportunities from initial proposal to converted sales.

If you’re interested in more information about the Sage packages we offer or would like an accurate quote, we recommend you book a software requirements meeting with a member of our team. In the meantime, please supply us with as much information as you can, including:

• What type of software are you looking for?
• How many employees will require access to the system?
• Which modules do you require?
• Are you looking for an online or on-premise solution?
• Do you have any special requirements?

We’ll help you find the right software for your business!

As specialists in small business accounting software we often receive enquiries from growing SMEs who require an accounting system to cope with their sudden or progressive growth. One of the questions we ask upon initial discussion is “What are you currently using at the moment?” and nine times out of ten we hear the words “Microsoft Excel”.

This brings music to our ears, because although Excel is great for a large number of tasks, there is no way a business with ambition can survive using spreadsheet software for its accounting.

Although Excel might be sufficient at present, down the line as processes get more complex and the volume of invoices and transactions produced on a daily basis increase, companies will outgrow spreadsheets and be required to look for a more robust system.

The key to growing your business therefore is to think ahead and have a long-term strategy in place. Ask yourself:

If I continue doing what I’m currently doing, will I be able to reach the goals I want to achieve?

If the answer is yes and you already have an efficient system in place, you don’t need to read on. If the answer is no and you’re currently using Excel for accounting, continue reading…

5 reasons why you need to ditch the spreadsheets immediately!

1. Manual data entry

Excel spreadsheets require you to manually enter data rather than import it. If you process transactions and use Excel, you will be required to rekey information which is time consuming and can give you a headache. Rekeying information can also result in human error, whether you’re using formulas or not.By investing in an efficient accounts system you will benefit from fewer manual processes, eliminate human error and streamline your business accounting. You can choose to create fields and produce codes related to your business requirements so you don’t need to manually input data at all.

2. Time consuming

Using spreadsheets can be time consuming for a number of reasons. When you are originally setting them up they require a lot of thought and planning. When your business grows your contact list and number of transactions will grow and it will become difficult to drilldown and search for information. Spending time creating and updating spreadsheets can result in a back log of work which will hinder your growth.Accounting software increases productivity in the workplace by automating processes and procedures. It makes reporting quick, VAT returns easy and you’ll always be in the know about the financial position of your company, which in turn will allow you to make better informed decisions.

3. Poor reporting

When creating a spreadsheet for your accounting you need to think about the end result. Ask yourself what am I using this data for? It’s ideal to have a strategy in place before you start so you can create the reports you need down the line. Excel isn’t very flexible and won’t allow you to configure reports automatically as you would with accounting software.With a sufficient accounts system you will be able to quickly identify how money flows through your business. Dashboards and tools will allow you to view your company information in real time and give you a running total of your current accounts.

4. It’s not secure

Excel spreadsheets do not have an audit trail and don’t monitor who is making edits and changes to data, which makes them susceptible to fraud.Accounting software allows you to store important information securely, and with a cloud based solution you will benefit from daily backups. Users can be assigned different access levels so only people with authorisation can edit information, giving you peace of mind when it comes to security

5. Doesn’t integrate
Excel is unable to integrate with applications that are necessary to run a growing business. One of the benefits of an accounts system is that it integrates with other parts of your business, such as stock management, payroll, job costing, time sheets, etc. As your business grows you may require additional modules, such as a CRM system, which can be easily linked when using accounting software.

By saving time, giving you peace of mind and offering you flexibility as your business grows, accounting software is guaranteed to give you a return on your investment. It will allow you to focus on the important things and eliminate time consuming admin tasks.

If you’re ready to embrace change and let your business grow, contact Monpellier on 0191 500 8150 or email info@monpellier.co.uk. We’ll discuss your needs and find the best solution for you and your business.

Four key questions to consider

Sage 200 is a modular based Enterprise Resource Planning (ERP) software solution that enables you to manage all of your key business processes and functions in one place. This allows business owners and key decision makers to make important, strategic decisions based on robust, up to date information from across the business.

Selecting the right partner is therefore a hugely important step in ensuring your solution provides the functionality and information you require.

So, if you’re in the market for a Sage Business Partner, here are four key questions to consider.

Has your Business Partner got a longstanding history of successful integrations?

With more than a decade’s solid foundation in accounts software, business IT services and EPOS systems, Monpellier Ltd is one of the largest providers of computerised business solutions in the UK.

We are proud to have been working with clients across the UK for over 20 years, expertly installing Sage Software into multi-million pound companies across a huge range of sectors.

When in discussions with your potential Business Partner, it’s important to ask about successful installations and review stories, videos and testimonials of past and current clients.

Does your Business Partner understand your specific business requirements?

From financial management through to customer relationship management, stock control and online sales add ons, Sage 200 has everything you need to systemise, co-ordinate and drive efficiency across your operations. It is not, by any means, a ‘one-size fits all’ solution and for this reason, it’s really important that your business provider sits with you to understand your needs before they begin outlining the options available.

At Monpellier, we work with you to define a clear specification of requirements before running through a clear demo of Sage 200 with you.  This gives you the opportunity to view the Sage 200 software firsthand, and test the various elements of functionality.

What ongoing technical and training support is your business partner able to provide following the installation?

We are proud to be a leading Sage Strategic Business Partner and we provide our clients with software and hardware support, consultancy, account management and customer services teams.

We can offer you the flexibility of support face-to-face, online or over the phone – giving you the confidence of knowing there’s always someone nearby who understands your business.

Within the Monpellier group, we also have a longstanding IT Business, which has over 15 years experience in providing technical support services with Microsoft Certified Systems Engineers (MCSE), Microsoft Certified Professionals (MCP) and Novell Netware Engineers.

When you work with us, you can be really assured you’re in good hands!

Is your Business Partner commercially savvy and able to help you maximize the commercial benefits of Sage 200?

The flexibility of Sage 200 means it’s ideal for companies with a turnover of £1 million to £50 million or typically 10 to 200 employees, across all business sectors and delivers scope to grow and it’s important that your business partner can work with you to deliver the functionality and commercial benefit needed for your scale and requirements.

If you’d like to find out more, call us on 0191 5008150 and we’ll arrange to visit you to find out more about your specific business requirements and challenges.

The three main areas of focus for SMEs this year

Friday 8th January 2016 marks the second, global, annual #MicroBizMattersDay – a campaign which encourages people to do something to make life better for micro enterprises (0-9 employees).

Statistics from The Federation of Small Business (FBS), which is the UK’s largest campaigning pressure group promoting and protecting the interest of the self-employed and small business owners, show that in 2015 small businesses accounted for 99.3% of all private sector businesses. As a result, the total employment in SMEs was 15.6 million and the combined annual turnover was £1.8 trillion!

It’s evident that SMEs and micro businesses create most new jobs, most innovation and most support to their communities. The aim of the second #MicroBizMattersDay therefore is to enable more micro enterprises to survive and thrive in 2016.

The three main areas of focus this year are customers, cash flow and confidence. In this blog we’ve addresses these key areas in relation to accounting software (our speciality) and highlighted how your small business will benefit from an accounts system.

Improve your cash flow

Accounting systems, such as Sage 50 and Sage 200 Standard Online, are ideal for sole traders, start-ups and small businesses. Amongst the many benefits, they give you greater control of your business as it becomes more complex. They allow you to keep track of sales, expenses and profit, and quickly analyse business performance with a range of reports.

Sage 200 Standard Online gives you the ability to understand the financial position of your company quickly and easily with a three-tiered nominal structure. It gives you greater flexibility and control with the ability to operate open and closed period accounting. Furthermore, it allows you to analyse by cost centre and departments to produce profit and loss, balance sheet and cash flow reporting.

Manage your customers

Small business accounting software gives you everything you need to manage customers, suppliers, products and services and create customisable quotes and invoices.

Sage 200 Standard Online comes with the Commercials module as standard, which allows you to respond efficiently to customer demands by having a complete view of the stock held in your business.

Depending on the size of your business and your requirements, Sage also offer a Customer Relationship Management (CRM) module which gives you ultimate control over managing your customers. Sage CRM gives everyone in your business access to customer information, including financial, commercial and communications, in order to maintain consistency when it comes to effective customer service. This allows employees to quickly and effectively respond to customer enquiries and ensures nothing gets lost or goes amiss.

Have more confidence

Running a business involves the management of many systems, people and processes and it can be difficult to monitor everything. Sage 200 is a business wide software solution that manages your finances, customers and business insight in one single solution. By providing rigor, control and accountability in one system, Sage 200 dramatically reduces the risk of something falling between the cracks, thus giving you peace of mind and confidence in your business.

Another benefit of Sage 200 is that it comes with powerful reporting tools which give you instant insight into the performance of your business, so you’re always informed and can have confidence in your decisions.

If you’re interested in finding out more about how accounting software can benefit your business, contact us on 0191 500 8150 or email info@monpellier.co.uk. One of our friendly Business Software Consultants will be able to answer any of your questions or book you on to a free demo.

Grow with Sage 200cloud

Recent reports announce that Britain’s manufacturing performance over 2015 was below the level achieved in 2014. According to Markit – leading global diversified provider of financial information services – UK manufacturing purchasing managers’ index (PMI) dropped to a three-month low of 51.9 in December from 52.5 in November. Rob Dobson, Senior Economist at Markit said: “The UK manufacturing sector ended 2015 on a disappointing note, with its rate of growth slowing further from October’s recent high back down towards the stagnation mark.”

Weak export demand, collapse in oil prices, employment stagnation, slower world trade growth, and the decline in global commodity costs feed through the supply chain, are said to be contributors to the decline. However, the biggest reason for the subdued levels of growth has been put down to output and new order growth slowing.

Howard Archer of IHS Global Insight said: “…the pretty lacklustre December PMI suggest that 2016 is also likely to be challenging for manufacturers. Indeed, the breakdown of the December purchasing managers’ survey shows new orders growth matching July’s lowest level for 2015, with export orders only inching up. Furthermore, backlogs of work contracted markedly.”

In order to grow in 2016, manufacturers should be focusing on increasing output, improving order rates and removing bottlenecks in production, all which can be done with the help of an efficient business management solution.

Sage 200 Extra is perfect for growing manufacturing businesses who want to manage their supply chain, finances, customers and business intelligence in a single solution. The manufacturing module covers the entire manufacturing process, including planning, order processing, materials and stock management.

Here’s how Sage 200 Manufacturing can contribute to the growth of your manufacturing business:

• Standardise and streamline production scheduling so you can coordinate your distribution channels and get automated reports
• Support assembly, repackaging of bulk items, resource planning, and scheduling work and materials
• Reduce costs and delivery times, helping you improve productivity by monitoring production processes and tracking components through the whole manufacturing cycle
• Built in scheduling solution that will help you assess potential production issues and produce flexible schedules
• Accurate resource planning to help identify potential areas for savings and reduce the cost of production
• Share manufacturing data across the whole of your business so employees have access to accurate, timely information
• Keep up to date with the latest regulatory requirements by monitoring quality standards in line with regulations such as ISO
• Trace serial numbers and batches back to suppliers and key components

Want to find out how Sage 200 Manufacturing could work for your business? Contact us on 0191 500 8150 or email info@monpellier.co.uk and one of our software consultants will answer all your questions.