News

1. The purpose of this privacy policy is to let users of sam.co.nz (the “Site”) know when we collect personal information and what we do with it. We do not use, share or transfer personal information in connection with the Site except as set out in this policy.

2. No need to disclose personal information. The Site can be viewed and its web feeds can be subscribed to without the need to disclose any personal information to us.

3. Use of personal information. We will only use personal information provided to us for the purpose of administering, evaluating and improving the Site, improving our services and communicating with you.

4. Statistical information collected. We may collect statistical information about your visit to help us improve the Site. This information is aggregated and non-personally identifying. It includes:

• your IP address;
• the search terms you used;
• the pages you accessed on our Site and the links you clicked on;
• the date and time you visited the site;
• the referring site (if any) through which you clicked through to this Site;
• your operating system (e.g., Windows XP, Mac OS X);
• the type of web browser you use (e.g. Internet Explorer, Mozilla Firefox); and
• other incidental matters such as screen resolution and the language setting of your browser.

5. Enquires. No private information is stored on the website when visitors complete and send an enquiry. Enquiries are sent to our sales department via email and therefore the entered text including name, reply email address and/or phone number may be stored indefinitely in the company email system.

6. Use of statistical information. The statistical information referred to above will be viewable by Site administrators and certain other Orion staff.

7. Cookies. This Site generates persistent session cookies for the purpose of monitoring Site usage. The cookies do not collect personal information. You can disable them or clear them out of the web browser you are using to view this Site without affecting your ability to use the Site.

8. Privacy Commissioner. If you are not satisfied with our response to any privacy-related concern you may have, you can contact the Privacy Commissioner:

Office of the Privacy Commissioner
PO Box 10-094
Wellington, New Zealand
Phone: 04 474 7590
Enquiries Line (from Auckland): 302 8655
Enquiries Line (from outside Auckland): 0800 803 909
Fax: 04 474 7595
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Last modified: 17/10/14

Below and attached is some Financial Year End notes, please have a read of them and feel free to contact us on This email address is being protected from spambots. You need JavaScript enabled to view it. if you have any questions.
 
Please note that the support desk hours are weekdays from 7:30am to 5:30pm.
 
Financial Year End Check Sheet
 
To do BEFORE the System Month End rollover on 31^st March:
 

1. Complete and update the year end Stock-take (it is imperative that this is done before the calendar date of 31^st March as opposed to before the rollover).
2. Write off any bad debts still owed by debtors.
3. Reverse/correct any un-reconciled entries in the cashbook that should not be there.
4. Reconcile the cashbook from the statement dated 31^st March and print out the bank reconciliation report to show the balance as of 31^st March.
5. Print out all reports required for normal system month end rollover:
   1. Statements printed
   2. Debtors Audit Trial
   3. Debtors Aged Trial Balance
   4. Stock Valuation
   5. Work in Progress Valuation
   6. Outstanding Banking
   7. Bank Reconciliation
6. Create a full system back-up, label it accordingly, and save off site in a secure location.

Note: For SAM Elite customers print out all financial reports AFTER the GL rollover has been completed.
 
Also, some general housekeeping that should be done on a regular basis:

1. After each GST period and once the return has been filed, finalise the GST (Enquiry menu > GST)
2. Run the Debtors Unmatched Credits report and match up transactions.
3. Run the Creditors Unmatched Payments report and match up transactions.
4. Backups run daily and verified.

 
SAM Links:
SAM Financial Year End Check Sheet
SAM Stocktake Check Sheet

Below are some Financial Year End notes, please have a read of them and feel free to contact us on This email address is being protected from spambots. You need JavaScript enabled to view it. if you have any questions.
 
Please note that the support desk hours are weekdays from 7:30am to 5:30pm.
 
Financial Year End Check Sheet
 
To do BEFORE the System Month End rollover on 31^st March:

1. Complete and update the year end Stock-take
2. Write off any bad debts still owed by debtors.
3. Reverse/correct any un-reconciled entries in the cashbook that should not be there.
4. Reconcile the cashbook from the statement dated 31^st March and print out the bank reconciliation report to show the balance as of 31^st March.
5. Print out all reports required for normal system month end rollover:
   1. Statements printed
   2. Debtors Audit Trial
   3. Debtors Aged Trial Balance
   4. Creditors Aged Trial Balance
   5. Stock Valuation
   6. Work in Progress Valuation
   7. Outstanding Banking
6. Create a full system back-up, label it accordingly, and save off site in a secure location.

N.B: Please ensure that backups are being done on a daily basis at the very least.
 

ORION Links:
Orion Financial Year End Check Sheet
Orion Stocktake Check Sheet

Regular back-ups can be a life saver!

Are you running a regular back-up? We suggest Data file back-ups daily and Data & Program files backed up once a week.

Be careful about where you store your data.

1. Is it in a safe place?
2. Is it offsite (very important in case of fire)?
3. What storage media are you using (hard drive, USB, remote back-up service or other)?
4. Who of your staff knows where the data are saved in case they need to be recovered?

Make sure you have enough available hard drive space. Running out of space can have disastrous consequences.

Why is an effective backup so important?

Simple recovery

Mistakes can happen, emails can contain viruses and vital files can be accidentally deleted. Having a recent back-up available allows you to recover lost data with minimal disruption.

Audits & Taxes

Businesses are required to keep 7 years’ worth of data for tax purposes. Having a year-end back-up available helps prepare for and comply with potential audits.

Competitive advantage

In the event of a disaster, the first business to get back up-and-running will acquire the business of those that are not back on their feet. If you do not have a recovery plan, your doors may close for good. A study conducted by Osterman Research in 2017 showed 22% of businesses with less than 1000 employees had to stop business immediately following a ransomware attack, with 15% reporting lost revenue.

Work efficiency

The first rule of doing work is “do it right the first time.” But if you suffer a failure and don’t have a back-up, you may not be able to recover certain things because you never know what those “certain things” will be. Worse still, if you suffer a major data loss, you may end up having to redo everything you have ever done; can you remember the detail of all the invoices you processed last year… last month… last week?

If you have any doubt your back-up systems are not as comprehensive and effective as they could be, we recommend consulting an IT professional to audit your procedures and implement a suitable disaster recovery plan.