Cleaning your TASBooks database

Is TASBooks a little slow? Is it a bit sluggish? Is it taking you longer to run a report or find a record than it used to?

This is something that we hear a lot at Infoplex. Obviously, there are lots of reasons for this. Over time, you’ve saved lots of transactional data that you only used once or twice. If you’re like us, you’ve built up multiple copies of files and lines of code that you’ve never even used. You have records that are out of date – customers have moved on, products have been discontinued and suppliers have changed.

In these circumstances, the best solution is to start again. Build a new company from scratch in TASBooks. Think of it as a ‘factory-reset’ for mobile phone.

Unfortunately, it’s not as easy that. Can you imagine having to re-enter all of those records? Your customers, your suppliers, your products, opening balances and orders. Everything would need to be re-done. And let’s not even think about Dynamic Discounts…

That’s where we can help you with (drumroll, please) our new TASBooks Data Migration service.

Our new TASBooks Data Migration service will:

  • Analyse your TASBooks company data
  • Identify which data to migrate
  • Work around you to ensure minimal disruption
  • Work alongside you to clean up your data
  • And, of course, migrate your data.

Our new service will launch sometime in June. We’ll tell you more about it closer to the time and explain in greater detail how it all works. In the meantime, if you want to sign up to be notified when we launch this service, head on over here to let us know!

GDPR and Infoplex

It doesn’t matter where you are in the world or what type fo business you run.  Let’s be honest. There’s no escaping it. What are we talking about? The EU’s new data privacy laws – the GDPR.

We hear you. We’re as fed up with it as you are. No, really. We’ve given up hope of having any semblance of a normal life for the next month or so as we work towards compliance. We are not immune to it.

That’s why we’ve been sending out emails right, left and centre to all and sundry in the last weeks. It’s just one element in our GDPR strategy. Yes. We have a strategy. Quite frankly, we’re as surprised about it as you are.

So, what is it exactly that we are doing? Glad you asked…

  1. Consent for marketing. The new rules mean that we are not allowed to get in touch with you to advertise new products or services unless you tell us that we can. We can contact you about software updates. We can contact you about security patches. We cannot contact you about our products (such as MultiTAS or eTAS) unless you say “Yes please, Infoplex. Tell me more.” We cannot tell you that we’re offering a 25% discount unless you say so. That’s why we’ve emailed everybody we know to make them aware of the changes and to ask them to agree to hear from us. So far, we’ve sent out 4 emails and if you haven’t already seen one, then maybe check your junk mail folder. It may have slipped in there.
  2. Updating our privacy policy. The GDPR is there to make things clearer for you and for us. It will make it easier for you to see what information we have about you, how we obtained it and what we do with it. From our perspective, it makes it easier for us to know what we can and cannot do with it. In keeping with the theme of simplicity, we’ve updated our privacy policy. We’ve ripped out the boring legalese and made it as simple and transparent as possible. It tells you who to get in touch with at Infoplex to discuss your data (Hello Douglas! *waves*), tells you what types of data we may have about you (contact details, technical data, etc.), what we do with it, where we keep it and what you can tell us to do with it.
  3. Accessing your data. Taking the whole simplicity and transparency theme a bit further, we’ve come up with nifty way to help you gt in touch with us and find out what we know about you. With the help of our friends at Paperform, we’ve built a simple online form that you can use to contact Douglas and ask about your data, make any corrections to if there’s a problem with it or even delete it.
  4. Helping you with your database. This is a funny one. We realised that when you get in touch to discuss a problem, we usually hop on to your computer, rummage around behind the scenes and fix the problem with TASBooks. We’ve always assumed that you know that we do this – not least of all because it’s in the Terms & Conditions. How else are we going to fix the problem otherwise? We’ve now tightened up on and it has a real impact upon you. From 25th May, you will be required to fill in a form online before we can help you. The form makes clear that you are asking us for help and that you consent to our accessing your database to help you. If you do not fill in this form, we will not help you. It doesn’t matter if you have a support contract or not. You have to fill in this form first.

That’s about it really. If you’re familiar with what your business is doing for GDPR compliance, then you’ll know that there’s a whole raft of measures in the background that are also being implemented. That’s what we’re doing to. Privacy assesments. Risk assessments. Shopping lists. Oh! You were paying attention. That’s good to know.

These are the steps that will impact you the most. These are the steps that are designed to help you as much as they are us. Fingers crossed, everybody, that they don’t change their mind again next year!

Merry Christmas from Infoplex

A quick reminder for you all about our Christmas availability…

  • We will close at 12pm today.
  • From 23rd December onwards, we will still be answering emails and responding to support calls so if you need assistance please phone the normal numbers.
  • Please leave a voice-mail and someone will call you back (voice-mails you leave get emailed to us no matter where we are at that time).
  • We reopen at 9am on 8th January 2018.

All that remains is to wish all of our customers a Merry Christmas and a Happy New Year – we really appreciate your business and support.

Christmas 2017 Opening Hours

  • We will close at 12pm on 22nd December 2017.
  • From 23rd December onwards, we will still be answering emails and responding to support calls so if you need assistance please phone the normal numbers.
  • Please leave a voice-mail and someone will call you back (voice-mails you leave get emailed to us no matter where we are at that time).
  • We reopen at 9am on 8th January 2018.
  • We wish all our customers a Merry Christmas and a Happy New Year – we really appreciate your business and support.

 

Office 365, VOIP and Infoplex

Software has changed considerably in the 20 plus years we’ve been in business. In truth, it’s changed beyond all recognition. No more boxes with a succession of 3.5 inch discs to install a program; no more (multiple) CDs to install Microsoft Office; and no more complicated PBX telephone systems. Today, it’s all out there, up there and in the cloud.

That’s why Infoplex is looking at ways in which to help you make an informed choice about your software needs. As you know, we use the Microsoft Office suite of applications quite a bit (CSV imports anybody?) Over the coming months we’re seeing how best to integrate Office 365 – the latest version of Microsoft’s productivity suite – with MultiTAS and TASBooks. What does that mean? Well, to begin with, it may mean no more importing and exporting via CSV. It may mean that with a press of a button the data appears in either Excel or in MultiTAS as required. It may mean that reports are generated in Microsoft Word and populated with new graphical content. And it may mean that for the first time MultiTAS may be offered with a CRM (customer relationship management) facility.

But there’s more to it than just that. We’re looking at VOIP communications systems too. Instead of an old-fashioned telephone, a complicated PBX, multiple lines and extortionate bills, how about a phone system that works via the internet instead? How about a phone system that connects with MultiTAS so that when you click on a customer’s number it calls them directly and makes sure you have all of the information to hand?

That’s just some of the work in the pipeline over the coming months as we look to bring you new services that complement MultiTAS and Infoplex. Feel free to let us know what you think!

How to… series

Did you see that post? How to… set up MultiTAS Finance is the first in a (hopefully) long series of posts we’ll be publishing regularly. They are designed to help you out with some common issues and explain the basics of MultiTAS and the Infoplex suite of products. Think of them as… well, MultiTAS for Dummies (but without the bright yellow cover).

Our intention (yes, the road to hell and all that) is that we’ll have a new post in the How to… series every week. That sound you just heard, by the way, is Douglas banging his head on the table. But as we’re still writing down everything we (Douglas) knows it will take a few weeks to get up to speed. In the meantime, if there’s something you want/need/would like to know, you can always send an email to Support or call us.

June 2016 Briefing: MultiTAS v4; Documentation site

MultiTAS v4

MultiTAS v4 has been generally available for a while now but hasn’t yet had a blog written about it, so lets fix that. With v4, the installation routine has been revamped completely – you now no longer need to install (our old pal) System Integration Manager first. Everything can be handled via MultiTAS – from choosing which companies to use the software with to setting up users and access rights. There is a short Installation Guide available which explains how to deal with updating computers that already have MultiTAS on and installing MultiTAS on a fresh computer.

The software is available from http://support.infoplex.co.uk and follow the links for downloads.

Queries can be emailed to support@infoplex.co.uk – the update is free for our awesome users who keep their Cover Plus subscriptions going.

A limitation: this version will not work with Windows XP (which is unsupported by Microsoft anyway so if you are still using XP, well, good luck to you)

(Geek note: the new installer was built with WiX, the same technology Microsoft Office uses for its installers. Quite a steep learning curve!)


New Documentation

Pleased to also let you know we’ve been working hard on our documentation. At present, our documentation consists of more Microsoft Word files than you would believe. These are stitched together into PDFs. The whole process is frustrating, time consuming and a task I generally dread hence the lack of updates.

Meet our new mini site: http://docs.infoplex.co.uk

At the moment, it consists of two items – the MultiTAS Data Transfer File Specifications and the TASLink reference manual (newly updated!). Gradually all our documentation will appear on this site. As it uses simple HTML its much easier to update and we make use of version control so changes can be tracked effectively.

(Geek note: it uses Github Pages, markdown and Jekyll. Very straight forward, gentle learning curve)

Further integration for TASBooks

We’ve integrated TASBooks with yet another great software system – Bgate Smart Business

Based in the Republic of Ireland, Bgate is a B2B e-procurement platform designed to streamline the buying and selling processes that take place each between businesses from all sectors of the economy.

Bgate says:

By utilising software from Infoplex, we are now able to integrate seamlessly with TASBooks.

Here at Infoplex, we would be keen to talk with other users of TASBooks who are interested in e-purchase ordering and e-invoicing systems. Please contact George Houliotis at Infoplex on +44 (0)1592 598100 for more details.

 

Infoplex expands service into Ireland

Infoplex are delighted to announce further expansion into Ireland. We have been successfully working with 1000s of TASBooks users both in the UK and Ireland for either support services or extended functionality with our MultiTAS suite of TASBooks Add-ons.

Due to the continued demand from Ireland, we have now extended our services and cover and now have local expertise to help in all aspects of developing TASBooks – support and training.  Please contact George on 01592 592100 for further information.

Automated Debt Collection for TASBooks

Infoplex today announced an automated debt collection (ADC) solution for TASBooks.

TAS Automated Debt Collection is a simple way of automatically identifying specific bad debts and passing them directly from TASBooks to a nominated debt collection agency. TAS ADC is ideal for businesses that wish to streamline their debt collection operations and realise time-management savings.

There are a number of alerts and safeguards in place to ensure that managers retain control over this process. The impact, however, on improved cash flow is substantial in terms of both bad debts identified and man-hours saved. Please call George on +44 (0)1592 592100 or use the contact section if you want to get more details.