Office Equipment

Scanners

These are a whole conversation in their own right. The rule of thumb seems to be that the more frequently you scan, the less of a scanner you need. So the list might look something like this, I ALWAYS demand duplex (double sided) and “single pass”, preferably to the cloud such as dropbox, but to an SD card is acceptable for later upload.

Phone scanner apps
Battery operated portable single sheet scanners, very small.
Battery/mains portable printer/scanners
Multi Function Combined printer/scanner such as for example a Brother-J5730DW now discontinued. This has also a flatbed for the occasional book page or scrumpled page that jams the sheet feeder. Note these types can fail with small receipts which can wrap themselves around a roller taking an hour to unpick. I wonder if that’s why they superceded it. Still, all the functions we want are there, wifi, ethernet, Dropbox, Gdrive etc therefore computer independent. I’d use this machine’s features as a check list, bearing in mind it’s an inexpensive device, unlike the next in this list.
Dedicated duplex networked sheetfeed scanner, my current preference being Brother because their sheet feeders have always proven more reliable for me. So Brother’s scanners page illustrates the variety and my current choice is the ADS-2800W Wired and Wireless Network Desktop Scanner at a mere £390. Like I said NOT cheap, but when presented with hundreds of pages and tiny receipts using a flat bed simply is not realistic and less capable scanners cannot cope. This one will do a year’s worth of coffee receipts in a few seconds, front and back (to make sure we have the vat reg number). However, at this level it is a business choice that depends on how much control you have over what you have to scan and more importantly when. Once a year or once per event for example.
OCR Optical Character Recognition is a good idea, but whether to do it during the scanning process or post scan using Adobe Acrobat or the like is a business choice. So is scanning direct to the cloud or to a folder that is shared to the cloud. Both these increase scan times.

Phone scanner apps

There is a natural tendency to use a phone app such as Camscanner. There are many when searched I just have used the former and found it effective. I would like to use Adobe’s app, but they try to restrict to where I can save. In both cases and others the principal useful feature is to automatically recognise the document shape and to scan that, so not so much care (meaning time) is required. Do NOT take photographs! These are impractical as to file size and format. You need PDFs. Do pay attention to not missing bits off the edge of the page and not inducing camera shake as both can render the scan unreadable . Please. What you are striving for here are VALID tax invoices.

The advantage of this approach when you are scanning-as-you-go, such as petrol receipts, coffee receipts and other “shrapnel” so as to avoid having to manage all those scraps of paper, it saves a lot of paper management time. That said, if you are not also scanning to a “logging” service the manual bookkeeping is not being avoided.

Logging services

Again there are many and all tend to use an app to scan the receipt. Some require you to do the work by typing info in. Others do this for you with varying degrees of accuracy. My preferred service has been “receipt bank” now known as Dext , because they have human intervention to ensure scanning accuracy. For me that is priceless; also very nice is the single link click straight to the scanned copy.

Bank reconciliation

(This is NOT “bank rec” in traditional terminology.)

A trick I suggest is to use a dedicated bank account for all these “shrapnel” payments so it is easy(easier) to reconcile (tie up) the payment transactions to the scanned paper receipts. Dext can (usually) “collect” your bank transactions and in theory tie amounts to receipts (i.e. code or categorise) . This can work (be more accurate) where your transactions are repetitive and after “telling” the system once that “Tesco” is “subsistence” (your lunch sandwiches and a drink while working away) it will save you the trouble in future. Just make sure you review (check) the results. So, do NOT then use this account for your weekly personal shopping. Vehicle fuel can be difficult where you buy it at the petrol station of the supermarket where you buy your subsistence, depends if the receipt uses a distinuishable name.

All these results then integrate in to your suitably selected accounting system.

Tax as well as time savings

So all of that can be a bit of a time investment, but the payoff is huge time savings and accurate bookkeeping, not least where VAT recovery and saving tax on expenses are involved. Why not save taxes? There is also the extra peace of mind that your records can survive any inspection by tax inspectors etc.

Printers

I rarely print these days and use the MFC mentioned above. I used to use laser, but have reverted to ink jet because of the reduced volume in modern times where all/most docs are sent by email or loaded to a portal. Left far too long, ink jets can clog.

Fax?

I no longer have a fax machine, but can send and receive faxes by email.

Shredder

Why? Aside from all the privacy legal requirements why might we want to shred everything? Answer: to avoid theft and abuse of our identity, for one thing.

Then there are the legal and professional requirements. Typical household shredders will shred about 8 sheets at a time, with no staples present. They always jam, they always need baby sitting. They are a hidden time vampire. A complete waste of time. Again it is like the scanner, if you shred every day MAYBE such a device will do. However, how much time per day do you plan to spend shredding? What you require is a scanner where you walk up to it, drop a sheaf of paper on to it, press go and walk away. Then every now and then drop 500 sheets or more on to the shredder and walk away. Time spent? A few seconds in both cases. These machines last for years if properly looked after. They have replaceable parts to allow for wear. Mine? My floor standing walk up to and drop Fellowes monster and this looks like the modern replacement. I reckon my shredder is ten years old and my recently replaced MFC was over 12 years old. I replaced it because I wanted the new technology built in that did not exist in the previous decade. The new machine was half the price and half the size. The result of all these devices is I spend very little time scanning and shredding and when I do I do not have to think or baby sit.

Information technology, here’s a list

Hardware Firewalls
Mac or PC? Always a healthy debate. I use both.
Mobile phones iPhone or Android? Another debate. Ditto.
NAS drives Synology, QNAP, Seagate, Western Digital are leaders.The “catch” is how to back up a 30 terabyte NAS? Another NAS? That gets expensive and time consuming.
DAS i.e. external disk drives. These can compete with NAS for example Promise Pegasus. For me the advantage is they are vastly faster than networked storage (NAS).

August 25, 2025

Network Work

CAVEAT Disclaimer, the small print This content is United Kingdom-focused and is provided for general informational and discussion purposes only—primarily as my personal notes to self. It does not constitute professional financial, tax, legal, or any other advice. Remember, this is the internet; information can be out of date, or downright wrong. While efforts have been made to ensure accuracy, regulations and individual circumstances vary. Readers must seek their own independent professional advice tailored to your specific situation. It is your responsibility to conduct all necessary inquiries and due diligence, including consulting relevant professionals and authorities, to ensure compliance with applicable laws and regulations. The author(s) accept no liability for any reliance placed on this information or for any actions taken based on it.

August 25, 2025

Ms Dynamics 365

This page is about what it is, further pages linked here add to the idea

For an agricultural supplies, servicing, and equipment business with moderate annual sales of around £500,000, Microsoft Dynamics 365 Business Central would likely be the most suitable application. It offers an all-in-one solution that is cost-effective for small to medium-sized businesses and provides the necessary features to manage:

1. Finance and Accounting:
•   Manage general ledger, accounts payable/receivable, and financial reporting.
•   Track cash flow and automate invoicing.
•   Ensure compliance with tax regulations.
2.  Inventory and Supply Chain Management:
•   Track stock levels and manage reordering.
•   Optimise supply chain operations to reduce waste and ensure timely availability of agricultural products.
•   Manage warehouse operations efficiently.
3.  Sales and Customer Relationship Management (CRM):
•   Track leads, quotes, and customer orders.
•   Improve customer service with a 360-degree view of client interactions.
•   Manage after-sales servicing for equipment.
4.  Project and Service Management:
•   Plan and execute equipment servicing and maintenance schedules.
•   Track service calls, warranties, and resource allocations.
•   Ensure timely maintenance of agricultural equipment.
5.  Reporting and Analytics:
•   Get real-time insights into business performance.
•   Use dashboards to track sales, inventory levels, and profitability.
•   Forecast demand based on historical trends.

Why Business Central?

•  Scalability: It can grow with your business without the complexity of larger enterprise solutions.
•   Affordability: More budget-friendly compared to larger Dynamics 365 offerings like Finance & Operations.
•   Integration: Seamless integration with Microsoft 365 (Excel, Outlook, Teams) and Power BI for analytics.
•   Cloud or On-Premises: Flexibility to choose deployment based on business needs.

If your business has more specialised needs, such as extensive field service operations, Dynamics 365 Field Service could complement Business Central by offering advanced service scheduling, IoT integrations, and predictive maintenance capabilities.

August 25, 2025

Ms Dynamics 365 Setup

Implementation Considerations:

Beyond the subscription costs, it’s essential to account for implementation expenses, which can vary based on factors like customisation needs, data migration, and training.

Engaging with a certified Microsoft partner can provide a detailed quote tailored to your business requirements.

August 25, 2025

Ms Dynamics 365 Quote Est

Microsoft Dynamics 365 subscriptions generally follow a monthly per-user pricing model, meaning there are no mandatory upfront costs for licensing. However, there may be upfront costs associated with:

Implementation and Setup Costs
• Hiring a Microsoft partner for:
• Initial setup and configuration: Customising the system to fit your agricultural business.
• Data migration: Importing existing data from other systems (e.g., inventory, customer records).
• Integration: Connecting Business Central with other tools (e.g., Excel, SmugMug for image storage, accounting software).
• Customisation: Developing custom reports or workflows.
• Estimated costs: £2,000 to £10,000+, depending on complexity.

Training Costs
• Employees may require training to fully utilise the system.
• Options:
• Microsoft online resources (free).
• Partner-led training sessions (can cost £500 to £3,000 based on depth and duration).

Customisation and Add-ons
• If you require additional functionality beyond the standard package, such as:
• Advanced inventory tracking, custom workflows, or third-party integrations.
• Power BI dashboards for enhanced analytics.
• Costs can vary widely depending on the complexity of your requirements.

Consulting Fees
• Engaging with a consultant for business process mapping and system optimisation.
• Estimated at £75–£200 per hour, depending on the partner.

5. Infrastructure Costs (if on-premises)

• If you choose the on-premises deployment instead of the cloud version, you’ll need to invest in:

• Server hardware.

• IT maintenance.

• Backup and disaster recovery solutions.

• Cloud hosting, however, removes these upfront costs and is included in the subscription fee.

Potential Discounted Offers
• Microsoft often provides free trials (30 days) to test the system before committing.
• Some partners offer “starter packs” at a reduced price to lower initial costs.

August 25, 2025

Ms Dynamics 365 Quote Est Analysis

A cost estimate of £30,000 for implementing Microsoft Dynamics 365 for an agricultural supplies and servicing business suggests that the quote includes several elements beyond just licensing. It’s important to break down what is likely included in that figure to understand if it’s reasonable or if there are ways to optimise costs.

Likely Components of the £30,000 Quote:

1. Software Licensing Costs (Annual or Multi-Year)
•   If the quote covers multiple user licenses (e.g., 10+ users) for Business Central and/or Field Service over a 1-3 year period, it could contribute significantly to the cost.
•   Example estimates:
•   Business Central Essentials (£70/user/month) for 10 users over 3 years: £25,200.
•   Field Service (£105/user/month) for 5 users over 3 years: £18,900.
2.  Implementation and Customisation Services
•   System setup and configuration tailored to agricultural business processes.
•   Customisation of workflows, reports, and dashboards specific to servicing schedules, inventory management, and customer relationships.
•   Third-party integrations, such as accounting software (Xero, QuickBooks), logistics tools, or payment processing.
•   Estimated cost: £5,000 – £15,000, depending on complexity.
3.  Data Migration
•   Transferring existing data (customer records, equipment logs, inventory, etc.).
•   Cleaning and structuring data for compatibility with the new system.
•   Estimated cost: £3,000 – £8,000, depending on data volume.
4.  Training and Support
•   Training for staff to use the system effectively (on-site or remote).
•   Ongoing support during the initial rollout to address any issues.
•   Estimated cost: £2,000 – £5,000.
5.  Project Management and Consultancy
•   A dedicated project manager and consultant to oversee deployment and ensure business needs are met.
•   Process optimisation and best practice advice.
•   Estimated cost: £5,000 – £10,000, depending on duration.
6.  Hardware and Infrastructure (if applicable)
•   On-premises hosting (servers, backups) if cloud-based deployment is not chosen.
•   Mobile devices for field service teams.
•   Estimated cost: Varies, but could be £5,000+.

How to Evaluate If £30,000 Is Reasonable:

•  Scope Review: Does the quote include unnecessary features or services? Ensure the proposal covers exactly what the business needs and nothing extra.
•   Phased Approach: Can the implementation be broken down into smaller phases to reduce upfront costs?
•   Partner Comparison: Get quotes from other Microsoft Dynamics partners to compare pricing.
•   Self-Implementation Consideration: Some simpler aspects like user setup and basic configuration could be done in-house to save costs.

Potential Cost-Saving Measures:

•  Consider Microsoft Dynamics 365 Business Central Essentials as a starting point rather than Premium.
•   Use Microsoft’s built-in guides and training materials instead of premium partner training.
•   Leverage Microsoft Power Automate for simple workflow automation instead of extensive custom coding.
•   Start with a smaller number of users and expand over time.

August 25, 2025

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