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With the 2024 Annual Accounts and Audit now behind us, we’d like to take this opportunity to thank you and your school for the time, effort, and attention you dedicated to the process. Your prompt provision of documentation, timely responses to queries, and proactive communication were instrumental in ensuring a smooth and efficient process. As we look ahead to next year, we welcome any suggestions for content or resources that could support you in the lead-up to the Annual Accounts and Audit process. Please feel free to share your feedback by emailing us at: marketing@afsl.nz. |
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TIMELINESS OF MANAGEMENT REPORTING |
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We are often asked by schools about the reporting timeframes for management reports, and what is possible in terms of when they can be made available. Our internal goal is to provide management reports to schools 7 days before the Board meeting. However, there are times when factors outside our control can make this challenging.
Our preference is to provide reporting as at the end of a given month, as that is when the data is going to be the most accurate. This ensures the inclusion of costs from suppliers that only send bills at the end of the month, and includes monthly journals that spread revenue such as the operational funding/support funding, posting annual leave accruals for support staff, and of course posting the monthly depreciation on fixed assets. Hence trying to run an accurate report as at the middle of the month is challenging.
So, with the month-end date in mind, there are several factors that can impact the timing for completing the Schools management reports, such as: -
Information being available: We rely on schools to upload documents such as SUE and banking staffing reports, MOE grant information, BOT minutes, lease agreements, and many other documents to ensure the numbers being reported are accurate. Ideally the school’s administration team is uploading these documents throughout the month as they are received, however often schools will wait until receiving our checklist or a prompt from us. We understand this is time-consuming, and we are exploring AI apps to help with securing this information. In the meantime, uploading the information as you receive it, would be very helpful for us.
- Timing around bills being loaded: Many suppliers send invoices a few days after month-end, even though they are dated at month-end. While we can accrue for regular suppliers (e.g., cleaners) one-off or irregular invoices are difficult to anticipate. Progressively loading bills throughout the month and timeliness in loading end of month bills helps speed up reporting.
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School holidays: The timing of school holidays can delay the production of reports. While we try to collect key information before the break, it’s not always received in time. For example, the July 2025 school holidays began on 30 June, with admin teams returning on 14 July. This meant June was not fully reconciled, bills still needed to be loaded, and documents uploaded. We require 3–5 days from the date all information is available to prepare, review, and send the management accounts, so in cases like this, having reports ready in the first week of the term can be difficult.
- Timing of meetings: Occasionally, schools hold Board meetings at the start of the month. However, as we often do not yet have all the required information, generating management reports before the end of the first week is extremely challenging. Where the Board wishes to discuss financial matters, we recommend scheduling the meeting no earlier than the 10th of a given month.
We appreciate your understanding and cooperation in helping us provide the most accurate and timely reports possible. Your efforts in supplying information as soon as possible makes a big difference, and we value the partnership we have with each school we work with. |
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Single Sign-on for EdPay: EdPay Logins Have Now Moved to ESL
In our June Chalkboard, we announced that the online payroll system EdPay would be moving to the Education Sector Logon (ESL). This change has now taken effect, enhancing security and providing users with a single sign-on for multiple education sector services. If you haven't already, you'll need to log on to EdPay and link your accounts. Once you've completed the verification process, you’ll be able to access EdPay and all your other education sector services via ESL. For step-by-step instructions on how to do this, please refer to the special edition payroll update by clicking the button below. |
2025 ACC levy invoice:
As you know all schools are required to pay an ACC employer levy each year. This levy ensures coverage for work-related injuries for school employees whose salaries are funded through operational grants.
The 2025 ACC Levy invoice is now available in EdPay. This amount will be deducted from your school's bank account on Tuesday, 9 September. To download the invoice, go to EdPay > Reports tab > ACC EoY report > 2025 invoice, then please upload it to your Google Drive. Communication Channels:
For account-specific queries, Xero assistance, or anything a bit more complex, it’s still best to give us a call on 04 909 7729 or 0800 ASK AFS (0800 275 237).
But if you have a quick, general question (e.g. how to upload annual accounts to the Ministry), feel free to send us a message via our AFS Facebook page - we’ll do our best to respond within 24 hours. If you’re not already following our AFS Facebook page, we encourage you to do so - we share helpful and informative updates every week! To access our page, click the button below. |
HEADS UP: 2026 ANNUAL BUDGET |
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It's time to start thinking about your 2026 annual budget! As in previous years, we will be preparing the budget templates once the Ministry has provided the indicative funding and entitlement notices. Following this, a special Budget Chalkboard will be sent, which will provide further information about how to complete it, including the additional wages calculations.
If you are not one of the schools we generally assist around the budget, but would like us to prepare a Budget Template report for your School, please send us an email at admin@afsl.nz. |
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XERO TIP OF THE MONTH: DISCOVER NEW TOOLS FOR YOUR SCHOOL - CHECK THE APP STORE REGULARLY |
Did you know the Xero App Store is updated with new apps and integrations every month? Even if you’ve browsed the App Store before, it’s worth making it a habit to check in regularly. Xero is constantly expanding its ecosystem with new tools designed to save you time, improve accuracy, and streamline everything from reporting to payments to payroll. Whether you’re looking to solve a specific problem or just want to stay up to date with what’s possible, a quick monthly browse could uncover something valuable for your school. Explore the Xero App Store by clicking HERE |
XERO PRICING INCREASE - 1 SEPTEMBER 2025 |
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| We would like to inform you of upcoming changes to Xero’s subscription pricing, which will take effect from 1 September 2025. Xero has announced an increase to its pricing structure, and as a result, your September invoice may reflect a higher amount than usual. New Xero Pricing (Effective 1 September 2025): - Xero Grow plans increases by $8, bringing the new retail price to $83 + GST per month
However, as you know, we pass on our Xero Platinum Partner discount to all of our clients. With this discount, the new prices for your Xero subscriptions through Accounting For Schools, will be as follows: - Xero Grow plans increases from $56 to $59 + GST per month
For more information on the Xero pricing increase, click the button below. |
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VISIT US AT THE UPCOMING NZPF CONFERENCE |
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Accounting For Schools is delighted to announce that we will be exhibiting at the 2025 NZPF Conference in Wellington next month, from September 8-10!
Our Director, Ben Duflou, along with our BAS Managers, Dominique McCrostie and Nerissa Heyrana, will be at stand #55 throughout the conference and would love to connect with you!
As always, we’ll be bringing a variety of sought-after goodies, including our new hacky sacks and football rockets, as well as our freshly printed brochure on School Revenue Finance - a must-read for anyone involved in school budgeting and financial planning. |
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Whether you have a quick question, want to discuss your school’s budgeting needs, or simply feel like saying hello, we’d love to see you. We’re looking forward to catching up and sharing our latest resources with you at this fantastic event! |
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271 Willis Street, Wellington 6011 |
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