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Maritime Logistics Community News : November 2009
52 NAVY SUPPLY NEWSLETTER SPRING 2009 A new accounting package is about to be introduced into some RAN canteens and Wardrooms. QuickBooks by Reckon is an ATO recognised accounting software package that promises to be easy to learn and easy to use. QuickBooks will replace the existing accounting package, Small Business Accountant (SBA) that has been used extensively by the RAN for the past 16 years. The roll-out of QuickBooks into fleet units was approved on 29 September 2009. At the time of writing, the software has been stress tested in the Ships Combined Amenities Fund (SCAF) environment thanks to HMAS TOBRUK and in the Wardrooms ashore in HMAS CERBERUS and HMAS KUTTABUL. Further (tropical) stress testing was performed in HMAS CAIRNS under the FLSE organisation. So far, the rollout has been successful with all users providing very encouraging and positive feedback. Although SBA served us well for many years, the advances made in technology and software through QuickBooks is a major improvement in the way the SCAF business is conducted. The aim of moving to QuickBooks is clear: to up-skill our Officers’ and Steward category, and to bring the core business of canteen/mess operations in line with current world’s best practice. QuickBooks will simplify transactions, business recordings and automate many new accounting and tax processes such as GST and the Business Activity Statement (BAS). QuickBooks will also rationalise current business processes, from entering sales receipts, tracking expenses, preparing and sending invoices, sales tax tracking and payment, preparation of basic financial statements and reports, and stock management. Indeed, for most tasks, QuickBooks does not require users to be conversant in basic standard accounting procedures. Most transactions are recorded using computer screens that closely resemble paper-based forms, such as invoices or cheques. One of the biggest changes users will experience is the software will be operating on stand-alone computer hardware. Fleet Command under CSO(S) CAPT Neville Teague, CSM, RAN has signed-off the procurement decision to fund the initial roll-out of hardware to major fleet units. Each unit will be issued two laptops (one for Point of Sale and the other for business management transactions), a printer and USB stick for data transfer. This will enable canteens to improve their service to ships companies by being able to operate even when the LAN is (rarely) down, or following those wonderful DCX 303s. It is anticipated HMAS MANOORA will be the first unit to receive the new hardware when they commence rollout to QuickBooks in October 2009. The QuickBooks contract also offers technical support to all Navy users. The technical support staff at Reckon know their product and are very knowledgeable and skilled in solving accounting software problems. This core business service will be available remotely when units are deployed through distant support such as email and telephone and, of course, locally when units are in home port. Reckon have become well-versed in the SCAF business of the RAN and understand we operate under often trying circumstances, limited communication facilities and less than optimal system environments. As such, Reckon is committed to rise to these challenges and ensure the best possible support is provided when required. Training courses for Supply Officers and Stewards in QuickBooks has commenced in the Supply and Health Faculty in CERBERUS. New courses will be tailored for Navy requirements and this includes different courses for all operator and management levels. The pilot course for the Supply Officer Designate course will be delivered in early November 2009. The QuickBook’s rollout is being overseen by Fleet Command and policy regarding QuickBooks is currently being written in conjunction with existing policy. Should ships and establishments have any questions regarding the rollout they are encouraged to contact LEUT Lucinda Casey, RAN and LEUT Amanda Buckland, RAN on (02) 9359 2252. It’s Quicken and It’s Easy! BY LEUT LUCINDA CASEY, RAN Navy rolls QuickBooks into Ships’ Canteens! THE QUICKBOOK’S ROLLOUT IS BEING OVERSEEN BY FLEET COMMAND AND POLICY REGARDING QUICKBOOKS IS CURRENTLY BEING WRITTEN IN CONJUNCTION WITH EXISTING POLICY. SHOULD SHIPS AND ESTABLISHMENTS HAVE ANY QUESTIONS REGARDING THE ROLLOUT THEY ARE ENCOURAGED TO CONTACT LEUT LUCINDA CASEY, RAN AND LEUT AMANDA BUCKLAND, RAN ON (02) 9359 4360.