The Chalkboard Newsletter - January 2024
January 25, 2024
View our Chalkboard - January 2024:
- Welcome back to Term 1, 2024!
- 2023 Annual Accounts
- Looking ahead
Did you know every invoice, bill, and transaction in Xero includes a built-in audit trail? It's a feature some users might overlook, but the History & Notes feature lets you easily see who made changes, what was updated, and when - helping your school’s finance team stay connected and organised. To view the history for any transaction: Open the transaction (invoice, bill, or payment) you want to check. Scroll down to the History & Notes section at the bottom of the page. Click History & Notes to view a detailed timeline of changes. This feature ensures everyone is on the same page and provides invaluable context for financial reviews – especially crucial during audits or when delegating tasks.
View our Chalkboard - July 2025: - 2024 Annual Accounts - Important Notices - Xero Tip of the Month: Accessing the History and Notes Feature - Track Your Carbon Footprint FREE for 12 Months with Sumday + Xero - New Resource: AFS School Revenue Finance Handbook - Welcome to the Team to Swapnil Naik - Looking ahead https://public2.bomamarketing.com/email/XEqP
New Resource Alert! We’re pleased to share that the Accounting for Schools Revenue Finance Handbook is now available for download from the Resources Hub on our website! https://www.afsl.nz/Resources This practical, easy-to-read guide is designed to help school leaders and finance staff manage revenue more effectively and explore alternative income opportunities. Whether you're aiming to boost revenue or build financial resilience, the handbook offers clear, actionable strategies to strengthen your school’s financial position. Thank you for being part of our community. As always, we welcome your ideas for future resources - get in touch at marketing@afsl.nz!
We know that we’ve shared this tip before, but it’s so handy we think it’s worth highlighting again - especially for new admin staff or anyone who may have missed it the first time around. Instead of printing and manually entering invoices, you can email them directly into Xero. This will allow you to send invoices from your email directly to your Xero inbox, saving you time and hassle. To access your Xero email address, follow the instructions below: Login to Xero and click on the business tab - bills to pay Click the " Create bill from email" tab Copy the email address into your address book Email all invoices to this email address so that they will be waiting for you in Bills to Pay - Draft Now, whenever an invoice comes in, just forward it to that email address. Xero will automatically create a draft bill for you—ready to be coded and submitted for approval. Give it a go if you’re not already using this feature—it’s a simple step that makes a big difference!
View our Chalkboard - June 2025: - 2024 Annual Accounts - Important Notices - Xero Tip of the Month: Reminder - Use Xero’s Automate Bill Entry Feature - Xero Assistance Programme (XAP) Ending 31 July 2025 - School Heatpump Servicing: Peter Flower - Arctic Systems Wellington - Welcome to the Team: Josh & Nik - Farewell to Allison Henderson - Looking ahead https://public2.bomamarketing.com/email/NxdP
Looking to reduce your school's carbon footprint but not sure where to begin? We’ve got good news. Thanks to Xero’s new partnership with Sumday, you can now access powerful carbon accounting tools — completely free for 12 months! Whether you're just beginning your sustainability journey or looking to enhance your current efforts, this is a great place to start. Sumday is a customisable carbon accounting platform that integrates with Xero, making it easy to track and report your emissions. With sustainability becoming a growing priority across the education sector and broader community, this is a fantastic opportunity to kick-start your journey to net zero — without the stress or extra cost. All you need is an active Xero subscription. Simply connect to Sumday via the Xero App Store, and you’re good to go. This offer is available from 2 April 2025 to 1 April 2026. To learn more about this offer and to get started, visit: https://www.sumday.io/terms-and-conditions-xero/
New School Procurement Guide Available! The Ministry of Education has just released a fantastic new guide to help schools navigate procurement with confidence. Whether you're new to school purchasing or looking to sharpen your process, this resource breaks down key buying concepts and offers clear, step-by-step advice for running a competitive and effective procurement process — all designed to ensure value for money. To download this guide and save it to your desktop for easy reference, visit our Resources Hub here
As the colder months settle in, it’s tempting to keep every window shut tight—but fresh air remains one of the most powerful tools we have to reduce the spread of viruses and minimise the risk of mould and fungi developing. Even just a few minutes of ventilation throughout the day can make a big difference. Opening windows and doors—especially during break times or between classes—helps improve air quality and keeps our learning environments healthier for both students and staff. Let’s continue to prioritise wellbeing by keeping our learning spaces fresh and ventilated this winter.
Great news! Xero’s fixed asset section just got an upgrade! You’ll now enjoy a cleaner, more accessible, and responsive interface - making it easier than ever to manage your assets. All the familiar features are still there, and you can now attach files directly to your fixed asset records for improved documentation and tracking. How to Attach a File: Navigate to Fixed Assets: In the Xero accounting menu, select "Fixed assets". Open Asset Details: Click on the asset number to view the asset details. Attach Files: Click the "Attach files" button located on the right hand side of the page. Upload or Drag and Drop: You can either click "Upload files" to select a file from your device or simply drag and drop a file into the upload area. Attachments could be a copy of the bill or a photo of the asset. Save Changes: Click "Save as draft" or "Register" to save the changes. Extra tip: You can also attach files to assets that have already been registered - making it even easier to keep your records accurate and up to date.
