From Purchase Order to Payment: Automating the AP Process in Sage 200 with PaperLess

A Day in the Life at GMT Systems Every day at GMT Systems kicks off quietly... well, mostly. As the office comes to life, Ged is already deep in what we call “the twilight zone” – those critical moments before the rest of the world logs on. With a focused eye on server performance, Ged scans for any red flags that could disrupt the day ahead. It’s the kind of behind the scenes vigilance that keeps our clients’ businesses running smoothly. Once Matt’s in, Ged updates him on any overnight activity or potential issues. They bounce ideas around, tweak settings to keep everything behind the scenes running like clockwork. Coffee O’clock Every good tech team runs on good coffee, and ours is no exception. It’s not officially in the job description, but we take the daily coffee run pretty seriously. It’s also where the first ideas of the day tend to get thrown around. Once we’re fuelled up, it’s straight into support mode. The phones are ringing, Freshdesk is live, and our support team is ready to go. From password resets, Sage, Microsoft, Dell and Sophos queries - to system outages, we’re dealing with it all. No issue is too small and thanks to our remote support, we’re logging in and fixing things in real time. Lunch Break (and Tech Debates) Around midday, things quieten down just enough for lunch. But it’s never silent in the GMT Systems office. This is where the real debates happen: ⚽ Who’s winning the Premier League? 🏎️ Is Formula 1 becoming more about the car than the driver? 📱 Is the latest gadget worth the hype? Football, F1, and all things tech seem to dominate the room. You’ll hear a mix of strategy discussions, score predictions, but what truly sets us apart is our people, our passion, and our promise to deliver support that’s proactive, not just reactive. Why Clients Love GMT Systems By the end of the day, we’re not just here to talk about the latest gadgets or talk about who’s top of the table, we’re here to keep businesses running smoothly, securely and confidently. Here's what our clients get when they work with us: 🔧 On Premise Support Face to face tech support, expert installations, and site visits when remote won’t cut it. 🖥️ Remote Support Live help with software, updates, troubleshooting and backups - all without leaving our desks. 📞 Telephone & Email Support Real people, real time answers and real fast. We keep it simple and make sure you’re never left hanging - make GMT Systems your next pit stop. 🏎️

Don’t Let Scammers Steal Your Christmas Cheer: 12 Scams of Christmas to watch out for… As the festive season approaches, the excitement of Christmas shopping and celebrations can sometimes leave us less cautious. Unfortunately, Cybercriminals are ready to take advantage of this, using clever tricks to turn Christmas cheer into cybersecurity fear. To help you enjoy a safe and secure festive season, we've compiled the “12 Scams of Christmas” along with essential tips to protect yourself and your loved ones. 1/ Tech Support Scams - Scammers impersonate tech support claiming your device is compromised. They’ll ask for remote access or payment to “fix” non-existent issues. ✔️ Legitimate tech support will never cold-call you. Verify by contacting the official support line yourself. 2/ Data Breaches - Hackers can exploit unsecured systems and access sensitive information. Data breaches tend to spike during the holiday shopping season. ✔️ Use strong passwords, enable MFA, and regularly monitor your accounts for unusual activity. 3/ Too Good to Be True Offers - Those unbelievable deals might be a ploy to steal your personal or payment details. ✔️ Use trusted retailers and cross-check deals on multiple platforms. 4/ Unsecured Public Wi-Fi - Browsing or shopping on open Wi-Fi can expose your sensitive information to hidden cybercriminals. ✔️ Use a VPN or wait until you’re on a secured connection before entering sensitive details. 5/ Malicious E-Cards - Holiday e-cards can contain malicious links or attachments. ✔️ Only open e-cards from trusted sources and scan attachments with antivirus software. 6/ Charity Scams - Scammers exploit the giving spirit by setting up fake charities. ✔️ Research charities thoroughly before donating and avoid donating via suspicious links. 7/ Fake Websites - Fraudulent websites mimic legitimate retailers to steal your data or money. ✔️Check for HTTPS, review URLs carefully, and avoid sites with poor design or grammar. 8/ Phishing Scams - Scammers send emails that appear to be from trusted companies, luring you to share sensitive information. ✔️ Verify the sender’s email address and avoid clicking on suspicious links. 9/ Subscription Renewal Scams - Fraudsters send fake renewal notices for subscriptions, tricking users into providing payment details. ✔️ Confirm renewal requests directly with the service provider. 10/ Suspicious Delivery Notifications - You might receive fake shipping updates requesting personal or payment information. ✔️ Verify tracking numbers directly on the delivery company’s website. 11/ Gift Card Fraud - Scammers sell fake or already-used gift cards at a discount. ✔️ Purchase gift cards only from trusted retailers and keep your receipts. 12/ QR Code Trickery - Scammers create fake QR codes to redirect you to malicious websites. ✔️Only scan QR codes from trusted sources and verify where they lead before proceeding. 

Discover How PaperLess for Sage Transforms Document Management and Invoice Processing Are you tired of manual data entry and paper filing systems? Look no further than PaperLess for Sage, an innovative document management software designed to revolutionize your accounting processes. PaperLess for Sage offers a comprehensive suite of features to streamline your document management and invoice processing workflows. With automatic invoice scanning and data capture capabilities, you can say goodbye to tedious manual entry tasks and hello to increased efficiency. One of the standout features of PaperLess for Sage is its seamless integration with Sage 50 and Sage 200 accounting solutions. This means that you can access all your documents and invoices directly within Sage, eliminating the need for multiple software platforms and reducing the risk of errors. But that's not all – PaperLess for Sage also includes online approval workflows, allowing you to customize approval rules and workflows to suit your business needs. Whether you're in the office or on the go, you can easily monitor document status and approve invoices from any device. With automated processing of emailed invoices and purchase order requisition capabilities, PaperLess for Sage offers a complete solution for businesses looking to modernize their accounting processes. To summarise PaperLess for Sage: PaperLess for Sage is a Sage Developer Partner solution, which means that it is certified by Sage and meets the highest standards of quality and compatibility. PaperLess for Sage is a powerful document management software that integrates seamlessly with Sage 50 and Sage 200, offering a range of features to automate and streamline invoice processing and document management. With PaperLess for Sage, you can: 📄 Scan invoices directly into Sage, reducing manual data entry and increasing data accuracy 🖇️ Attach invoices to Sage transactions, making them easily accessible and searchable 📱 Approve invoices online or via a mobile app, with customisable workflows and audit trails ✉️ Automate emailed invoices, with rules to match and close purchase orders 🔍 Use automatic invoice recognition, with two layers of OCR technology to extract data from invoices ✅ Process and approve Purchase Order Requisitions for both Sage 50 and Sage 200. If you want to learn more about PaperLess for Sage, book a free online demo with us to find out how PaperLess can help you manage your documents and invoices in a smarter way.

As we embark on a new year, safeguarding your business from cyber threats should be a top priority. At GMT Systems, we believe in empowering you with robust cybersecurity practices. Here are five New Year's resolutions to fortify your digital defences and ensure a secure 2024. 🔑 Strengthen Passwords Begin the year by arming your first line of defence: passwords. Encourage employees to create strong, unique passwords, and consider implementing multi-factor authentication. Regularly updating passwords across all accounts adds an extra layer of security. 💻 Keep Software and Devices Updated Stay one step ahead of potential vulnerabilities by committing to software and device updates. Outdated systems are more open to cyber attacks. Automate update processes where possible and educate your team on the importance of staying up-to-date. 💡 Employee Cybersecurity Training Invest in your team's cybersecurity knowledge. Conduct regular training sessions to keep everyone informed about the latest threats, phishing tactics, and security best practices. An informed workforce is a powerful defence against cyber threats. ☁️ Data Backups Make data backups a non-negotiable part of your cybersecurity strategy. Regularly back up important data and ensure the backups are stored securely. In the event of a cyber incident, having a reliable backup can limit potential losses and downtime. 🤖 Regular Security Audits Schedule regular cybersecurity audits to assess your systems' vulnerabilities and strengths. Identify and address potential weaknesses promptly. This proactive approach helps to stay ahead of emerging threats and your cybersecurity strategy. As we step into the New Year, let's make a collective commitment to cybersecurity excellence. By following these resolutions, you're not just protecting your business but also contributing to a safer digital landscape for everyone. At GMT Systems, we are dedicated to supporting your cybersecurity journey and ensuring a secure and prosperous year ahead. Cheers to a cyber-safe 2024!

As the misty mornings give way to the crisp chill of November, it's a sign that Black Friday is just around the corner. You know what that means – it's time to snag some jaw-dropping deals and tick off that Christmas gift list. But in this digital hustle and bustle, it’s important to stay cautious. After all, it's not just bargains that are bustling; online scammers and hackers are also on the prowl. The Password is ‘Strong’ Passwords are like toothbrushes: the best ones are the ones you don’t share and you change regularly. When preparing for Black Friday, ensure your passwords are strong; mix up letters, numbers, and symbols – make it a jigsaw that only you can complete. And no, ‘password123’ simply won't do, no matter how easy it is to remember. Phishing – Not the Relaxing Kind Phishing emails disguise themselves, pretending to be from reputable companies, enticing you to click on links that lead to trouble. Always double-check where that email came from before clicking on any deals that seem too good to be true. If it’s unexpected, it’s likely unwelcome. Secure Your Purchase Before you type in your card details, take a gander at the web address. Does it begin with ‘https’? The ‘s’ stands for ‘secure’ and ensures that your details are encrypted. It's like sending your information in a taxi with blacked-out windows – no prying eyes allowed. Keep an Eye Out for Digital Certificates Digital certificates authenticate a website's identity and encrypt information. This helps to ensure that you’re shopping on a legitimate site and not a copycat. Don’t Let Your Guard Down with Wi-Fi Tempting as it may be to use that free café Wi-Fi to shop, it’s about as safe as leaving your purse on a park bench. Unsecured networks are a playground for hackers. If you must shop on the go, consider using a VPN – a Virtual Private Network – which keeps your online dealings as private as a diary with a lock. Keep Your Software Shipshape Before the Black Friday frenzy, make sure your antivirus software is in tip-top shape. It’s your first line of defence against the digital attackers that might try to rain on your parade. Beware the Bargain Mirage We all love a good bargain, but if a deal looks too marvellous, take a step back and scrutinise. Scammers are known to set up fake adverts, websites, and deals that disappear faster than a conjurer’s rabbit. One Last Thing... Remember, while you’re keeping your digital shopping spree safe, it's also worth considering who you trust with your business' online security year-round. Here at GMT Systems, while we’re usually busy providing robust Sophos Synchronized Security solutions to businesses, we also believe in empowering every individual shopper with the knowledge to stay secure. We understand that the principles of safeguarding online transactions go hand in hand, whether for individuals in the heat of Black Friday sales or for businesses managing daily operations. And while our solutions are tailored for businesses, we champion the cause of safety for everyone in the digital realm. So there you have it, online bargain hunters! Armed with these tips, you're all set to conquer the Black Friday sales with the confidence of a cyber-savvy shopper. Remember to stay alert, stay safe, and when in doubt, err on the side of caution. As you relish in the triumph of those stellar deals, why not spare a thought for the online safety of your business as well? GMT Systems supports businesses like yours everyday to navigate the online world securely. Because whether it's Black Friday or any other day, a safe online experience is priceless.

In a world increasingly reliant on digital platforms, cybersecurity threats loom large. As a business owner, are you ready to protect your empire from the malicious clutches of cyber villains? With a little help from GMT Systems, unleash your inner Cybersecurity Superhero and take charge of your business's digital safety. Embrace Your Inner Virus Zapper | Crush Malware with Ease Malicious software, commonly known as malware, can creep into your systems, wreaking havoc and stealing valuable data. Channel your inner Virus Zapper by keeping your system’s defences robust: ✅ Regular System Scans: Schedule regular scans using trusted antivirus software. This proactive step can identify and eliminate potential threats before they infiltrate your systems. ✅ Software Updates: Ensure your systems are up to date with the latest security patches and updates. An outdated system is a vulnerable target for cyber adversaries. ✅ User Education: Educate your team about the perils of malware, fostering a culture of cybersecurity mindfulness. Channel the Crypto Defender | Safeguard Against Ransomware Ransomware can hold your crucial business data hostage, leading to financial and reputation loss. Morph into the Crypto Defender by understanding the significance of pre-emptive measures against ransomware threats: ✅ Regular Data Backups: Establish a routine for backing up essential data to secure, offsite locations, ensuring it’s beyond the reach of ransomware attacks. ✅ Email Security: Implement strict email security protocols. Most ransomware enters through malicious email attachments or links. ✅ Access Restrictions: Limit access to vital data, ensuring it’s only available to personnel on a need-to-know basis. Become the Firewall Phoenix | Reinforce Network Security In the tumultuous landscape of cyber threats, emerge as the Firewall Phoenix by solidifying your business's network defences, ensuring seamless and secure operations: ✅ Strong Password Policies: Enforce the use of complex, unique passwords across your organisation, reducing the chances of unauthorised access. ✅ Firewall Installation: Employ robust firewalls to monitor and control incoming and outgoing network traffic based on predetermined security standards. ✅ Regular Network Assessments: Conduct regular assessments of your network's security to identify and rectify potential vulnerabilities. Transform into PhishFoiler | Outsmart Phishing Attempts Phishing attacks can stealthily undermine your business, tricking your employees into surrendering sensitive data or credentials. Evolve into the PhishFoiler by instilling a sense of caution and knowledge: ✅ Employee Training: Regularly conduct employee training sessions to educate your team about the different forms of phishing scams and the strategies to counteract them. ✅ Email Filtering: Implement advanced email filtering solutions to screen inbound emails, helping to reduce the likelihood of phishing emails reaching your team's inboxes. ✅ Prompt Reporting: Create a clear and efficient channel for your employees to report suspected phishing attempts, enabling rapid response and minimising potential damage. So, gear up and embrace the superhero in you. With GMT Systems by your side, navigate the cyber realms with confidence and assurance, keeping your business shielded from the relentless onslaught of cyber threats. Together, let's keep your digital world safe and secure!

In the vast, interconnected realm of the Internet, a silent battle rages on. It's a clash not of titans, but of tiny coded entities—bots. At its essence, a bot is a software application programmed to automate certain tasks. On one side are the good bots, enhancing our online experiences, and on the other side are the disruptive bad bots. Standing guard in this digital arena is cybersecurity. But as technology evolves, how can we ensure our digital worlds remain safe? Good Bots, the Digital Helpers Good bots on websites act as the backbone to many conveniences we enjoy online. For instance: • Search Engine Crawlers like Googlebot help index the web, making online search possible. • Chatbots provide immediate customer support on websites, guiding visitors and answering queries. • Transactional Bots streamline online transactions, from checking out in e-commerce stores to booking flights. • Feed Fetchers like Facebook's bot, fetch content to update feeds. • Monitoring Bots keep track of website health and uptime. • SEO Bots help in analysing website content for optimisation, ensuring your site ranks well in search results. These bots work quietly behind the scenes, ensuring smooth web operations and improved user experiences. Bad Bots, the nefarious counterparts with malicious intent A 'bad bot' refers to software designed to perform malicious tasks on the Internet. • Web Scrapers steal content from sites without permission. • Hack Bots find vulnerabilities in websites to gain unauthorised access. • Spam Bots flood platforms with unwanted content, from ads to malicious links. Such actions can compromise website integrity, rob businesses of crucial data, and disrupt online services. One infamous example is the Mirai botnet. This bad bot targeted Internet of Things (IoT) devices, transforming them into a network of zombie bots. These were then used to launch massive Distributed Denial of Service (DDoS) attacks, taking down major Internet services. The war is endless With this constant battle between good and bad bots, how can you protect your digital assets? The solution might be closer than you think. Sophos Synchronized Security, in partnership with GMT Systems, offers a holistic approach to this challenge. Instead of treating each device or application in isolation, Sophos provides a synchronised security solution where products communicate with each other. It's like having a coordinated army defending against rogue bots and malicious entities. With threats evolving every day, it's crucial for businesses and individuals to stay a step ahead. This is where GMT Systems come into play. Our partnership with Sophos amplifies the potential of synchronised security, ensuring you're not just protected but also prepared for future challenges. The battle between good and bad bots will continue as the digital realm expands. But with powerful allies like Sophos Synchronized Security and GMT Systems, one can navigate this battleground with confidence. Embrace cybersecurity solutions that don't just react but proactively defend and anticipate. The future might be filled with bots, but it's in our hands to decide which side triumphs.

Artificial Intelligence (AI) has progressively become a part of our everyday lives. As we continue to evolve in the digital age, its impact on businesses has been monumental. Our article seeks to explore the recent advancements in AI-powered workflows and their implications for businesses, with a special focus on the UK landscape. Understanding AI-Powered Workflow To comprehend the significance of these advancements, we must first understand the essence of AI-powered workflows. At its core, an AI-powered workflow employs AI technologies to automate, optimise, and streamline business processes. The deployment of AI in these workflows allows for improved efficiency, reduced human error, and a more dynamic, adaptable process structure. The Recent Advancements: A Revolution in Business Processes AI technology has recently experienced significant leaps, leading to more robust, efficient, and autonomous workflow systems. These advancements include: 1. Enhanced Predictive Capabilities: AI algorithms have evolved to analyse large sets of data and make predictions with increased accuracy. This ability is particularly crucial for demand forecasting, inventory management, and customer behaviour prediction. 2. Natural Language Processing (NLP): With the advancements in NLP, AI-powered systems can now understand, interpret, and generate human language more effectively. This development has opened new avenues for customer service and internal communication, promoting higher productivity levels. 3. Process Automation: Recent strides in Robotic Process Automation (RPA) allow for the automation of repetitive tasks, freeing employees to focus on more strategic activities. Furthermore, machine learning algorithms are now capable of improving their performance over time without human intervention. Implications for UK Businesses The UK has been at the forefront of embracing these advancements, which has significant implications for businesses operating in the country. The adoption of AI-powered workflows can lead to: 1. Increased Efficiency and Reduced Costs: By automating repetitive tasks and utilising predictive analytics, businesses can significantly reduce operational costs and improve overall efficiency. 2. Enhanced Decision Making: Through advanced analytics and predictive capabilities, businesses can gain deeper insights into their operations and customer behaviour, leading to more informed and strategic decision-making. 3. Improved Customer Service: NLP advancements enable businesses to offer 24/7 customer service through AI-powered chatbots. These systems can handle multiple customer queries simultaneously, providing quick and accurate responses. 4. Competitive Advantage: In an increasingly digital landscape, businesses adopting AI-powered workflows are likely to gain a competitive edge, as they can adapt more quickly to changes in the market and respond more effectively to customer needs. AI-powered workflow is no longer an emerging concept; it has become an integral part of modern business operations. GMT Systems recognises the transformative potential of these advancements and is dedicated to supporting our clients in leveraging this technology to their advantage. Despite the initial learning curve, the benefits of adopting AI-powered workflows are undeniable, promising a future of optimised operations, improved decision-making, and enhanced customer satisfaction for UK businesses. 

As a business owner, you're always looking for ways to improve efficiency and reduce costs. Microsoft has just announced a new integration that could do both: a similar technology to ChatGPT, the advanced AI language model, is coming to Microsoft 365. Microsoft is calling the system Copilot and says it will be embedded into Word, Excel, PowerPoint, and Outlook. What is ChatGPT? ChatGPT is an artificial intelligence chat bot created by OpenAI. Launched on the 20th of November 2022 as a prototype, with its stable release on March 14th 2023, it quickly became popular given its detailed responses and articulate answers, utilising many sources of knowledge. ChatGPT is an advanced AI language model that can understand and generate human-like text. It can be used to automate tasks, provide insights, and improve productivity in various applications. No More Tedious Tasks Microsoft 365 is one of the most popular software suites for businesses, providing essential tools for productivity and collaboration. But the question is: how could AI improve the Microsoft offering? Our team have taken time to think about ways in which it could be implemented: Microsoft Word: You could automate the process of creating new documents or responding to comments and suggestions. Copilot could also be used to summarise documents, extract key insights or generate automatic summaries. Microsoft Excel: AI can be used to help automate data analysis and provide insights into your business operations. You could ask Copilot to perform calculations, find trends in your data, and generate reports based on your data. Microsoft PowerPoint: Copilot can help you create and edit presentations more efficiently. You could use the technology to generate new ideas or content, format slides or even suggest design elements to make your presentation more effective. Microsoft Outlook: AI can help you manage your email inbox more efficiently by suggesting responses, filtering spam or even prioritizing emails based on importance. It goes without saying that we’re only brainstorming; the integrations may not include certain elements above, or it might go above and beyond our imagination! But overall, we think that AI could help you automate routine tasks, improve productivity, and free up your time to focus on more important tasks within each product of Microsoft 365.