10 Things You Must Know Before Choosing Your Copier Vendor

Before making your final choice when choosing a copier vendor there are 10 things that you must know.

1)    Are they an authorized dealer?

Ask if they are an authorized dealer for the brand copier they are recommending to your business. Besides hearing the answer, you will need some type of proof. A certificate from the manufacturer or being listed on the manufacturer's web site are adequate proof. An authorized dealer has the advantage of having the full support of the manufacturer which includes product training, replacement parts and supplies as well as warranty support (i.e. replacing defective machines).

2)    Guarantees?

The second item you need to know is their guarantees. Most vendors have good intentions to provide good service. You need to find out what the vendor guarantees, in writing, to provide when things don't go smoothly. You are exchanging cash for the ability to produce documents. You need the assurance that you can produce those documents no matter what. Find out how the vendor guarantees to respond to service requests and what happens if there are repetitive problems with your equipment. A key point is not just finding out what the vendor intends to do, you also need to get an answer to the question "or what?". For example, you need to find out what the vendor's service response time is and then find out what the consequence is to the vendor if they don't perform.

3)    Hidden fees?

Next find out what hidden fees exist besides the cost of acquiring the copier and its operating costs (service and supplies). Hidden fees can include filing fees, insurance charges or interim rent paid to a leasing company and delivery charges for supplies. Hidden fees can add significant expense to your total cost of ownership.

4)    Who is the leasing company?

Most companies tend to lease when they acquire new copiers. You will want to find out who "funds" the vendor's leases. You need to understand the relationship between the equipment vendor and the leasing company. The closer the business relationship, the more likely it is that the vendor can help with issues that may arise with the equipment lease. Late fees, insurance charges, billing errors can be annoying and time consuming problems that can be tough to correct on your own. You want to know up-front what leverage the equipment vendor has to be able to help you.

5)    Who is the vendor owner?

The fifth thing you need to know is who owns the vendor. Is the vendor locally owned or is it a division of an international company? Depending on the structure of your business, each type of vendor can have an advantage to your business. For instance, if you are a local business and operate primarily in a single location, a local vendor may be the best choice. Although not a rule, local vendors (or dealerships) many times outshine national distributors in their ability to customize aspects of their support. On the other hand, if you operate in multiple locations, it may be easier for you to work with a vendor that can personally control the quality of service delivery for all your locations.

6)    Supply replenishment?

A sixth item to determine is how the vendor replenishes supplies used by the equipment. Toner is the most frequently replaced component and without it, your equipment will not produce the documents your company needs to operate. You'll want to find out if the vendor has systems in place to keep you stocked at all times with the supplies necessary to operate your equipment. It's recommended to have your own backup plan but you are first asking the vendor about their systems that will prevent disaster on your end.  You also want to ask about a worst case scenario when you do run out of toner. What systems do they have in place to get you back up and running again quickly?

7)    Meter readings?

Although not critical to your equipment operating, a seventh item you want to find out about is how the vendor collects usage information or meter readings. Most vendors charge for service on a usage basis usually stated as a cost per copy. Service can be packaged in different ways but the vendor will always want to track your usage. Find out how meter readings are collected by the vendor. Your best case is where the vendors have an automated system where the equipment communicates directly with them (and doesn't violate any of your network security policies) so as to not disturb your employees.

8)    Billing errors?

The eighth item to evaluate is who can help you with billing errors. Most often there are two entities you are dealing with. The first is the equipment vendor who is placing and supporting your copier equipment. You will receive operating cost service and included supplies) and supply (i.e. staples, paper) invoices from them. The second entity is the leasing company the vendor used to fund the copier lease. They will send lease invoices for the equipment. There are variations where the leasing company will invoice for the equipment as well as operating costs. Whatever your program type, you want to find out how many invoices you will receive and who is invoicing each component. Will you have one local point of contact that is close to the invoicing process or are there multiple contacts located far from your location. The fewer contacts you have to work with and the closer they are to the process, the faster and easier you will be able to resolve billing errors.

9)    The "lemon".

In the 23 years that I was an equipment salesperson as well as a dealer principal, I never saw any equipment labeled as a "lemon" when it was delivered to our dock. Although not a frequent occurrence, some of the equipment unboxed as brand new had demons that showed themselves fairly quickly after installation. The ninth item that you want to find out about is the process the vendor uses to resolve equipment reliability issues. Ask who is involved and how long each step described takes. Your best case is the fewest people involved and a short time line. Keep in mind you need to find out how the vendor handles replacing a machine that is within 90 days of installation as well as equipment that has been in use longer. These 2 categories are usually handled differently.

10) What do you want to change?

Unless you are a start-up business, you probably are currently using a copier and have a current vendor. During your relationship there are issues that have likely surfaced.  The tenth item you need to find out before choosing your copier vendor is can the vendor(s) you are considering  serve you in a way that eliminates or minimizes the issues that you are currently experiencing. Pretending you have a magic wand, describe on paper the perfect equipment vendor. Have your wish list close at hand when discussing how you want to work with a potential (or current) vendor. Have the vendor put in writing your expectations and how they will deliver them. Remember item 2 above and make sure get an answer to the question "or what?" for each area of concern. Promises or guarantees without "teeth" will not deliver the support you are seeking.

Researching these ten questions will help you choose the best vendor for your business. 

If you have any questions, you can e-mail them to help@bottomlineadv.com

David Cantliffe is the President and Founder of BottomLine Advantage LLC located in Superior, Colorado. BottomLine Advantage is a performance-based, client advocacy consulting group that specializes in reducing hard dollar costs for copy, print, and fax expenses, as well as facilities management agreements while simultaneously enhancing vendor service support levels.

David's experience spans over 18 years as a sales representative within the copier industry combined with 5 years experience as a dealership principal. You can download free articles and templates containing additional cost reduction ideas at http://www.bottomlineadv.com inside the resources tab, send an e-mail with questions or contact David at 888.400.3600.

© Copyright ? David Cantliffe. All Rights Reserved Worldwide

Tips for Choosing a Real Estate Agent - Independent Versus the Broker Franchise

The general rule is that it's the agent, not the office that's most important. Go with the best agent you can find, independent or franchise. However, if you don't know any agents and can't get a recommendation, the national franchises usually maintain at least minimal quality con­trol, have procedures that protect both them and you, and usually have heavy errors-and-omission insurance in case one of their agents makes a bad mistake.

Today it's very hard for an independent office to survive. National franchises such as Coldwell Banker, Century 21, R/EMax and others offer heavy advertising, name-brand recognition, and legal support and associated services to agents. They often overwhelm small independent offices with their competition.

As a result, most agents today in most areas belong to a franchise of one sort or another. My own experience has been that only those independents that are either extremely strong, with excellent agents, or very weak, with poor agents, have not been gobbled up by one or the other of the franchises. That usually means that if you're dealing with an independent, you've probably got the best, or the worst, of the field.

It's important to understand, however, that although you may go with a national name in real estate, in most states you're still dealing with a local office. For example, a broker friend of mine had successfully operated an independent office near Los Angeles for over 20 years. He had seven agents working full-time for him, every one a winner.

However, he decided that he could make more money with less effort by associating with a national franchise. So one day, he simply converted. His office now bears both the national name and his own name. It's a fran­chise, he's still the broker in charge and the agents are the same. He operates under the umbrella of the national firm, which provides the support noted above, but you still deal with him or one of his associated agents. In a sense, you're getting the best of both worlds.

Except... the national franchise has strict rules regard­ing the amount of commission charged, how deals are handled, where escrows are placed, and so forth. My friend no longer has the flexibility he once had to tailor-make a deal to suit his clients and customers. Today, he follows the rules. This sometimes benefits those clients and customers, and other times it causes them grief and produces a poorer result.

Gary writes for My Hawaii Real Estate where you can find Oahu homes for sale in the all the major islands. Review real estate on Oahu along with our MLS search for Honolulu real estate listings.

Investing - Choosing Individual Savings Accounts

ISAs replaced PEPs and TESSAs for new investments after April 1999 and are guaranteed to run for ten years. The annual limit for investment is £7,000 (£5,000 from April 2006). Income and capital gains in an ISA are tax free and dividends receive a 10% tax credit until 2004.

Investments can be in three components:

up to £3,000 (£1,000 from April 2006) in a cash component in banks, building societies, National Savings products (the taxable ones of course);
up to £1,000 in an insurance component single premium life assurance policies such as with profits bonds;
up to the full £7,000 (£5,000) in stocks and shares investment or unit trusts, preference shares, bonds and gilts or directly in equities (a self select ISA). There are no geographical limits as there were for PEPs.

There is a question mark over the value of the insurance component because insurance linked products pay income tax (albeit at a favourable rate), which cannot be recovered and no more tax is payable on investments outside an ISA except for higher rate taxpayers.

Shares arising from employee share option schemes can be transferred to a stocks and shares ISA without counting against the annual limit.

Although 18 is the starting age for ISAs, 16 and 17 year olds can invest up to £3,000 (£1,000 from 2006) in a cash ISA.

There are three kinds of ISA:

Maxi ISAs - up to the full £7,000 (£5,000) is invested with one provider, although it can still be broken down into two or three components.
Mini ISAs - you can have one, two or three providers, one for cash, one for insurance and one for stocks and shares (but you cannot forgo either the cash or insurance mini ISA to put £4,000 in stocks and shares).
TESSA only ISAs when a TESSA expires, the capital element (but not the interest) can be re invested in a cash or TESSA only ISA without counting towards the annual ISA limit.

You cannot invest in both a maxi ISA and a mini ISA in the same year.

Income can be left in or withdrawn but once taken out neither income or capital can be put back into that year's ISA.

CAT standards exist for ISAs (charges, access, terms) to protect inexperienced investors but providers do not have to follow them.

Are they good value?

There has been some debate about the value of PEPs, particularly for standard rate taxpayers, since not many People pay capital gains tax and the extra charges could be greater than the income tax savings. However, this dates back to the time when PEPs could only be invested in equities. The same questions arise in connection with ISAs.

Statistics of returns over a period are only available for the time when PEPs were limited to equities. They show that equity investment through a PEP achieved a higher return although it took a lengthy period for the difference to be significant.

Corporate bond ISAs and PEPs

Now that ISAs and PEPs can be invested in company fixed interest stocks and shares, producing more income than equities at least to start with (as well as incurring less risk), there will be a tendency, particularly in the case of higher rate taxpayers, to use ISAs and PEPs in this way.

Another reason is that the full amount of tax deducted at source from company fixed interest stocks can be recovered by the ISA manager instead of the limited recovery of tax deducted from dividends.

Choosing an ISA

Even when you have decided on the type of ISA you wish to invest in, there is still a wide choice. Here are some questions to ask the ISA provider:

What are the initial/exit and annual charges and are they charged to income or capital?
What are the dealing costs (if applicable)?
What is the charge for transfer to another provider?
Is there any charge for switching between the provider's own funds?
Are there charges for collecting dividends, getting company reports and attending AGMs?

It is possible to have a self select share ISA in which you choose which shares or units to invest in and you can trade in the usual way (this also applies to PEPs). There is no specified limit as to how long you can hold cash - the criterion is an intention to invest.

Putting all your annual share ISA money into one unit or investment trust, while economical, can be somewhat risky, especially in the case of an ISA mortgage, but you can spread the risk by choosing a different investment sector for each ISA year.

Fund supermarkets are worth considering for ISAs.

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Choosing the Right Replacement Windows

Window Replacement Reviews and Ratings

Not surprisingly, wood clad and fiberglass window frames rated the highest. (These replacement windows also carry the highest price tags.) These window frame materials are better at keeping out the rain, wind and elements. Each window was put through a week of extreme temperatures to see how the window expanded, contracted and flexed with temperature and condition changes. Each window was then tested for water and air leakage. Windows that exhibited little or no change in performance from the start to finish were ranked highest.

Vinyl is less expensive and convenient

Vinyl replacement windows account for nearly 50% of the market because they are reasonably priced and maintenance-free. However, vinyl windows will let some air seep through, especially in colder climates. In addition, vinyl is less attractive than wood clad and is not able to be stained or painted to match or compliment a home's exterior color.

Replacement Window Ratings

When comparing the same type and style of window from different manufactures or even different lines from the same manufacturer, you have probably noticed one thing: no two windows are exactly the same. Don't panic! There's no need to resort to anything as drastic as defenestration - or jumping out of a window. In order to ensure that your replacement windows will provide you with great home comfort and energy cost savings, the National Fenestration Rating Council or NFRC and Energy Star provide a useful rating system for evaluating window quality and energy efficiency.

It can be difficult to compare claims made by different window manufacturers, mainly because they often use different window measures and rating terms to sell their products. For instance, some may use center-of-glass R-value and shading coefficient, while others use whole-window U-factor and solar heat gain coefficient. Fortunately there is now one place to look that has standardized ratings for windows - NFRC. The National Fenestration Rating Council (NFRC) is a nonprofit coalition of manufacturers and window experts that has set standards for testing and labeling windows.

The National Fenestration Replacement Council

The NFRC has developed a fairly comprehensive window performance/ energy star rating where they provide uniform and definitive benchmarks by which all window companies must now measure a window's energy performance. You can easily compare windows from different manufactures or different lines from the same producer because the information is handily and precisely presented in an easy to understand summary. However, you should be forewarned that windows are evaluated and rated when they are new and therefore long-term resilience is not taken into account. In addition, the Council does not perform studies on already installed windows or their history.

The NFRC Window Replacement Rating System

The key element to the National Fenestration Replacement Council rating system is a window's U-factor. The NFRC gives each window a U-factor rating. The first number after the words U-factor is the rating that's appropriate for residential purposes. It will be marked AA or Residential. The U-factor marked BB or Non-Residential is for commercial window applications. The U-factor on the NFRC label always refers to the whole window. To make sure you are comparing apples to apples, ask for the NFRC ratings even when there is no label on your window replacement. Also, be sure to use the same size windows for comparison, because the ratio of glass to framing affects the result.

U-value measures how much heat actually flows through a material. NFRC has U-value measurements of different replacement window systems. Simply put, the lower the U-value, the greater a window's resistance to heat flow and the better its insulating value. U-factor rating ranges from 0.10 to 1.20. The lower the U-value, the lower your heating costs. You may also want to compare air leakage. This rating corresponds to the ratio between the number of cubic feet of air that passes through a window divided by the square feet of window area. The lower the AL is, the smaller the leakage.

Another factor to consider is Solar Heat Gain Coefficient (SHGC), which measures how well a product blocks heat caused by sunlight. SHGC is the actual measurement of solar radiation (infra red energy or solar heat) that passes through home replacement windows SHGC is expressed as a number between 0 and 1. The lower a window's solar heat gain coefficient, the less solar heat it transmits. Whether you want a high or low SHGC number depends on where you live. In the north, where your primary concern is probably heating your home, a high number may work to your advantage. On the other hand, in the south, where the goal much of the time is keeping the heat out, a lower SHGC would be desirable.

Next is Visible Transmittance or VT. VT measures how much light gets through the window glass. This is also a rating between 0 and 1 and like CR the higher the number, the more light gets through. The typical piece of clear annealed glass has a VT of.93, which means 93% of the light that hits the glass passes through. Add a second lite and VT goes down by an additional five percent. The higher the VT, the more light that gets through the window. The lower the UV transmittance the less fading of your drapes and carpet.

One final factor is condensation resistance or CR. CR measures the ability of windows to resist the formation of condensation on the interior surface of the product. Here, higher numbers are better than the lower numbers.

Many of the stickers won't include ratings for all these categories since they are not mandatory. For the most part, the two most important numbers to look at are U-Value and Air Infiltration. U-Value indicates how good an insulator the window is, and air infiltration indicates how drafty the window is.

Energy Star Program

In 1992 the United States Environment Protection Agency (EPA) established the Energy Star program. The Energy Star Window Program and leading window manufacturers have worked together to provide consumers with window that are energy effiecent. This program has paved the way for valuable strides in window technology. Every ENERGY STAR-qualified window is independently certified to perform at levels that meet or exceed strict energy efficiency guidelines set by the U.S. Department of Energy.

Insuring a High Replacement Window Rating

Many people decide to replace their windows when they see a great sale at a local home center store. Generally, the bargain prices are for the bottom-of-the-line windows, which even some well-known manufacturers produce. You're better off avoiding the so-called bargain line. In fact, it can be difficult to find someone to install them because most professionals don't want to be associated with second-rate products.

One final caution: For a window to perform at the levels indicated by the NFRC ratings, it must be installed correctly or you may just be wasting your money. Therefore, choosing a reliable company to handle the installation is extremely important. Be careful and discriminating in hiring a contractor. Look for replacement window contractor, who are not only licensed and bonded but also have experience in the specific kinds of work you need done. Get at least three estimates that include itemized cost analysis and particulars about how the project will be carried out. Compare the bids not only for price, but also for what exactly they include. Finally, check referrals.

On the other hand, if you buy the window from the company that installs it, there can be no passing the buck if there are problems since one company is responsible for everything. If you decide to go this route, be sure to check out their window certifications and examine their replacement window warranty before you commit.

When selecting replacement windows, use the NFCR rating and the Energy Star designation to make meaningful comparisons and an informed choice. Be wary of window vendors who won't provide this information. Once you've purchased replacement windows, if you then need to hire installers, carefully compare the credentials of the bidders because your new windows, regardless of their rating, will only be as good as their craftsmanship.

The more research you do and comparing of manufacturers that you complete the more confident you will be when making a final decision on your replacement windows. Many of the big box stores have many lines of replacement windows and many of them have in stock as well. So with this you can start your project sooner than if you have to special order the windows. Just remember the window that you chose will be in your home for 10-20 years to save a few dollars when choosing the replacement windows could cost you heating and cooling cost in the long run.

Questions to Ask When Choosing a Courier Delivery Service

A courier service is a company that supplies door to door shipping and delivery of packages, letters, and other shipments. Courier services can be local, national, and international. Courier services among companies vary so when selecting the right service that meets your needs, it is important to ask the right questions.

Do you offer on-time delivery?

Most couriers offer guaranteed on-time delivery. This is normally available for standard shipping service, express shipping, same day delivery, and overnight shipping.

Do you have a solid reputation?

The success of a courier depends a lot on if they fulfill their shipping obligations, Couriers should have a list of customers who are happy with their services. They should have a reputation of handling packages with the best care and do not have a record of damage or loss of items.

What is the cost of the courier services?

Cost of shipping items can vary among couriers. It is important that you are getting the best value for your money. Ask if they offer discounts on bulk items. Find out what the exact services are for each shipping service. The lowest price is not always the best service.

What does the insurance cover?

Ask if the insurance covers the full value of the item being shipped and if it covers stolen, lost, and damaged items. You want an insurance guarantee on your item in writing. Producing a Certificate of Insurance should not be a hassle for an insured courier. Every courier company should have a minimum of one million dollars worth of general liability insurance

What are your delivery hours?

Some couriers work all hours and days. Some do not work on holidays. You may have to pay an additional feel for a specific delivery time.

What is your State Permit number?

Each state issues a permit to motorized transporters of freight. You should not use a courier who does not have the proper permit.

Are you bonded?

Bonding is insurance against a crime committed by an employee of the courier company. For instance, if a computer shipped an expensive item that was stolen by an employee, bonding would cover the customer for their financial loss.

How much will my shipment cost?

Cost of shipment will depend on the size and weight of the package. Many couriers have online calculators to determine shipment costs.

Are there items that the courier will not ship?

There are items that couriers are prohibited from transporting. Examples include livestock, liquids, perishable goods, glass, gases, pyrotechnics, arms and ammunition, corrosive..etc.

What information do you need when I book a courier?

Couriers usually need to know the type of item, size and weight of the item, destination address, what type of service is needed..etc.

When you enlist the services of a courier, they are obligated to answer your questions. Couriers are now an essential part of transporting items nationally and internationally. Knowing what questions to ask will go a long way to ensure your shipment arrives safe and sound.

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Choosing Essential Small Business Payroll Software

Large organizations have full time accounting staff to prepare the payroll. Full time professionals employed or the payroll function may be outsourced to a payroll bureau. The payroll task in a small business often falls to the proprietor demanding even more time to familiarize with current payroll legislation and a not insignificant amount of administration time that could be better spent making profits than number crunching. Small business organizations with up to ten employees producing the weekly payroll can easily take an hour or more each week calculating the income tax and national insurance contributions . An hour that could be better spent earning profits or at the very least having an extra hour of free time each week. Free time that small business owner's value at a premium since the majority of small business owners either work or think about work from dawn to dusk 7 days a week. Payroll software to satisfy the PAYE requirements can be just one part of making that small business more efficient.

Small businesses that fail to operate a sound payroll system can produce a negative effect on the employees. Employees expect to be paid and provided the amount is a competitive rate would only rarely have an effect on staff relations. However operating a payroll system that does not provide each employee with a payslip is like telling your employee he has received a personal letter that was opened for him and discarded as not important. To the employee a payslip is very important. Every employer has a legal responsibility to provide employees with payslips and a P60 End of Year Employees Certificate. A payroll software solution satisfies employee's essential needs and fulfills the legal requirements. Failure to provide employees with payslips can only reduce the respect hat employee has for his employer. Every employee must receive a payslip that shows the amount of income tax and national insurance deducted from the gross pay. Employers must also calculate the employer's national insurance contribution. Employers not using a payroll software package such as available from DIY Accounting Payroll Software must design their own payslip to give to employees to satisfy legal requirements.

In the UK producing a weekly or monthly payroll can be a burdensome task to comply with the HMCE requirements. Employers operating a PAYE system without the use of payroll software need to be familiar with evolving requirements of HMCE through their website and the extensive payroll notes contained on the CD-Rom which is sent out annually. To fully appreciate all the technicalities and complete all the correct documents such as the P11 Deductions Working sheet is time consuming. It doesn't have to be a problem. Payroll Software can automate this knowledge and functions and is available at insignificant cost. DIY Accounting Payroll Software package is available for up to 20 employees at a cost of £15 to £25. That is a payroll software package that could save a small business over an hour a week, for twenty employees more like two hours, for less than 50p per week. All small business owners should at least consider suitable efficient payroll software.

Many payroll software packages are written using databases and can put many small business owners off using them due to both the cost and the fear of the unknown complexity of using such a payroll package. Many payroll software packages written on a database provide an excellent solution but have a tendency to be extremely politically correct and cover all potential rules and regulations and consequently become more complex to operate as they can demand at least a minimum knowledge of the payroll system. There are other PAYE solutions. The DIY Accounting Payroll Software is written on excel spreadsheets requiring no payroll experience and a minimum of entries to produce all the essential calculations of income tax and employees and employers national insurance. In addition excel copies of the time consuming P11 Deductions working sheet, P60 Employees Certificate and the P35 Annual Employers Return are all automated to save the small business valuable administration time. A payroll software solution written on excel can also be used with an open office spreadsheet package but not least all the entries are visible and therefore transparent. Errors and mistakes can be easily corrected simply by changing the numbers on the payroll ensuring the payroll is produced both quickly and accurately. Payroll Software is an effective tool that should receive serious consideration by all small business proprietors.

Payroll Software also has the advantage because it can be simple and fast to use of avoiding late payments to the revenue and the consequent unwanted letters and potential fines this can invoke. By having all the information required for the monthly or quarterly revenue payments late penalties can be avoided and by producing the Annual Employers return on time small business owners can submit their returns online and receive a tax free online filing bonus. The current online foiling bonus being £150 and substantially more than the payroll software might have cost. And it's Tax Free. As they say in Yorkshire. "If thar you ever gets owt for nowt, Tec it"

Terry Cartwright is a qualified accountant in the UK designing accounting and payroll software packages for small to medium sized business through his website DIY Accounting, Payroll specifically produced for up to 20 employees providing simple Payroll Software written on excel spreadsheets.