N5 Entrepreneurship Computers


The personal computer can be a big help to any business. Software programmes like Pastel are designed to assist the business manager with all the financial aspects of a business. Control is necessary for the following reasons: • computers and packages are expensive • confidentiality of business information • viruses can destroy all the information with dire financial implications


Fax machines and e-mail Fax machines are designed to assist the communication function of a business. Written documents can be sent speedily to customers, suppliers, etc. It also provides written proof of such action. Fax machines are potentially dangerous if confidential documents are received or sent in this manner. Certain modern fax machines do have an additional function to ensure confidentiality. E-mail has reduced the role of the fax machine, but many companies use both to communicate with their client’s, suppliers etc.


Telephones


A business needs telephones. The biggest danger for a business is telephone bills incurred by private calls, i.e. on matters not related to business. Certain telephone systems are designed to limit the possibility of the misuse of telephones. These systems can restrict calls to certain regions.


Cellphones


The cellphone is the workhorse of the small business manager. Since this piece of technology is carried on the person, control is relatively easy. However, its popularity makes it a bigger target for theft. The card inside the phone is of particular importance. The wrong person can make phone calls costing you thousands of rands before it is possible to stop him/her. Extreme care must therefore be taken.


Photocopiers


Photocopiers are widely used in businesses. Duplication of documents, pamphlets, letters and accounts are part of the daily operations of a business. Control is necessary for both the copying process and because photocopiers require regular maintenance.


The benefit of technology to a business is immense; however, the cost of all this equipment necessitates proper control. This includes short term insurance.


5. Stock control


Stock control or inventory control forms an important part of the overall control function within a business. The reason is that a substantial part of a business’s working capital is used to finance the inventory. Thus, the small business manager must keep an eye on this side of the business’s operations. Inventory losses, bad quality and slow moving inventory are a few examples of what can go wrong. Financial losses can therefore be substantial. Inventory includes: • Raw materials • Work-in-progress • Finished goods


Inventory Control is discussed in Module 8.3 as part of Operations Management. Refer to that section for more detail.


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