SmartFees VM FAQs

What is SmartFees VM?
VM stands for Virtual Machine. With SmartFees VM, your entire SmartFees system is hosted on our secure server, rather than your own computer.

How does SmartFees VM work?
You will login to the SmartFees VM from any computer with the required internet connection. Once logged in, it will look like a normal session on your local computer. You will have your own secure user profile so that only you can see your SmartFees data.

How can I save money with SmartFees VM?
One of the most important benefits of SmartFees VM is the opportunity for you to save money by taking advantage of our new Direct Debit joint offering with our partner PinPoint (ChildCare EasyPay). See the SmartFees VM Pricing form for details.

Will I still have to do backups every day? No. Your SmartFees data file will be automatically backed-up every night and stored in 2 separate, secure locations within Australia. You will never need to remember to do backups again.

Will I still have to install upgrades?
No. Upgrades will be done seamlessly by the SmartFees team. When an upgrade is released, you will simply be advised on the functional changes/additions made. No installations, no downloads, no configurations, no reading of installation instructions. You will never need to worry about installing upgrades again.

Can I access SmartFees from anywhere?
Yes. You can login to SmartFees VM from any computer that has a minimum ADSL 1 internet connection (ADSL2+ recommended). You can work from your service or home and never worry again about copying your data file from one computer to another, or accidentally updating the wrong copy of your data file.  You can even use your IPad to access SmartFees.

Can I still print reports?
Yes. You can still print SmartFees reports to your own local printer from SmartFees VM. See the VM licence agreement for printer requirement details.

How does CCMS submission work in SmartFees VM?
All current interfaces, including CCMS, ChildCare EasyPay for Direct Debit, SmartFees Online and MYOB, will work in exactly the same way they do now.

Do I have to use SmartFees VM hosting?
No. SmartFees VM is entirely optional. With the release of Version 18 of SmartFees, you will have the choice to move over to SmartFees VM, or to continue using SmartFees as you always have, hosted on your own computer or network.

When can I start?
SmartFees VM will be offered from 1 September 2012, to coincide with the release of Version 18. If you sign up for SmartFees VM before 1 September 2012, you will begin using Version 18 in the VM hosting environment. This means you will not have to install the Version 18 upgrade. We will be staggering the migration of SmartFees data files over to SmartFees VM throughout September and will do so on a first-in-first-serve basis.

What will moving to SmartFees VM Cost?
For existing SmartFees clients, there is a once-off set up fee of $330 (incl.gst) to transition over to SmartFees VM.  Please see the SmartFees VM registration form. For new clients, please send us an enquiry and we will contact you.

How will it affect my SmartFees annual licence fee?
With SmartFees VM, you will pay your SmartFees licence fee monthly. You will also have the opportunity to completely eliminate or significantly reduce your SmartFees licence fee if you process enough Direct Debit transactions through ChildCare EasyPay each month. See the SmartFees VM Licence Fee and Pricing form for details.

How does the transition to SmartFees VM work?
We will upload your data file to our VM server, upgrade you to SmartFees Version 18 and set up your user profiles. We will also set up your Remote Desktop shortcuts on your computer, configure your local printers to work from the VM and uninstall your local SmartFees installation. Then we’ll show you how to use it. There is nothing for you to do except begin using it!

Is SmartFees VM Secure?
Yes. The SmartFees VM server is provisioned by our partner company, Bluewave. Bluewave’s security systems are of the highest standard. Your service’s installation of SmartFees and your SmartFees data file will live in its own location on the VM server so that no-one else but you and Abdat support staff can see it.

Each service using SmartFees VM will be allocated up to 2 user accounts. Each user will have a unique and secure username and password which gives that user access to their own data. You will connect to the SmartFees VM environment via a desktop shortcut which we will provide you. If your service needs more than 2 user accounts, that can be arranged too. See the SmartFees VM Licence Fee and Pricing form for details.

Will SmartFees Support change with SmartFees VM?
The prompt, friendly and high quality support you receive from our SmartFees Team will only get better with SmartFees VM. SmartFees VM allows us to provide you with more instant and hands-on support when you have a query. With your permission, SmartFees support staff can log into your data at the same time as you and see what you are doing and address your questions together with you. We can even fix any of your CCMS records if you need us too. No more screen prints, no more uploading your data file to us and no more Crossloop sessions! It’s just like we are sitting next to you – wherever you are!

Free Extras with SmartFees VM:
Windows Live Mail: for outgoing emails from SmartFees (e.g. emailing your invoices/receipts)
Open Office: Create and store Microsoft Office compatible documents on SmartFees VM in your own secure storage location.

Optional Extras with SmartFees VM:
MYOB Hosting: If you use the SmartFees/MYOB interface, you may wish to also run MYOB from our VM hosted server, allowing you to still automatically update MYOB from SmartFees. You must be using MYOB Version 19x to host it on SmartFees VM.

CCMS submission:
Let us do your weekly CCMS submissions for you. Talk to us for more details.

How do I sign up for SmartFees VM?

1. Print and read the SmartFees VM Licence Agreement and Service Level Agreement.
2. Print and send us the SmartFees VM Registration form and the signed last page of the Licence Agreement.
3. Pay your once-off set up fee using any of the payment methods listed on our payment page.
4. We will confirm your registration, send you a reciept and contact you to arrange your transition to SmartFees VM in September

How do I sign up for Direct Debit with ChildCare EasyPay?

1. Print, sign and send us back the ChildCare EasyPay Activation form.
2. ChildCare EasyPay will get you set up and contact you to arrange simple training.