SAGE EVOLUTION TRAINING
MANUAL
Common features in
evolution
1.
How to
create VAT
2.
How to
navigate VAT in evolution
3.
How to
set company parameter
4.
How to
block accounting period
5.
How to
create project.
Procedure on how
to create VAT
·
Go to
system tree
·
Go to
Common
·
Go to
Maintenance
·
Go to
VAT
·
Select
Add or Edit
There are two ways
to access application on your desktop
I Right-clicking
i.
Right
click
ii.
Select
Open
iii.
Enter
your user name & password (Your user
name and password is case-sensitive)
iv.
Select
OK
II Double Clicking
Ø
i Enter your name and password
Ø
ii Highlight the company
Ø
iii Select OK
5 WAYS OF NAVIGATING THE EVOLUTION
1 Menu bar
3 Task bar
3i System tree
4 Work area
5 Favourite (Short cut)
TAX TYPE
Output tax
Output tax
adjustment
Input tax capital
(Capital Gain Tax)
..
PROJECT
2 types of project
management options to enable us to tract project
i. The income
ii. The material used
ii Overhead expenses
iv Project profit & loss
PROCEDURE
i Go to System tree
ii Go to Common
iii go to Maintenance
iv Go to Add
Example: Project code: 115
Name Vanguard Outstation projects
Description : Vanguard outstation Project
Click OK to create
the project.
HOW TO BLOCK COY’S ACCOUNTING PERIOD
Company details
Procedure for
counting GD
-
System
tree
-
Maintenance
-
Add
General Ledger
i Maintenance
ii Transactions
iii Enquiry
iv Report.
i.
In
Maintenance, we create, add, edit modify and delete transaction. You don’t post.
ii.
Transactions
enable users to post their day to day transaction. You can only create on the
flyer in the transaction
iii.
Ledger
enquiries - enables users to ascertain
the double entry principle of a particular transaction i.e. audit trail
Project enquiries.
iv.
Report
– to view
CHART OF ACCOUNT
i.
Understanding
the system
ii.
Understanding
the transaction
iii.
Understand
Account Type
iv.
Understand
Coding structure
Printing – right click,
Add or create on the flyer
GENERAL LEDGER
The general ledger
is the heart of accounting system
Every other
modules interface with the general ledger to produce your financial or
management report at a particular period.
Things to note
i. How to create GL or Chart of Account
ii. How to create branches, depts.
iii. How to set up budget & budget culture
v.
How to
post or process bank payment and receipts,
imprest or petty cash payment & receipts.
vi.
How to
post journal batches (prepayment,
accruals, payroll, depreciation adjustment & recurring journal)
vii.
Journal
transfer is used to transfer balances (wrong balances of under cast or
overcast.
BANK PAYMENT
There are two ways
to enter
i Using the bank module in evolution
ii Using the receipt & payment vouchers
iii Using Account Payable module for payment, Accounts receivable for receipt.
Iv Using journal for Account Receivable & Payment
1.
Bank Module
Go to system tree
-
General
Ledger
-
Transaction
-
Cash
book batches
Select transaction
- Add
- Add
Printing the
description of the bank
e.g. (Zenith) and select OK
e.g. (Zenith) and select OK
2.
Go to
Sage Pastel Icon
Select OK
Type in your username & password
Click receipt or payment
-
Tender
type e.g. Payment Cash
-
Transaction
type: Payment General Ledger A/c, A/c payable
-
Narrative
E.g. General Ledger A/C – Chart of A/c
Select the bank
Transaction Code – e.g. Cash payment
Click: Process if authorized
3.
A/C
Receivable
Transaction, Standard
Select the customer paying
Go to transaction code
Select receipt
Select the date of transaction, PV No, Teller no, amt,
description, f9(process)
P.V NO: 0055701
Narration: Advert Commission
Congratulation 504,856
CBI 159800
ICRC 22800
TOTAL 587456
Rqd: Post the
transaction
Split line - The share chq
Creating GL Opening Balance
4 ways
1. Using GL for GL
rebated transaction journal
2. Using A/C
receivable for transactions relating to customers.
3. Using A/C
payable modules
4. Using inventory
module
5. Fixed assets
register module
GL
System tree
System tree
GL
Transaction
Opening balance journal
Enter the necessary debit and credit
Ok
-A/C Receivable
System tree
A/C receivable
Transaction
Standard
Select the customer A/C
Transaction Type: - Select Opening & Closing
Balance
Enter date
Ref date
Amount
F9 / process
Select view to check
-A/C Payable
System tree
Transaction
Standard
Suppliers A/C
Transaction code – Select opening balance, date, ref,
description, Amount, F9/process, view to check if you are correct
-Inventory Opening
Balances
Please note you use
this as well to do inventory adjustment after stock count
Procedure
System tree
Inventory
Transaction
Inventory adjustment
Select the inventory item
Date, ref, ,transaction, description
Ensure that the
adjusted qty on hand is ticked
Inventory
Adjustment – Qty or cost
Fixed Asset
System tree
Fixed asset
Maintenance
Asset, add
Enter
Asset Code
description purchase date, capex order, master asset, scrap valve, Ok
Creation of
Customer – Procedure
-System tree
-A/C receivable
-Maintenance
-Customers
-Add
Allocate payments
against invoice
Open item – Credit
customer
Balance brought
forward – cash customer
3. How to impert
Journal
Procedure
-System tree
-GL
-Transaction
-Journal batches
-Select journal e. g payroll journal
-import
Reconciliation of
Daily Transaction\
When reconciling
daily transaction, ensure
1.
all
bank and cash transactions, invoices, customer suppliers invoices, debit and
credit note, inventory adjustment, fixed assets, journals are being processed
for the day if not, go to the respective module
i. GL
i. GL
ii. A/C receivable
Iii. A/C Payable
v.
fixed
asset
vi.
Inventory
to ascertain the correctness of each source document against the processed
transaction on sage.
vii.
Check
item for credit control
viii.
Charge
tax
ix.
Edit
ageing period : Monthly daily customize
x.
Contact
detail
xi.
Credit
Limit
Creating suppliers
Same as above
I.e. system tree
a/c payable, maintenance customer, add
Importing &
Exporting cash book from excel to sage
Procedure
1.
System
tree 2. GL 3. Cash book batchers
2nd procedure
Go to Start
Sage pastel evolution data distribution service
Check on new
Browse
AS C11
Ok , next, browse
Thereafter you can
now print individual report module. In
each of the module you have enquiry to trail each of the mis-posting error
either by omission or commission processed b y individual user.
A/C Receivables
Classification of
customers in VML agency outstation, Barter, Lagos staff, direct, gratis, bridglonic /
supplements.
Customer invoices
can be processed in two ways 1. service or ii. Product/inventory why grouping your customers.
-
You
must understand the group they fall into
-
Understand
the GL transaction the customer is linked into the group
-
Must
understand the subgroup or area the customer fall into
PROCEDURE TO
CREATE CUSTOMER GROUP
GO TO
·
System
tree
·
Account
Receivable
·
Maintenance
·
Groups
·
Add
·
Enter
or define a code
·
Group description
e.g. Barter BT 001
·
Enter
Group override, under row, and
Receivable
Control
Select Barter Receivable Control
-
Click
OK
THINGS TO
UNDERSTAND IN ACCOUNT RECEIVABLE
You must know
if the customer already exist in data base
If not, create the customer linking it to a specific
group they belong
Raise an invoice either circulation or Advert
Accounting entry for raising invoice
DR Customer Account
CR Sales which can be split to various revenue account
DR Cost of Sales
CR Stock for finished Goods Account
But for service items,
CR Sales
DR Customers
Account
CREDIT NOTE
Credit not is raised to a customer when there are
defects or special arrangement to return products when they are not sold. The
accounting entry is the opposite of the invoice.
-
Internal
Issue out by Accounts Dept.
-
Credit
Control Measure
Four Accounts
Affect on internal issue out
Dr. Cost of Sales
Cr. Revenue
CR Inventory
Dr/ Personal
Account
Cash Refund to
Customer
Generating
Customer Report
·
Sales
Analysis
·
Customer
balance
·
Customer
Statement
·
Customer
Transaction report (Detail or summarized)
·
Customers
List – according to group.
PROCEDURE ON HOW TO CREATE CUSTOMERS
·
System
tree
·
Accounts
Receivables
·
Maintenance
·
Customer
·
Add
·
Enter
the customer unique code
·
Customer
name
·
Description
·
Title
(if an individual)
·
Ascertain
under cash or credit customer
·
Enter
the description
·
Select
the group the customer belong (u can right click to create
·
Area
·
Sales
Rep etc.
Alternatively, you
can copy existing customer and edit.
Raising An Invoice
There are four
ways of raising an invoice
i.
Using
Accounts Receivable (only Service Invoice)
ii.
Using inventory invoice (service & product
invoice)
iii.
Order
entry – Service & Product Invoice)
iv.
Sales
Order Processing (SOP)
Procedure
·
System
tree
·
Account
Receivable (You can right lick to create
·
Area
·
Sales
Rep.
Alternatively, you
can copy existing customer and edit.
Raising An Invoice
·
Using
Account receivable (only service invoice)
·
Using
inventory invoice (service and product)
·
Order
entry – (service & product invoice)
·
Sales
order Processing (SOP)
1.
Accounts Receivable
·
System
tree
·
Accounts
Receivable
·
Transaction
·
Standard
·
Select
Customer name
·
Transaction
Code – select invoice
·
Enter
date
·
Reference
– invoice no. manually
·
Amount
– exclusive or inclusive VAT
·
Description
·
Select
VAT
·
F9./Process
·
View
history
2.
Inventory
Invoice
·
System
Tree
·
Inventory
·
Transactions
·
Invoice
·
Select
the customer
·
Enter
Other Cash customer balances is always zero.
How to Call Over An Invoice, Cr. Note, Invoice, GRV,
Quotation
·
System
tree
·
Inventory
·
Transaction
·
Invoice
Slash
·
GRV
Slash/Cr Note/Return to suppliers
·
Open
·
Under
Account, select the customer
·
Under
Status – Unprocessed quotation
·
Select
the Date of transaction (If sure)
·
Click
find
·
Highlight
& select OK
3.
Order Entry – SOP & POP (Sales Order
Processing & Purchase Order
Processing)\
This is usually done by users when sales or purchases
are done in stages, batches or range to generate just a single invoice for
those interval of sales & purchases.
Procedures
The same for POP
·
system
tree
·
Order
entry
·
Transaction
·
Sales
order entry
·
Sales select
customer
HOW TO CREATE & PROCESS CUSTOMERS’ JOURNAL
Two ways to
process customers journal
1. Using A/C receivable journal. Process both
dir & Cr
Procedure
·
System
tree
·
A/c
Receivable
·
Transaction
·
Standard
·
Customer
A/C or name
·
Select
Cr / Dr journal
·
Enter
the date of transaction
·
Enter
the reference
2.
Using A/c receivable batch journal
Procedure
·
System
tree
·
A/c
Receivable
·
Trans
·
A/c re
batch maintenance
·
New
batches
·
Option:
Clear batch after post
·
Allow
duplicate reference
·
Always
show G L contra entry
·
Allow
editing GL contra a/c
FOREIGN CURRENCY: ENTER
Accounts Receivable Relink
·
System
tree
·
A/c
Rec
·
Maintenance
·
Balance
relink
·
Start
How
to raise credit note
3 ways
1. Using A/c Receivable standard
2. Using the inventory module
3. Using order entry
1. Using A/C receivable standard
·
System
tree
·
A/C
payable
·
Transaction
·
Standard
·
Select
the customer
·
Select
journal credit (This is only used for service item)
2. Inventory Module ( for product &
service)
·
System
tree
·
Inventory
tree
·
Transaction
·
Credit
note
·
The
customer
·
Enter
the detail & process
3. Order Entry
·
-system
tree
·
-Order
entry
·
-Maintenance
·
-Cancel
order
·
-Select
the customer
·
-Select
the order no
·
-Withholding
Tax under transaction code
·
Enter
the detail, date, ref, amt
·
F9 /
Process-
Customer Refund Processing
3 ways
1. Using the bank / cash module
2. Using A/C Rec standard
3. Using customer batch journal
4. Purging an account receivable
Enquiry – There is
balance enquiry on every 34v2 check. It is date driven
A/C PAYABLE
-Ensure that the
suppliers have not been created
-Create a vender
if not in existent
-Create the
payable group arrears, sales rep or contact person
-Opening balance
,enter the Op. bal of the supplier
- Raise suppliers
invoice GRN,DR,NOTE or return to supplier, suppliers refund, - --- - -Debit/credit journals withholding tax
-Report, remittance
advice supplier transaction, other report.
Procedure on how to create suppliers
Same as a/c
receivable
Procedure
-Menu bar
-maintenance
-A/c payable
-Suppliers
-Add new
-enter supplier
code, group & area, description, group & area, A/C type forms, contact
details, items supplied, OK
Ilustration:
Create supplier Build Well thing. Code: B003; Credit limit N1.5m, Currency.
How to process suppliers Invoice Procedure
1. Using A/c payable standard
2. Using inventory (GRV)
3. Purchase order processing (POP)
4. Procurement
Using a/c payable
standard ( service)
-system tree
A/c payable
- transaction
- enter the
suppliers code and name
- Select the
suppliers invoice
- Enter reference
- Amount
- Description
- VAT if there’s Vat
- Process
- View transaction
Using inventory (service & product)
-system tree
-Inventory
-Transactions
-Goods received
voucher
-Enter sup[pliers
detail name & acct invoice no populate automatically or enter manually
- Date of
transaction
- Delivery method
– by land by truck contact person
- Select line
transaction in the work area
- Select ST for
stock item
- GL for service
items
- Quantity unit price,
Vat
- F9/Process
To print GRN, SUPPLIERS INVOICE
Order other entry
purchase order processing (POP) service & product
This is used where
there are ranges or interval between the first delivery & last delivery
- Procedure
- System tree
- System tree
- Order entry
- Transactions
- Purchase order
- Select the sill
- Enter
- Order no &
invoice no
- Delivery method
- Enter item where
you have stock. select ST, GL fir service item
- Enter quantity
to supply
- Unit cost
- Vat (input tax –
no 4)
- Discount or
volume discount
- F9 / Process
- Print : Purchase
order & supplier invoice
Procurement ( same as above)
How to process:
1. Return to customer ( Credit Note)
2. Return to supplier ( Debit note)
Procedure (CN)
There are 2 ways to process
1. Under a/c receivable standard
·
system
tree
·
A/c
receivable
·
Transactions
·
Standard
·
Enter
the customer code ( if created)
·
Select
credit note, date reference, amt, sales rep involved, vat ( vat output
adjustment
·
Description:
link if to a project ( if any)
·
F9 /
Process
The report populate
2nd Approach of razing Cr note
·
-System
tree
·
Inventory
·
Transaction
·
Cr
note
·
Enter
the customer name
·
Cr.
Note no
·
Enter
inv. Returned, unit pr
·
Unit
price ( sale as that of invoice
·
Select
VAT – no 2 (output adj
·
F9 /
Process
The system populate Cr note for you to file or cancel
How to search processed invoice
G RV, EVOLUTION, PURCHASE ORDER
·
System
tree
·
Inventory
·
GRV or
GRV slash
·
Credit
note / debit note
·
Select
open (where you have a/c
·
Select
the customer name to be specific, select the date of transaction if known
·
Enter
the invoice no ( if known)
·
Select
find
·
Highlight
it
·
Select
ok
Inventory module
How to create inventory item
How to process inventory opening
How to do inventory count
How to transfer from one inventory warehouse to
another
How to process inventory journal or batches
How to do inventory enquiry
How to setup re-enter level unit of massive, inventory
group, delivery method
Bank Recon &
Budget, budget fixed asset
1. Fixed asset
-
How to
capture asset size
-
Dep.
Method
-
Asset
location
-
Supplies
of asset
-
Asset
budget
-
Asset
cost centre
-
How to
process monthly dep
-
How to
generate FA schedule
-
How to
generate FA movement
-
How to
generate FA report
-
Depreciation
report
-
Fixed
assets enquiry
BANK RECONCILIATION STATEMENT
It is used for the purpose of reconciling your B.S
& sage bank statement to ascertain the variance or discrepancies caused by
the following
1. Unpresented cheque
2. Uncredited cheque
3. Error of commission , omission overcast
etc, causes either by the banker or the sage treasury manager
4. COT VAT on COT commission mgt fees, bank
charges, standing orders etc
Procedure on how
to do Bank Reconciliation
-
System
tree
-
GL
-
Transaction
-
Bank
recon
-
Select
the bank e.g. oceanic bank
-
Select
the month you are doing the recon
-
Select
view
-
Compare Dr & Cr between the sage statement and
Bank statement
-
Select
clear
(Note; report
is up to the date you request).
Under GL Bank Reconciliation,
Click view,
Enter the Bank Balance
-
Enter
the statement balance
-
Clear
all transactions against the bank statement.
-
Raise
journal or bank payment or receipts if application
-
Preview
report before closing the bank reconciliation finally to ensure that there is
not discrepancies
BUDGET
How to Set Budget
There are 3 types
of Budget
1.
Normal
Budget
2.
Project
Budget
3.
Capex
Budget (Fixed Asset)
Normal Budget Procedure
-
System
tree
-
GL
-
Maintenance
-
Budget
Select the accounts you want to set budge for e.g.
Hotel & traveling
-
Click
vie
-
Select
the month or year you want to set the budget for.
-
Double
click the first month e.g. Jan ‘11
Project Budget
You must have
created it manually
-
System Tree.
-
GL
-
Maintenance
-
Project
Budget
-
Select
from the account from to
-
Select
the project
-
Select
the years
-
Click
on view
-
Enter the value manually
-
Click
or save & close
Note: This is done
for all the projects that you will be setting budget for.
FIXED ASSET
-Setting
accounting period for FA
Procedure
-
System
Tree
-
F A
-
Maintenance
-
Account
Period
-
Add
& ok
Creating Asset Type
The asset thype is
used to grop or categorise each assets the organisaion purchase per time. It is
also used to link the depreciation method & rate application to the group
of that assets to generate the accumulated and expense depreciation over a
period . It is used to ascertain the revaluation percentage, insurance
percentage & Residual factor %.
Procedure
-
System
Tree
-
Fixed
Asset
-
Maintenance
-
Asset
Type
-
Add
-
Type in
the Asset Code & description
-
Locate
the Accumulated Depreciation GL A/c
-
Locate
the Depreciation expense account
-
Selec
the assets that should be depreciated
-
Select
ok
Note: All asset
that will be purchased per time would be linked to individual group.
How To Create An Asset
-
System
-
Maintenance
-
Assets
-
Add
How To create An Asset
-
System tree
-
Fixed Asset
-
Maintenance
-
F. A.
-
Add
Replace Date: This can be selected if the date of replace
replacement of asset is known.
Replacement cost – This is
selected if known.
Capital Gain Tax:
This is used if capital allowance is applicable in
this particular asset.
Master Asset –Enter master assets if the asset is master asset.
Enter no of units
e.g. 2 or 3
Total Value In
Unit – Purchase price : 4 million.
Insured Value: 5% of 4 million
Scrap Value: e.g. 50,000
Asset Serial
No: Note that before entering of asset
serial no, the system will ask you to save work, then select o.k. and enter
serial no of assets, details of the asset. description, location.
Select OK.
Depreciation, book
value – This is calculated automatically by the system.
Tax depreciation: It is equally calculated automatically by the
system.
Finance:
- Enter the finance method if the asset
was bought in lease
- Enter interest rate in %
- Enter residual value,
- Enter security used for the purchase of
the assets e.g. shares, land
- Enter Period of lease
- Account no where your bank s located
- Select OK or enter image of the item.
Add incidence e.g. memos
Edit Depreciation Method
Fixed Asset Default
Procedure for
depreciation Method
-
System
-
F. A.
-
Dep
Method
-
Add
To hit GL, go to journal batch
To process the batch to hit GL
-
System
tree
-
GL
-
Journal
Batche
-
Post
batches
View F. A. Report
1. Depreciation Report
Asset Impairment
Book Dep.
Report
2 GL Batch
report
3 Capex
Report
- Capex
Cash Flow Forces
- Cape Forecast
- Capex detail report
- Capex purchase
- Capex summary
4 Labels
- Asset back hold label
- Asset Location, back hold label
- Enter description of dep.
- Sel;ect the basis of dep
- Select the value or %
- OK
5. Listing
- Asset
detail
- Assets
consolidation history
- Asset
type listing
- Capital
Gain Tax listing
- Depreciation
Method listing
- Insurance
value listing
- Ledger a/c listing
- Physical
locatioin
6.. Assets
Movement Report
- Assets
sold
- Purchase
Report
- Revaluation
Report
- Tax
Sold report
- Transfer
Report
7. Others
Assets reconciliation report
Enquiries
HOW TO RUN
2
ways
to run monthly.
1.
Using
GL Transaction batch
2.
Using
GL Dep Batch
Procedure
-
System
tree
-
Fixed
Assets
-
Transaction
-
GL Dep
Batch
-
GL Transaction
batch
-
Enter
the batch Ref. No. e.g. JB 002
-
Generate
batch
Select the period of running dep e.g. 1/1/10 or Jan – Dec 2010
-
Select
Ok
-
Save
-
Post
batch
PROCEDURE ON TRANSFERING AN ASSET
-
System
Tree
-
F. A.
-
Transaction
-
Group
Transfer
-
Select
Date, Ref,
-
From –
To
Asset type, cost centre, location
o.k.
Blocking As Assets
-
System
Tree
-
Maintenance
-
Accounting
period
-
Check
the box, froze the Asset
Procedur on Revaluing An Asset
-
system
Tree
-
F.A.,
-
Transaction
-
Group
Revaluation
-
Selectthe Asset Type .e.g. FF
-
Date,
Ref,
-
Revalue
by purchase amount
-
Select
OK to revalue
HOW
To Create CAPEX BUDGET
PROCEDURE
-
System
Tree
-
F A.
-
Maintenance
-
Capex
Budget
-
Add
-
Description
of the asset e.g. FF
-
Capitalisation
date – the beginning of the period: 01/01/2011
-
Asset
Tupe : Select FF
-
Under
the cost centre, select
-
Select
new
-
Select
Add
-
Slect
the date & the amount
-
Select
Ok
CAPEX ORDER
Procedure
-
Sytem
Tree
-
F.A.
-
Maintenance
-
Capex
Order
-
Enter
the ordering code
-
Select
the Capex Budget
-
Enter
the date, Amount
-
Procedure
on Scrapping/Selling/Partial Disposal/Dividing, Transferring, Impairment,
Residual Revaluation
NOTE: Run the
sell/scrap before running depreciation
Procedure
-
System
Tree
-
F. A.
-
Transactions
-
Sell/Scrap
-
Enter
the detail
-
Ok
ACOUNTS RECEIVABLES
1.
How to
create a customer
2.
How to
create customer group
3.
How to
raise invoice customer
4.
How to
raise Credit Note for customer
5.
How to
see customer balances
Procedure for creating a customer
-
System
tree
-
Accounts
receivable,
-
Manufacture,
-
Customer
-
Add
-
Customer
code
-
Customer
name
-
Description
-
Group
-
Select
if d customer taxable or not
-
Select
contact detail of customer
-
elect
account detail,
-
Ok
Procedure for Creating Customer Group
-
System
tree
-
Account
Receivable
-
Maintenance
-
Group
-
Add
-
Enter
Group Code
-
Description
-
Debit
or debtor or receivable account
-
Control
Account
-
Ok
Note: Before creating any group, ensure that such
group does not exist
How to filter customer balances
-
System
tree
-
Accounts
Receivable
-
Maintenance
-
Customer
-
Customer
balances
OR
-
System
tree
-
Accounts
Receivable
-
Report
-
Select
the customer from Agent to Agent
How to raise an invoice for customer
Procedure
Two types of
invoice (Service & Product)
2 ways to raise
product invoice
i. Inventory module
ii Other entry
Unsold
System tree
Inventory
Credit Note
Customer