SAGE EVOLUTION TRAINING MANUAL

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

Printing the description of the bank
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

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

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

2^nd 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

- 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

2^nd 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