Evolution Branch Accounting 1

This article summarizes Sage Evolution Branch accounting as the solution for your branch accounting needs with recaps of various scenarios and detailed principles of implementing Sage Evolution Branch Accounting. This article is intended for Sage Technical Consultants, Project Managers and other team members of Evolution Branch Accounting Implementation. Please contact Sage business partners in your region or contact info at babatunde.org.ng

Introduction

Organisations which have legal entities in multiple locations may encounter difficulties in optimising operational efficiencies and control within their various branches. Branch Accounting simplifies and streamlines business processes and transactions between all of these entities.

Branch Accounting enables bi-directional synchronisation and consolidation of data. Information can now be shared, consolidated and saved on both the centralised system at the head office as well as at branch level. For example, all financial, inventory and pricing data is always up-to-date and consistent across branches. Product prices can be changed at head office level and automatically pushed to all branches.

Branch Accounting includes the ability to transact at local level even if the ADSL lines or virtual private network become unavailable. In addition, any potential loss of data due to fire or theft will be kept to a minimum, as regular consolidation and replication will house data at head office over and above any off-site backup processes. Data for a particular branch can be restored and sent to the relevant branch within hours of the loss.

Branch Accounting assists in:

  • Increasing productivity as a result of simplified transactions.
  • Minimising potential errors with once-off data capturing.
  • Providing full visibility into business activities with the complete audit trail, which details transaction histories for the head office per branch.
  • Creating efficient, cost-effective transactions with affiliate and subsidiary companies.

Main features of Sage Evolution Branch Accounting:

  • Centralised and Decentralised Accounting.
  • Document numbers and transaction types per branch.
  • Ability to merge data to the head office database.
  • Reports consolidated by branch at the head office.
  • Global and local Customers and Suppliers.
  • File Transfer Protocol (FTP) as a communication protocol.

 

Illustration

The following diagram illustrates a basic branch accounting concept:

NOTE: You are limited to 1400 branches

The FTP site is used to download and upload data between the head office and branches using a Database Synchronisation Monitor utility.

The Head Office and it’s affiliated branches will create a Database Synchronisation Monitor which will administrate the export, download, upload and import functions of the data.

The following diagram illustrates how the Database Synchronisation Monitor works:

The following rules have to be adhere to when you want to implement branch accounting:

  1. Create separate databases for your head office and branches.
  2. Create separate common databases for you head office and branches.
  3. Create a secure FTP site and remember to assign read and write permissions to the branches.
  4. To setup the branch accounting infrastructure requires technical expertise and it is recommended to have an Evolution specialist implement this add-on module.
  5. The Multi-Warehousing add-on module is compulsory, as items are automatically created as warehouse items with the ability to assign different cost prices to items per warehouse.
  6. This add-on module caters for inter-branch transfers and loan account processing.
  7. The Conversion Tool allows you to convert existing databases into a branch accounting environment.

Scenarios

Online

 

Offline

Interested in various branch accounting scenarios contact info at Babatunde.org.ng

 

Implementation rules

I assumed that reader has passed through the Evolution Branch Accounting Concept training (LU3)

  • Ensure to use the recommended requirements and NOT the minimum requirement documentation
  • The following modules are compulsory in implementing branch accounting
    • General Ledger Module
    • Account Receivable Module
    • Account Payable Module
    • Inventory Module
    • Order Entry Module
    • Branch Accounting add-on Module
    • Multi-warehousing add-on Module
    • In a retail branch environment, the POS or Retails POS add-on module is compulsory
  • If your environment requires any other sage Evolution add-on module, the respective add-on module needs to be registered at the head office and all the branches. This is ensure that the SQL table structure are the same for the synchronization process.
  • Every company has its bespoke IT policies and procedures, consult deeply the client’s IT Department with respect to the FTP setup
  • It is recommended that the client is aware that the head office should be used for reporting purposes and it is not recommended to transact at head office level as the global accounts can be viewed by all the affiliated branches.

Form my experience, planning eliminates a lot of unnecessary costs and mistakes. You need the following for a successful implementation

  • Identify the Key objectives
  • Address and invite the key role players
  • Budget
  • Document the plan
  • Test
  • Execute
  • Progress reports

I would share some Sage Evolution planning guides

  • Identify the scenario or the environment before implementation
  • Investigate database history
  • Determine transaction volumes
  • Determine suitable general ledger structures
  • Determine whether an on-line or off-line communication structure is suitable
  • Determine the consolidation or reporting expectations
  • Identify transactions types and prefixes prior to implementation
  • Identify possible user defined fields

    Once you have implemented a client branch accounting environment, the chances of changing or amending it is going to be costly and time consuming exercises

I hope you will join me for the part 2

Warm regards