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


Sales Force Automation

SFA_diagram

A SFA, typically a part of a company’s customer relationship management system, is a system that automatically records all the stages in a sales process. SFA includes a contact management system which tracks all contact that has been made with a given customer, the purpose of the contact, and any follow up that may be needed. This ensures that sales efforts are not duplicated, reducing the risk of irritating customers. SFA also includes a sales lead tracking system, which lists potential customers through paid phone lists, or customers of related products. Other elements of an SFA system can include sales forecasting, order management and product knowledge.

For the purpose of this article/topic my focus will be on Sage Sales Force Automation

Sales Force Automation (SFA)

It is a management tools that records every sales opportunity that comes into the business from the first phone call to the successful closure of that sales which provide you with a single, comprehensive solution that automates and streamlines all sales cycle in any business.

It allows you to track sales opportunities for existing and prospective customers. Sales personnel can update the status of opportunities through customisable sales workflow steps. They can continually update the estimated possibility of concluding a sale.
Information can be captured on competitors, so that you can recognize and track market related patterns regarding sales lost within the industry.

sfa

You can use this information to give sales personnel and managers an overview of the current sales pipeline, and to produce sales forecast reports.
These reports show actual values, weighted by the probability of closing the sale.

Sales Force Automation is part of the Sage Evolution Contact Management called Resolve Premium.

Sage Evolution Resolve Premium contains more advanced features such as Sales Force Automation, Business Gateway, Calendar, Knowledge Base, Workflow processing, Incident Graphs, Escalations and Contract Invoicing and now also Microsoft Outlook Integration. This module can be purchased as a stand-alone product.)

Objectives

We are going to look at:

  • Capturing New and Old sales opportunities
  • Creating of multiple quotations per opportunites
  • Tracking sales opportunity pipelines and progress
  • Building customer relationship and advancing each stage of sales cycle
  • Evaluate progress at each stage with potential probabilities
  • Track all activities against Sales opportunities
  • Report on your sales opportunity funnels and review their statuses
  • Manager Account managers and track their performances

[Spider_FAQ id=”2″ ]


Sage Evolution Business Gateway

What is Business Gateway?

  • Provide web access to Sage Evolution agents and customers
  • Adds web access to Sage Evolution Resolve and certain accounting functionalities

What’s new in Sage Evolution Business Gateway?

Structural changes

  • Entirely new technology platform
    • The previous system was written using older technology which got in the way of new development.
    • The new system is written using current best-practice technology and techniques which will make system maintenance.
  • Focus on ease of installation
    • The previous system was very difficult to install. Installers needed fairly advanced knowledge of IIS and Component services.
    • The new system is much simpler to set up.

New feature highlights

  • Dashboard landing page – provides a quick overview of current tasks and progress.
  • Fully mobile – screens and charts can be viewed on devices like smartphones and tablets. Flash charts fall back to html5 so that they can still display on devices that don’t support flash.
  • Statement drill-downs – this was the most requested feature for the previous version.
  • Procurement – PO approvals provides access to approving managers that are rarely in the office.
  • Much more administrative information and control.

Features

Customers

  • Create incidents
  • Monitor existing incidents and provide feedback
  • View and search knowledge base articles
  • View customer statements
  • Drill down into invoices
  • View linked products and contracts
  • Update account details

Sage Evolution Agents

  • Create incidents
  • Work with existing incidents (action, update, close, workflow)
  • Inventory details including images and full pricing and stock information
  • Agent directory (internal lookup of basic staff info)
  • View contract information
  • View and update customer information
  • View and update people information
  • Procurement purchase order authorisations
  • View and search knowledge base articles

Mobile Sales Reps – Web app targeted at smartphones (cross-platform)

  • Basic incident management (simple versions of create, action, update, close, workflow)
  • View customers
    • Basic details
    • Open incidents
    • Recent Transactions
  • View inventory
    • Basic details
    • Images
    • Stock including warehouse stock
    • Pricing
  • Sales orders / Quotations


Increasing/Creating Financial Year (Accounting Periods)

A financial year consists of 12 financial periods. You specify each period’s dates. When you enter a transaction you have to enter its date, and the system allocates the transaction to the relevant period. The system defaults to five years of information, in other words 60 periods, but you can add more when / if necessary.

Setup and maintenance of accounting periods is done at the Company details

company details

 

 

CAccouting Periods

When you initially create the company database, the system asks for the closing date of the current financial year, as well as the year (unlimited) in which to place the current financial year. The system then generates all the periods, which you can edit later.

Which year should you use for the current year?
Usually, you would use the second year for the current year, so that you could put last year’s balances in the first year. You can enter last year’s balances as a single balance in the last period of the year, or as monthly balances.

The periods display in a hierarchic tree. Click the plus sign to expand a year into its periods, and click the minus sign to close the period display.

cAccountdetails

Add / Remove accounting years

  1. Click on the Add Financial Year button.add financial
  2. A confirmation message displays.cconfirm
  3. Click on the Yes button to continue.
  4. If you want to remove a financial year, click on the Remove Financial Year button. This is not recommended.

 


Sage Evolution ERP v7

 

sage evolution v7Sage Pastel Accounting has launched Sage Evolution 7, bringing customers a new version of the enterprise resource planning (ERP) suite that delivers the efficiencies and productivity gains offered by the latest mobile and cloud technologies.

With Sage Evolution 7, Sage Pastel Accounting has moved onto a new Delphi XE5 technology platform to ensure that your investment in the software will be safe for many years into the future. Drawing extensively on customer feedback, Sage Pastel Accounting has built the new version of the software to help you increase productivity, reduce the margin of error, and eliminate unnecessary duplication of work.

One of the key enhancements available in the new version of Sage Evolution is a Mobile Module that allows the sales force to capture sales orders on tablet devices. The data syncs with the ERP solution, eliminating the need to recapture data and reducing the margin of human error. A cloud-based Sage Inventory Advisor module, meanwhile, gives visibility into critical inventory information wherever you might be.

Recognising that mobile and cloud access to the applications opens new security risks, Sage Pastel Accounting has further tightened the security features of the software in the new version. You can now use more complex passwords or biometric identification (thumb or fingerprints) to protect your accounts.
In addition, Document Profiles allow you to control which data and information different users in the organisation may access.

“Featuring an all-new technology platform and including a range of enhancements to the user experience, this is a key release for us,” says Mohammed Mosam, Sage Pastel’s Product Manager for Sage Evolution. “With Sage Evolution, you can focus on running your business according to your business rules and accounting, while knowing that our software helps you to minimise errors and duplication of effort while maximising productivity and efficiency.”Sage Evolution Dashboard

 

Listed below are some of the enhancements that have been made to Sage Evolution Version 7:

  • Track KPIs with our new sleek but customisable Executive Dashboard.
  • Analyse and track historical data well into the past with Unlimited Financial Periods.
  • Heighten security by enforcing more complex Password Controls and Agent Lockoutfunctionality.
  • Take your business to the next level by using our Integrated Biometric and RFID Sign-Onfeature.
  • Find information quickly and easily within your Sage Evolution software using our Central Search functionality. It’s just like Google Search!
  • Save time when capturing data by enabling the Autotext feature.
  • Slice and dice General Ledger data with our brand new Visual Reporting feature.
  • Feel confident that your reporting requirements are now aligned to the IFRS.
  • Send personalised customer documentation in HTML format using our new Mail Mergefeature.
  • Place supplier transactions on hold should you have disputes pending or unresolved.
  • Take control of your business processes by implementing Document Profiles to create consistency with user groups or roles.
  • Perform quick inventory price enquiries and create quotes and invoices with the click of a button.
  • Add Additional Charges like courier or surcharge levies to an invoice based on a fixed or percentage value.
  • Use Inventory Dimensions when buying and selling inventory items thus accurately controlling the quantity usage.
  • Determine your discount levels proactively by viewing the Gross Profit percentage when processing an invoice on the fly.

 

Users interface

sage v7 interface

Sage has taken the opportunity to give the software a new look and feel by changing the icons to create more users friendly interface.

 

IFRS Alignment

Sage Evolution has been aligned to IFRS reporting requirements. General Ledger Account now have IFRS reporting  categories and financial statements formatted to display accordingly.

 

 Utilities

sage evoltuion utilities

Human error sometimes occur.If you’ve ever had that terrifying moment when you realise you’ve entered the incorrect date on an invoice, or the incorrect customer/supplier amongst other things you’ll be pleased to know that correcting these little annoyances is no longer a tedious process of credit notes and re-invoicing. As you’ll see in the image below there are a number of new corrective functions to ease the stress of human error:

sage source documents

Source Documents:

  • Change Document Customer or Supplier
  • Change Document Address
  • Change Document Project
  • Change Document Sales Rep
  • Change Document Date
  • Change Document Delivery Method
  • Change Document Description
  • Change Document Line Notes
  • Change Document Messages
  • Change Document Numbers
  • Change Document Settlement Terms
  • Change Document Tax Number
  • Change Document User Defined Fields

 

Similarly, some basic batch transaction details can be corrected as well as customer and supplier transactions.

Batches:sage batches

  • Change Batch Dates
  • Change Batch Line Description
  • Change Batch Line Project
  • Change Batch Line Reference
  • Change Batch Number

 

Customer Transactions:sage customer

  • Change Customer Transaction Date
  • Change Customer Transaction Description
  • Change Customer Transaction Project
  • Change Customer Transaction Reference
  • Change Customer Transaction Reference 2

 

Supplier Transactions:

  • Change Supplier Transaction Date
  • Change Supplier Transaction Description
  • Change Supplier Transaction Project
  • Change Supplier Transaction Reference
  • Change Supplier Transaction Reference

 

 Password Complexity and Agent Lockoutsage password sec

As an added software control measurement password complexity and agent lockout settings has been added.

  • Lockout attempts and durations
  • Password complexity enables the enforcement of specific password combination which can be aligned to your business IT policies

 

 

Unlimited Financial Accounting Periods sage accounting periods

You can create unlimited financial accounting periods which allows you to analyze historical data and make more informed decisions and forecast more correctly.

 

 

Kindly fill the form below to assist you with your upgrade so that you can take advantage of all this and many other new functions in SAGE Evolution version 7.