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Sage Evolution Standard

Sage Evolution Standard is a solution that brings all aspects of your operating environment together, giving you the ability to control your financial situation as well as your relationships with your customers, suppliers and employees. Developed within the Sage Evolution Framework, all components and modules in the Evolution range are fully integrated. They share a common interface, providing a consistent user experience. Microsoft® SQL Server database ensures data integrity and maintains all your data in one central database. Sage Evolution as a core product is feature-rich, but the add-on modules that are available make it a truly revolutionary ERP software solution.

Core Features

  • General Ledger
  • Unit of Measure
  • Cash Book
  • Goods Received Voucher
  • Accounts Receivable
  • Advanced Security
  • Accounts Payable
  • Microsoft® Office Integration
  • Inventory Control
  • Graphs
  • Import Cost Allocations
  • System Audit Manager
  • Invoicing
  • Tax Module
  • Sales & Purchase Order Entry
  • Project Tracking
  • Report Writer & Stationery Customisation

The above features and modules are referred to as the core Sage Evolution Standard system.

Add-on Modules

  • Bank Statement Manager
  • Multi-Currency
  • Bill of Materials
  • Fixed Assets*
  • Multi-Warehousing
  • Pricing Matrix
  • Business Intelligence Centre
  • Serial Number Tracking
  • Debtors Manager
  • Point of Sale
  • Sage Evolution CRM Standard
  • Voucher Management
* These modules can be purchased as stand-alone applications.

Bank Statement Manager

Bank-Statement-managerThis module allows for the cash book to be electronically populated when a bank statement is imported where large volumes of transactions are processed. Once verified, the information can be updated to a cash book batch and then to the general ledger. The bank statements are acquired by using a download facility that’s provided by each of the four major banks in South Africa (ABSA, First National Bank, Standard Bank, Nedbank). Supported formats include OFC, CSV and ASCII.

The advantages of using this module include the instant processing and coding of accounts once the initial process of assigning recurring coding has taken place; and the process of reconciliation and account coding is virtually guaranteed. Another benefit exists for transactions where the codes have been assigned as per the relevant accounts. Codes need not be assigned a second time – only new transactions have to be coded in the months to follow.

Bill of Materials

Bank-Statement-managerDesigned for the manufacturing and assembly environment, this module allows you to create assembly sheets (or Bills as they are commonly known) detailing each component making up the completed item. Completed items can be manufactured before they are sold or you can simply invoice the completed item and Sage Evolution will manufacture the item on-the-fly, where-upon the sub-components will be drawn from stock.

You can manufacture items in a single operation or, for more complex manufacturing and for processes that occur over a significant time period, you can work on an open manufacturing process over time.

Sage Intelligence Reporting

Bank-Statement-managerWe have combined South Africa’s leading accounting software with Microsoft® Excel® and have produced a reporting tool that revolutionises the way you make decisions in your business!

Sage Pastel Intelligence Reporting is an add-on module that dynamically links to your Sage accounting data, taking your business beyond standard reporting functionality. You can generate spreadsheets by simply extracting Sage Accounting data and converting it into an easy-to-read, graphic format. Sage Pastel Intelligence Reporting retains report formats and makes them available for future use. You also have instant access to ‘live’ information and that last minute journal no longer impacts your Excel reporting. Monthly financials account for a large percentage of manual Excel labour.

Sage Pastel Intelligence Reporting offers a customisable pack which provides drill-down functionality. You can customise the standard set of reports and templates, and create new ones. It gives you flexibility with the combinations of financial data you choose to report on.

Sage Pastel Intelligence Reporting ships with Management Packs (Balance Sheet, Income Statement), Sales Master (Sales Reports), Inventory, Purchasing options, and more.

Sage Pastel Intelligence Reporting Report Designer

The user friendly Sage Pastel Intelligence Reporting Report Designer gives you the power to transform data using an intuitive drag and drop interface to construct reports.

Reasons why you need the Sage Pastel Intelligence Reporting Report Designer

  • It is an extension of the Sage Pastel Intelligence Reporting
  • You can generate financial statements from predefined lists
  • Edit existing and/or create new financial layouts using drag and drop functionality
  • Caters for consolidations, segmented General Ledgers and column reporting using drag and drop functionality
  • Refresh newly added accounts into your existing layouts at the click of a button
  • Supports the use of native Excel

Debtors Manager

Bank-Statement-managerWhat problems does Debtors Manager solve for you?
Management seldom have time to focus on debtors. Meeting with staff and going through the age analysis will show the amounts outstanding, but not the reasons why the amounts are outstanding, nor will it show you the expected amounts to be collected.

Collectors will try to track payment progress and the reasons for late or non-payment, and may write down cryptic clues on the age analysis which only they can interpret. If they are recording the information on a spreadsheet, they may save that spreadsheet in a place that is only known to themselves.
There is no central place for management to extract the reasons behind the late payments, and management therefore have to rely on their collectors to share the information when requested.
Tracking debtors trends to establish what the common reasons are for late payment becomes difficult, and cash flow planning is then based on general payment trends rather than actual customer promises to pay.
Knowing the reasons for late or non-payment is important, as is tracking the agreed outcome and ensuring that arranged terms are adhered to. If a debtor is permitted to delay payment repeatedly, it becomes increasingly difficult to collect the amounts due.
Collectors may not have an adequate manual system of their own, and can lose track of when a debtor promised to pay, or what actions they needed to take in order to collect the money, making it difficult for management to generate timeous and accurate cash flow forecasts that can be relied upon.

Debtors Manager can help businesses overcome these problems
Debtors Manager is powerful, and provides businesses with an easy to use toolset to improve debt collection processes. Debtors Manager provides instant visibility across all outstanding invoices, making it easy to determine :

  • Why it is outstanding
  • When it will be paid
  • What has been done to date
  • What still needs to be done
  • Which sales person the invoice belongs to

Users of Evolution’s Debtors Manager consistently say that the visibility provided by the Summarised Contact Report has saved them hours and hours of time and frustration.
This report displays the age analysis complete with the last contact note made, date of contact, and the total value of Promises to Pay.
Debtors Manager is designed help the debtors department become a vital communication centre – this is based on the premise that outstanding invoices are not the sole responsibility of the debtors department. Debtors Manager allows you to pinpoint the problem areas within your own company, and assign responsibility to the appropriate people within your organisation.
Debtors Manager will change the behaviour of collectors, debtors and possibly even management
Collectors will be able to confidently provide debtors with accurate reconciliations, contact reports, as well as a list of outstanding invoices immediately, and not have to first compile a specific report for each debtor.
The visibility that management have into collectors’ productivity encourages healthy competition to get outstanding debts settled as quickly as possible.
Your customers will become aware of your professional management and communication systems, your professional reports will assist both them and you in managing their account with you, and they will never be able to take advantage of bad communication.
Managements’ increased visibility into the efficiency of the department will allow them to alter business processes for more efficient outputs. A competent debtors department will be able to quickly establish common trends for non-payment, and management will have the ability to make informed decisions based on categorised reasons for non-payment of outstanding invoices. This data is easily saved by the debtors department as part of their usual collections processes.
You will be able to see how many calls the collectors have made, and what the outcomes of those calls have been. In addition to this, you will also have insight into the content of those calls.
The collector will record the reasons for late or non-payment, the actions to be taken, and detail the due dates or action dates for follow-up. Daily reports will show collectors what they still need to do in order to collect the funds in cases where debtors have missed their promise to pay dates, as well as a full and complete history of previous communications with the customer.
When contact is made with a client, the expected outcome is either a promise to pay amount and date, or a reason for the delayed payment. Debtors Manager makes it easy to capture this information, and then renders this data into valuable business intelligence.
Collectors can then run accurate cash flow reports, based on actual promises to pay. A cash flow forecast will become instantly available for any given date range. Management will be able to get an accurate picture of exactly how much money is coming in at any given time, and if a target has been missed, the reasons for that can be easily tracked and identified.
How does Sage Pastel Debtors Manager work?
Working with Debtors Manager is really easy. Collectors will work directly from the Debtors Manager dynamic age analysis and record information in just two places.
Your collection activities are automatically in sync with the underlying accounting records. Promises to Pay are automatically updated when payment has been received.
By clicking on the amount in the aged period, the collector will see all invoices that make up the balance.
Contact Notes allow users to store the details of the conversation with the debtor.
Per invoice, or per aged amount, the collector then records the information such as:

  • The Promise to Pay date.
  • The Reason Code for the customer not paying. Reason codes are customisable.
  • Expected amount and date to be collected.
  • Action to be taken. Action are customisable
  • Set a Call Back date.

Automated payment reminders can be sent via email or sms. Different aging buckets can have customisable templates attached to the list of overdue invoices that is emailed to the customers.
The email functionality and format of the emails has proven to be an exceptionally effective way of getting paid, especially on those hard to collect amounts that are long overdue. After that, the payment reminder function helps maintain the debtors book closer to agreed credit terms.

Key Benefits Summarised

  • Visibility – Management
    Instead of looking at the 30, 60 or 90 days amounts on the Age Analysis, you can now see the reasons behind why the money is outstanding.
  • Debtors
    Reconciliations are instantly available and easily emailed to debtors, providing more security for you and for your debtor.
  • Reduce the risk of write-offs
    As you are able to track trends for non-payment such as service level issues; missing POD’s etc, action can be taken to correct the situation in order to collect the moneys due.
    All outstanding invoices can be properly tracked, so the risk of overlooking a debtor for extended period is vastly reduced. The email function is especially effective when it comes to sending payment reminders out for small amounts that are overdue in the 90 plus aging buckets. These amounts often add up to significant amounts that end up being written off.
  • Introduces a collection methodology
    Business processes can be introduced and monitored, to see if they are being followed.
    Because of the visibility, management can gauge what is or is not working and improve processes.
    Cash flow Forecasts
    Management can set targets for collections, and monitor the collections against those target. There is an age analysis movement report that makes this easy to do.
  • The cash flow Forecasts show exactly how much money is coming in over the forthcoming weeks or months.
  • Increased Productivity
  • The productivity of your collections department can be increased, which saves overhead costs:
  • Instead of having a collector calling for each individual invoice, the automatic email feature and sms function can send payment reminders of all outstanding invoices to the debtors.
  • As the entire process of collection is recorded, there is very little chance of unnecessary repetitive work.
  • Collectors don’t need to manually do reconciliations for the debtors, as will be readily available in an easy to understand format.
  • Performance Incentives can be implemented as you will be enabled to monitor and measure productivity.

Fixed Assets

Bank-Statement-managerSouth African Company Law requires that you keep a register of your business’ fixed assets as part of its accounting records. However, managing your company’s fixed assets can be tedious and time-consuming. Fixed assets are physical items such as desks, computers, cars, machinery, etc which you acquire to run your business. As you use assets, they depreciate or become obsolete. You can legally expense depreciation in your accounts for tax purposes.

Managing your fixed assets includes the following tasks:

  • Tracking each asset’s value, both from a tax and an accounting point of view
  • Depreciating assets correctly using an appropriate depreciation rate and method
  • Updating the replacement values of your fixed assets for insurance purposes
  • Accurately recording any sale, disposal or loss of assets
  • Maintaining an accurate fixed assets register which records information such as: date of purchase; date of disposal; purchase price; accumulated depreciation; net book value etc.

The Sage Evolution Fixed Assets module automates all these processes for you. Once you provide the initial information, the system takes over and manages your assets for you. One of the realities of fixed assets processing is that companies frequently change depreciation rules as legislation allows and as company policy changes. Some changes are retroactive to when you purchased the asset. Sage Evolution Fixed Assets calculates its values dynamically from the start of each asset’s life, which makes retroactive changes simple. Imagine the time required to accurately programme all this yourself into a spreadsheet!
*Sage Evolution Fixed Assets can be used in conjunction with Sage Partner or Sage Evolution or can be purchased as a stand-alone product.

Multi-Currency

Bank-Statement-managerWith Sage Evolution Multi-Currency you can process customer and supplier transactions in their currency. It allows you to track foreign currency, customer and supplier values in both the foreign and home currency. You can view balances and transactions in either currency at any time. You can maintain separate buy and sell rates for each currency. Sage Evolution Multi-Currency maintains a history of exchange rates so that you can process transactions at earlier dates using the most accurate exchange rate. When you process customer receipts or supplier payments, Sage Evolution uses the current exchange rate to calculate any foreign exchange profit or loss, which is automatically posted. In addition Sage Evolution Multi-Currency allows you to:

  • Process and print customer and supplier sales and purchase documents in foreign currency or home currency.
  • Print customer and supplier statements, age analysis and transaction reports using foreign currency or home currency
  • Process foreign currency cashbook transactions.

Multi-Warehousing

Bank-Statement-manager
This add-on module allows you to keep inventory items in discrete areas, or warehouses. You can use warehouses for many types of situations:

 

  • Physical warehouses in different geographic areas.
  • Keep raw materials and/or internal parts separate from items you sell.
  • Keep track of consignment stock/samples in a separate warehouse.
  • Separate obsolete items into a separate warehouse.
  • Track demo stock allocated to sales representatives.
  • Track costs per warehouse.

Inter-branch Transfers (IBT)
This feature has been designed so that you are able to transfer items from the dispatching warehouse directly into a “goods in transit” (GIT) warehouse. The inventory will remain in this warehouse until the receiving warehouse does a receipt from the GIT warehouse.Two additional warehouses are created by the program: a damaged goods warehouse and a variance warehouse. This allows you to allocate and account for the receipt of inventory items by allocating them into the receiving warehouse. Any items not accounted for, will either be allocated to the damaged goods or variance warehouse where reconciliation can later be processed. Documentation is printed through the different stages to accompany the delivery of goods, and reports can be printed to indicate the location of stock at any given time within the system.

Pricing Matrix

Bank-Statement-manager
This module adds great flexibility to Sage Evolution’s standard pricing feature. With this module you can not only create volume-based or time-based price breaks you can specify discounts by customer or group of customers. In addition you can design unlimited discount variations, such as multiple discounts per customer per stock item, and discounts per stock group while having the ability to override discounts on processing invoices.

Sage Evolution CRM Standard

Bank-Statement-manager
Traditionally termed ‘CRM’ or “Contact Management”, Sage Evolution CRM is core to the Sage Evolution system’s functionality. Sage Sage Evolution CRM has taken the concept of traditional Contact Management much further by weaving it into the very fibre of the Sage Evolution accounting system, thus elevating accounting software to its next logical state allowing you to not only capture numbers, but also what we refer to as business activities. Activity data is integrated and presented together with the numbers providing a holistic view of your business instead of a numbers only view. This integration provides you with the ability to control not only your financial situation but your relationships with your customers, suppliers and employees. Any issue that takes place in a business, and is important enough to be tracked, is recorded as an Incident in Sage Evolution CRM.
Sage Evolution CRM will track all Incidents to their conclusion or until they are closed off. The Evolution system stores Incidents even after they have been closed, allowing you to track a history of events as they occurred, as far back as you wish.

There are two versions of Sage Evolution CRM:

Sage Evolution CRM Standard contains basic incident tracking. This module must be purchased in conjunction with the core Sage Evolution accounting system.

Sage Evolution CRM 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.

Serial Number Tracking

Bank-Statement-manager
Sage Evolution Serial Number Tracking allows you to individually track items. For example, if you sold an item that carries a warranty, you will need to know when you sold the item, to whom you sold the item so that you know if the item is bought in for repairs, if it is still under warranty or not.

Integrating with Sage Evolution’s Inventory module, Sage Evolution Serial Number Tracking keeps detailed information on specific inventory items. From purchase to sale, to returns, each item is tracked uniquely providing you with absolute control over individual inventory items.

With Sage Evolution Serial Number Tracking you can receive Serial Number Listing reports that provide you with key information regarding your items, such as where the current location of the serial numbered item is, the item code and description, the date of its last movement, the current general location in stock and the customer it was sold to.

While the Serial Number Transaction report will show you all the transactions for a Serial Number, by reflecting one transaction per line. Each line will report on the following information: the Serial Number, item code and description, transaction date and reference, the customer/supplier account code and its originating module.

Voucher Management

Bank-Statement-manager
The process of creating a payment or receipt voucher is an essential function for many businesses and the Voucher Management module helps streamline and automate these processes. This module is suitable for clubs, schools and other organisations where money is collected from members, students or customers and documented proof is required for audit and record purposes.

Main features in Sage Evolution Voucher Management

  • Role base authorisations, permissions and discretionary limits per user.
  • Process Accounts Receivable receipts.
  • Process Accounts Payable payment advices.
  • Process General Ledger receipts and/or payments.
  • Support for multi-currency accounts.
  • Customisable receipts and payment voucher layouts.
  • Capture and save receipts and payments for future processing.
  • Maintain and print audit trials.

Quote on Air

Bank-Statement-manager
Our Quote on Air module can assist your sales force in working smarter and more efficiently by assisting them in producing standardised, professional quotes on-the-go!

Business Gateway

Bank-Statement-manager
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-practise 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
Areas Single User Workstation Server (Less than 10 users) Server (11 – 20 users)*
HARDWARE:
Minimum Single-core 1 Ghz Single-core 1 Ghz Dual-core 2 Ghz Dual-core 2 Ghz
Recommended Dual-core or more
2 Ghz or faster
Dual-core or more
2 Ghz or faster
Quad core or more
2 Ghz or faster
Quad core or more
2 Ghz or faster
Please Note: 32-bit (x86) and 64-bit (x64) processors are supported
OPERATING SYSTEM:
Recommended Microsoft Windows 7 Professional Edition Service Pack 1 or later Microsoft Windows 7 Professional Edition Service Pack 1 or later Windows Server 2008 R2 Standard Edition Service Pack 2 or later Windows Server 2008 R2 Standard Edition Service Pack 2 or later
Please Note: Windows XP Home, Windows 7 Starter and Windows 7 Home Premium editions are not supported by Sage Evolution Standard. This also applies to the Educational version.
RAM:
Minimum 2GB 2GB  or more 4GB or more 4GB or more
Recommended 4GB or more 4GB  or more 6GB or more 8GB or more
SCREEN RESOLUTION:
Minimum 1024 x 768 1024 x 768 1024 x 768 1024 x 768
DATABASE SERVER:
Recommended Microsoft ™ SQL Server 2008 R2 – Service Pack 1 or later
Supported Microsoft (TM) SQL Server 2012
When installing Sage Evolution Standard on your computer, Microsoft (TM) SQL Server 2008 R2 Service Pack 1 will install by default.
FTP (File Transfer Protocol Server)
Recommended We strongly recommend you speak to your Sage Evolution Business Partner regarding the requirements recommended for your specific environment.
Additional Software Requirements (Server and Workstation)
Minimum Microsoft Excel 2007 or later (for Business Intelligent Centre add-on module)
Minimum .NET 4.00 framework (included in installation disc)(for Bank Manager and Cash Manager add-on module)
OTHER SYSTEM REQUIREMENTS:
  • DVD-Rom.
  • 256 Colour VGA or SVGA Video Graphics.
  • The on line help requires Internet Explorer version 6 or higher, or a compatible browser.
  • Up to date network drivers, service packs and updates for your network and operating systems.
  • Windows 7 personal computers/notebooks need to ensure that the recommended RAM memory requirements and Video Graphics adapter are met.
  • The above serves as a guideline. Hardware requirements may differ depending on the operating system and the version of SQL Server.
  • For Microsoft (TM) SQL Server 2012, please note that there are additional software requirements to adhere to.