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1 Notices This product is copyrighted to: Sage South Africa, Sage Technology Park, 102 Western Services Road, Gallo Manor Ext 6, Johannesburg, 2191 Disclaimer: While Sage takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without warranty whatsoever, including, but not limited to warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of fictitious companies. Any resemblance to current or future companies is purely coincidental. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the External Sites ). Sage is not responsible for the availability of, or the content located on or through any External Site. Please contact Sage if you have any concerns regarding such links or External Sites. Copyrights: This product is owned by Sage and is protected by copyright laws and international treaty provisions. All rights reserved. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system. All of the copyright, trademarks, trade names, patents and other intellectual property rights subsisting in or used in connection with the product including all documentation relating thereto are and remain the property of Sage. This book conveys no rights to the software or other products about which it was written; all use or licensing of such software is held by Sage and users of this book are required to adhere to licence agreement conditions as specified on the software. Information in this manual is subject to change without notice and does not constitute a commitment on the part of the supplier. Sage reserves the right to revise this publication and the product, and to make changes to the content thereof, from time to time, without obligation of Sage to notify any person or organisation of such revision or changes. Sage Evolution Version 7.20 Bridging Course: Version You acknowledge that unless agreement is reached directly with Sage to provide services (including implementation, training, consulting and similar) for the software, you are responsible for engaging a qualified party to provide such services on terms that you negotiate. You also accept the responsibility for independently investigating the skills and qualifications of such party to ensure that they have and can provide the level of skill and service required. You agree that the Sage shall have no liability whatsoever for any failure associated with such services, even if the party engaged is an authorised or certified dealer, reseller, consultant, installer, business partner, trainer or training centre with Sage. Is this Material a genuine Sage Product? All original manuals printed by Sage and its affiliates will carry a green Sage logo in the bottom right of every alternative page. Should the Sage logo not be in colour please report this to the Sage Training Department. Course Name: Sage Evolution Version 7.20 Bridging Course Manual Version: Version Product Version: Version

2 Acknowledgements Sage wishes to acknowledge the following people in the production of this manual: Content Developer and Editor: Lenè Eksteen and Boitumelo Tlhomelang Layout, Design and Graphics: Lenè Eksteen and Boitumelo Tlhomelang Proof Readers: Martin Blaauw Subject Matter Experts: Bennie Pienaar, Wiecus Preiss, Ian Laing, Riaz Makada, Alice Mutsago, Yasmine Moses, Edward Sweeney, Eddie Matikiti and Gordon Makoanyane, Alfred Nhira and Paul Adant Project Manager: Lenè Eksteen Help us improve our Courseware Your comments are important to us. Please contact us at Sage Pastel, Sage Technology Park, 102 Western Services Road, Gallo Manor Ext 6, Johannesburg 2191, Attention: Training Development or via Training Material Feedback The content of the query must contain the following: 1. Sage Evolution Product Name; ie. Sage Evolution Premium or Standard 2. Sage Evolution Manual Name 3. Sage Evolution Manual Version 4. Lesson Number 5. Page Number 6. Brief description of enquiry or issue 7. Your name and contact details 8. Your Business Partner, ATC or Trainer Reference (if applicable) The information above allows Sage Pastel to respond accurately and timeously to the enquiry submitted. Unit Standards This course is not linked to unit standards. Training Feedback Once you have completed this course you will find a Training Evaluation Check List at the end of the manual. You may complete this hard copy version and hand it in to your trainer. Alternatively, should you wish to send your feedback directly to Sage, please go to the following link and complete the Training Evaluation Form on-line: Your input and feedback is very important to Sage, it helps us to constantly improve. It also assists us in enhancing the training experience you receive through our Authorised Training Centre providers. We sincerely hope that you enjoy this training experience. 2

3 Sage Evolution Product Range The core product range consists of the following standard modules: General Ledger Module Accounts Receivable Module Customer Processing Accounts Payable Module Supplier Processing Inventory Module Stock out (INV) Inventory Issue Stock in (GRV) Inventory Optimisation Order Entry Module Sales orders Purchase orders Additional modules need to be purchased. 3

4 The following table explains each available Sage Evolution add-on module: Module Annuity Billing Bill of Materials Bank Manager Contact Management Debtors Manager Fixed Assets Job Costing Linked Accounts Lot Tracking Manufacturing Multi-Currency Multi-Warehousing Point of Sale Purpose If you have repetitive periodic sales to customers, such as scheduled service calls, maintenance contracts, and so on, you use this module to track these, inform an agent when they are due, and create the invoices automatically. This module allows you to manufacture or assemble items that you sell. You can manufacture as a process or on the fly as you invoice. You can create as many sub-levels or components as you require. In other words, component items can themselves be manufactured items. This module allows for the cashbook to be electronically populated when a bank statement is imported where large volumes of transactions are processed. Contact Management is a tool that lets you manage interaction between you, your customers, your potential customers, even your fellow company members. This module assists you to manage your debtor s book. This module allows you to manage, depreciate and track your assets. This module lets you create jobs. Each job can contain multiple transactions or processes from one or more of customer, supplier, inventory, general ledger, and payroll sources. For example, you can bring a customer s vehicle, appliance, or whatever, into your workshop, use parts and labour to repair it, and then invoice the customer. This module lets you link customers in a head office / branch hierarchy. You sell to branches, and the system invoices the head office. Payments take place at the head office level as well. This module lets you track batches or lots of inventory items by means of a batch or lot number. You can specify expiry dates per lot. Manufacturing extends the Bill of Materials module by giving you complete control of the manufacturing process. This module allows you to process customer and supplier transactions in their currency. This module lets you create separate warehouses. You decide which inventory items are in each warehouse. The system tracks quantities per warehouse per item. You can have different selling prices in each warehouse. This module controls cash and account sales in a retail environment. You can control cash drawers, pole displays, and receipt printers. 4

5 Module Pricing Matrix Procurement Sales Force Automation Serial Number Tracking Specialised Modules Service Manager Mobile Sales Advanced Procurement Delivery Management Voucher Management Global Tax Sage Intelligence Centre Purpose This module lets you determine line item discounts by inventory item or group on the one hand, and customer / supplier or group on the other hand. It allows you to create powerful date driven volume discount contracts. This module lets you control your purchase orders by means of workflows. This module allows you to track sales opportunities for existing and prospective customers. This module is reliant on the Contact Management add-on module. This module lets you track inventory items individually by their serial number. This function is very useful for tracking warranties. The system keeps a full history of each serial number item s movements into and out of the company. Purpose The Service Manager add-on module allows you to effectively manage your internal and external service level agreements. This add-on module allows your business to go mobile whereby data is syncrhronised using mobile technology platforms, devices and web services. This module allows you to manage your procurement processes by selecting, prioritising and rotating your preferred suppliers. This module allows you to manage your delivery requirements. This module creates and automates payment and receipt vouchers. The Global Tax module is for countries that require the Withholding Tax policy to be applied on supplier transactions. This module links your company database to Microsoft Excel. It extracts data and formats the data in Excel, creating sophisticated reports you can edit and format. Please refer to SIC's separate Help File for more information. 5

6 Elective Modules Branch Accounting Retail Point of Sale Municipal Billing Sage CRM Other Sage Pay Purpose This module synchronises data uploads in a head office - branch hierarchy. This module eases the retail point of sale back office and till processes. The Municipal Billing add-on module assists Municipalities to process and manage their municipal procedures. Regardless of how, when or where clients, partners and prospects choose to interact with your organisation, Sage s Customer Relationship Management (CRM) solution provides a decisive advantage by delivering a comprehensive, easy-to-use system to successfully manage these relationships. Thanks to its ERP integration capabilities, the Sage CRM front-office is powered by data from the back-office to give sales, marketing, customer service and other front-office staff a true 360 degree view of customers across front- and back-office functions, differentiating it from many other CRM solutions in the market today. Purpose Sage Pay offers your business the flexibility to process multiple payment methods through one online account. Only available for South Africa. Sage Online Tools SOT offers your business to create and manage your own website and e- commerce environment. Customer Zone This platform offers your customers the ability to view invoices and statements online, as well as integrates with Sage Pay (for SA) to make immediate payment. 6

7 Table of Contents Course pre-requisites: 1. Computer Literacy at NQF Level 3 or Standard 8/Grade 10 Computer Literacy. 2. Mathematical Literacy or Standard 8/Grade 10 Mathematics. 3. Learning Unit 1: Sage Evolution Practitioner. 4. Learning Unit 2: Sage Evolution Product Consultant. Preface: Introduction... 4 Working with this manual... 5 Lesson flow... 6 Contacting Sage Pastel training... 6 Training Data Disk... 6 Training Installation Disk... 6 Sage Pastel assessments... 7 Sage Pay... 8 Lesson 1: Sage Pay A. The concept of Sage Pay B. The configuration of Sage Pay account number and service keys C. Updating an agent s details D. Creating a Sage Pay bank account E. Preparing your customers for Sage Pay F. Preparing your suppliers for Sage Pay G. Importing your Sage Pay Bank Statement using Bank Manager H. Processing Automatic Payment and Remittance Batch I. Processing invoices with Sage Pay payment options J. The manual debit order process Lesson 2: Customer Zone and Sage Online Tools A. Preparing to integrate B. The Customer Zone C. Sage Online Tools Lesson 3: Import / Export Tool A. Working with the Export Tool B. Working with the Import Tool Lesson 4: Control Account Reconciliation Utility A. Concept of the Control Account Reconciliation Utility B. Setup the Control Account Reconciliation Utility C. Make use of the Control Account Reconciliation Utility

8 Lesson 5: SMTP Configuration A. Understanding the SMTP Configuration B. Setup the SMTP Configuration Lesson 6: Inventory Three Stage Invoicing A. The purpose of Three Stage Invoicing B. Setup Inventory Three Stage Invoicing C. Understand the process steps D. Perform enquiries Lesson 7: Foreign Currency General Ledger Enhancements A. Setup Foreign Currency General Ledger Accounts B. Process General Ledger Journal Batch Transactions C. Generating Reports D. Foreign Currency Revaluation E. Capturing Foreign Currency Budget Values Lesson 8: Inventory Count Mobile Application A. Inventory Count Lesson 9: Service Manager Enhancements A. My Desktop Reminders B. Swap-out and Internal Assets C. Asset Tracking D. Take-on Reading E. Enhancements F. Scheduler Enhancements G. Billing and Warranty Customers H. Reports Lesson 10: Diagnostic Tool A. The Diagnostic Tool Lesson 11: Branch Accounting Enhancements A. The Glove Box B. The Sync Dashbaord Lesson 12: Retail POS Till Menu Layout A. Customising a Till Menu Layout Lesson 13: Municipal Billing Enhancements and mscoa A. Time of User Billing B. User Defined Fields C. Municipal Standard Chart of Accounts (mscoa) D. Addendum

9 Introduction Welcome to the Bookkeeping Fundamentals training course. This training material is designed to equip you with a basic understanding of accounting and bookkeeping principles and procedures. Working with this manual You may come across some of the following icons to make your learning experience more interesting and visual: Important Information / Important Note / Additional Information Activity Item where caution and attention is required or additional insight and information is provided. Your opportunity to practice a concept. End of Activity Indicates the end of an activity. Notes Formative Assessment End of Formative Assessment Case Study An area to write additional notes. Review questions at the end of a lesson to check your understanding and ability to implement concepts. Indicates the end of a formative assessment. Scenario based activity for you to complete. End of Case Study Summary End of Lesson Indicates the end of a case study. Overview of the most important items covered in a section or lesson. The end of the lesson. Example This is an example of what you are about to do. End of Example The end of the example. 9

10 Lesson Flow Each lesson of this course creates building blocks for the next lesson assisting learners with process flows and sequential learning. Contacting Sage Training Sage offers limited technical software assistance to students. To get help from Sage you need to take a print screen image of the error code you are receiving. Paste this into an and send it to: training@pastel.co.za with your name, student number, name of the institution where you are studying and your contact number. Important Note Your lecturer/facilitator is to be your first source of assistance for all course related queries, i.e. the processing of transactions and accounting related items. Sage certified trainers have extensive product knowledge and are thus equipped to give you back up and assistance whilst you are studying Sage. Training Data Disk Your training data disk contains a list of extra documents required to practice at home. Please refer to this disk at the back of your training material before contacting Sage. Training Installation Disc The Sage Evolution Training Product disc included in this manual is not for distribution, resell or upgrading live Sage Evolution environments. The installation is for training purposes only. We, at Sage Pastel, will not take responsibility for any repercussions incurred, whether it be legal, financial or otherwise, for any of the actions performed as outlined above. 10

11 Sage Pastel Assessments Research has shown that in today s economy it is more important than ever for individuals to obtain solid technical skills and certified proof of their knowledge to secure the best job opportunities. Certification is becoming a requirement for many and the demand for certified professionals has dramatically increased. Sage certification assures proof of your expertise. Once you have completed a Sage training course, we would therefore encourage you to take the Sage competency assessment. Assessments are offered in English and in an online environment. How to register for your ONLINE assessment? 1. Visit the website. 2. Click on the Our Business Units option, followed by the Sage Pastel Accounting option. 3. Click on the Business Zones link. On the new screen, click on the Training Zone option. 4. If you have already created an online profile, log in with your user name and password. 5. If you do not have an online profile, click on the here link or the Create Personal Profile link to create your online profile. 6. Using the Serial Number that you received with your course material, click on the Register Serial Number option. Enter the Serial Number and click on the Register button. 7. Click on the Write My Assessment option. On the next screen, click on your registered assessment. 8. Click on the Start Assessment button. Click on the assessment link that displays in the new screen. 9. Read the assessment instructions and Click on the Let s begin button. Important Note The Online Assessment is not an open book assessment. Important Note Sage will issue Electronic Certificates of Competency to delegates who successfully achieve a minimum mark of 80% for the assessment associated with this course. Please make sure that the address entered is correct before writing the assessment. Important Note Online assessment serial numbers are only valid for 6 months. Assessments need to be completed within 12 months from the date the course commenced. Not completing an assessment within 12 months will require you to redo the training course. Important Note For this Bridging Course, you will only be assessed on content contained in Lessons The elective modules will not be included in the assessment. 11

12 Sage Pay Sage Pay - Easy to use, online flexible payments Sage Pay offers your business the flexibility to process multiple payment methods through one online account. Credit Data risk solutions: Manage your business risk with validations, verifications and credit checks directly from your current product, through your Sage Pay account. You have access to various reports from four major credit bureaus including CIPC. Reports are requested and delivered directly from and to your software. Salary and Supplier payments: As a Sage customer, you are able to make use of your current software to pay salaries and suppliers directly through your current Sage accounting or payroll software, with the click of a button Pay Now Gateway: Use our online payment gateway which allows you to collect payments in real time from your customers using their Visa or MasterCard. We have created several shopping cart plugins to make your life easier as well as integration with Sage Pastel E-Business. Debit Order Collections: Debit Order Collections, helping you to pay and collect money with ease. You have access to three debit order collection services on your Sage Pay account which allows you to collect once off or recurring payments from your customer s bank account or credit cards. As a Sage customer, already using our Sage accounting and payroll solutions, we have put together a special offer for you. 1. We have waivered your account setup fee when activating a Sage Pay account you save R We are so confident about our service and that it will save you time and money, we give you a 60 day money back guarantee. 3. No additional software and upgrades required. 4. No fixed or long term agreements. 5. No training required to use our services. 6. Pay only for the services you use. 7. One consolidated statement and invoice for all services. To activate your Sage Pay account or find out more, chat to us today on or visit our website 12