BIC Solutions Ltd
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“Being on par in terms of price and quality only gets you into the game. Service wins the game.”
Sage Evolution delivers an entirely new dimension in business management software, taking your business beyond the traditional realm of accounting software. With business
activity management functionality interwoven into the core of the accounting application,Sage Evolution brings all aspects of your operations together, providing you with an integrated, holistic view of your business. The comprehensive range of features and functionality, complemented with a number of add-
Developed within the Sage Evolution Framework -
• Accounts Payable
• Accounts Receivable
• Cash Book
• General Ledger
• Import Cost Allocations
• Inventory Control
• Project Tracking
• Report Writer & Stationery Customisation
• Sales & Purchase Order Entry
The above features and modules are referred to as the core Sage Evolution system.
• Annuity Billing
• Bank Statement Manager
• Bill of Materials
• Branch Accounting
• Business Gateway
• Business Intelligence Centre
• Cash Manager
• Customer Account Consolidations
• Customer Credit Risk Management
• Fixed Assets*
• Information Alerts
• Job Costing
• Lot Tracking
• Municipal Billing
• Point of Sale
• Pricing Matrix
• Procurement **
• Resolve Basic (Contact Management)
• Resolve Premium* (Contact Management)
• Retail Point of Sale
• Serial Number Tracking
* These modules can be purchased as stand-
** Requires Resolve Premium module.
Features of the Core Sage Evolution Application
1. The System Manager
The System Manager is the control centre for the entire Sage Evolution application. It is the system’s user interface. Featuring a System Tree for navigation, it also controls the system environment and set up, online help and multilevel password security. Evolution delivers enhanced efficiency, productivity and security to any business.
The System Manager offers the following:
• A consistent user interface no matter which module you are using. Fixed Assets, Payroll, and Accounting all share the same common interface and all appear as options on a single System Tree.
• Standard navigation tools such as menus, the System Tree, toolbars and favourites.
• Powerful tools for maintaining, sorting, searching and grouping your lists of data.
• The ability to customise the interface to suit each user’s requirements and create user-
2. Database System
Sage Evolution takes advantage of the latest database technologies, utilising Microsoft®'s MS-
3. Store Data Indefinitely
The General Ledger stores five years of data and requires no month or year end procedures. You can however, block accounting periods. This prevents transaction processing into closed periods. The Subsidiary Ledgers (Inventory, Receivables, Payables, etc.) store information indefinitely.
4. Transaction Rollback
Data protection and integrity is significantly improved over older database systems. This feature optimises data integrity by ensuring that users will never have incomplete entries or corrupt files, even if they suffer a power failure while a transaction is in process.
5. Supports Multiple Companies
The system can maintain multiple sets of books, each with its own chart of accounts. Access to companies and their related functions are password protected. Data can also be copied from one company to another, simplifying the company setup procedure.
6. Transaction Drill Downs
Drill down functionality allows you to find exactly what you’re looking for. From summarised information you can drill down to detailed transactions right down to source documents -
7. Advanced Security
Every business requires its data to be confidential. You need to control access to this information. Sage
Evolution features multi-
You can establish access control per user. In addition, you can establish user groups and then assign users to a group. Each user who belongs to a group has the same access level restrictions and capabilities. This streamlines the control process and leaves less room for error.
8. System Audit Manager
Eliminate internal fraud and unauthorised transacting within your business with the System Audit Manager. This tool assists you to track and manage database activities for all or selected database tables allowing you to report on detail changes for both transaction and masterfile tables.
9. Integrated with Microsoft® Office
Seamless integration with MS Office means that you can e-
You can also export data into Word or Excel, where you can perform your own complex data manipulations. This feature complements Sage’s extensive range of management reports.
The Sage Evolution Resolve module also integrates its e-
You have the ability to view graphs. For example, you can compare General Ledger account movements over a period of five financial years. You can compare sales and purchases in the Orders module, and you can view Incident analysis in the Contact Management module.
11. Report Writer
The Report Writer module allows you to customise standard reports per user as well as stationery layouts per user. It integrates into every module in the Sage Evolution range. You can change layouts, add and remove fields and perform additional calculations or subtotals. You can even write your own SQL script for advanced reporting. The system includes a tutorial program that will guide you through the process of report writing.
12. Receivables and Payables
Sage Evolution gives you instant access to customer and supplier balances, overdue totals and sales/ purchases history. Drill down features and reports are available when you need a more detailed analysis of customer/ supplier transactions.
You can create multiple delivery addresses for each customer and supplier. Set processing defaults for delivery requirements/addresses, selling prices and discounts which you can override for each transaction. You can create sales codes and assign a commission structure to each sales code.
You can also capture multiple transactions within batches to be posted at a later stage. Settlement discounts can be calculated automatically based on the settlement terms set up when processing receipts and payments.
Force and check for duplicate customer and supplier reference numbers to aid in faster audit processing and detailed management reporting.
Multiple Debtor & Creditor Control Accounts
If you wish to analyse debtors and/or creditors in the General Ledger, you can use more than one General Ledger control account for Receivables or Payables. This is over and above your normal reporting within the Receivables and Payables ledgers.
13. Project Tracking
This module allows you to allocate income or expense transactions to particular projects. You can then filter reports on a project basis and create an income statement per project. Create master and sub projects and allocate budgets against each project to manage profitability.
14. General Ledger
The General Ledger is the heart of the financial function of your company. All processing you do eventually reflects in the General Ledger. The system has no tedious month or year-
Segmented General Ledger
If you have a complex and multi-
Cheque Printing and EFTs
You can print cheques from any bank account. The cheqpasue layout is fully customisable to accommodate requirements from different banks. You utilise user access levels to control who can print cheques. Each bank account has its own series of cheque numbers. You can make payments to all the major banks via Electronic Funds Transfer.
15. Sales and Purchase Order Entry
You can maintain and control outstanding orders, processed orders and back orders. This module integrates fully into Evolution’s Inventory, Receivables and Payables modules.
This module allows for the following:
• Print and process purchase and sales orders, and then fill these orders in part or in whole, keeping track of outstanding orders.
• Create financial lines, which let you post non-
• Allocate sales and purchases to projects. You can do this on a document basis or even line by line on each document.
• Allocate sales representatives to each document or even to individual document lines.
• Reserve stock quantities for customers when they place an order.
• Print picking slips and delivery notes.
• Create purchase orders automatically using the re-
• Create quotes and convert into sales orders once confirmed.
• Powerful reports help you manage outstanding and overdue orders.
• Merge multiple orders into a single invoice.
16. Inventory Control
Sage Evolution’s powerful Inventory module gives you unlimited control over your stock. The system provides both summary management reports as well as detailed operational reports, all customisable per user.
You can include service and physical items which can be flagged as non-
The system has an unlimited number of standard selling prices per item. You can link each customer to one of these prices, and you can specify a percentage discount per customer. You can view gross margins and percentage values in the invoice screens and also control pricing by only allowing a minimum gross profit value per inventory item.
Control access regarding who can view costs within the business, by either masking or encrypting cost prices as you deem necessary.
Extend Sage Evolution’s power by combining the Inventory module with other related add-
• With Multi-
• Serial Number Tracking serialises individual inventory items and keeps track of them by their history. The system follows their purchase, internal movement in the company, sale and possible return for repair or refund.
• Lot Tracking lets you track items by lot, where batches of items all have the same lot number. You can specify expiry dates and a status per lot number.
• Bill of Materials allows you to manufacture or assemble
• Managing your inventory items from components. The system takes the component materials out of stock into work in progress, and then allows you to create finished items ready for resale.
• Pricing Matrix lets you have selling prices per inventory item or inventory group and per customer/ supplier or customer/supplier group. These can be price or percentage discounts on the customer’s/supplier’s standard price.
All these add-
Unit of Measure
This feature gives you the ability to specify a buying and selling unit for each inventory item and advises which unit will be used to account for the inventory on hand. Whenever a purchase order is processed against a particular inventory item, the program will default to the buying unit and when selling the item, the program will default to the selling unit. Units can also be set up to round off to the nearest whole unit for easy stock management.
Goods Received Voucher
This feature allows you to receive and immediately update your stock levels. This is based on a delivery note from your supplier and you do not have to update the supplier account until you receive the actual supplier invoice. The program also recalls the last cost per supplier, per item when in a GRV.
Import Cost Allocations
When you import goods, there are frequently additional costs that do not originate from the supplier. For example, you may be liable for shipping costs and/or import duties. This feature allows you to process these additional costs at the same time as the goods received voucher. The system uses the additional costs to calculate the item costs correctly. Without this, you have to process these costs at another time and then adjust your item costs manually.
Sage Evolution grows with your business
The utilisation of the MS-
Sage Evolution Business Intelligence Centre (BIC)
What do you get when you combine South Africa’s leading accounting software with Microsoft® Excel? A reporting tool that revolutionises the way you make decisions in your business!
Business Intelligence Dashboard
If you are comfortable using Microsoft® Excel to share, present and analyse information, Sage Evolution's Business Intelligence Centre is perfect for you. BIC is an add-
BIC 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. BIC offers a customisable pack which provides drill down functionality.
You can customise the standard set of reports and templates and create new ones. You can be flexible in the combinations of financial data you choose to report on. BIC ships with Management Packs (Balance Sheet, Income Statement), Sales Master (Sales Reports), Inventory, Purchasing options and more.
OLAP Cubes (Online Analytical Processing)
OLAP Cubes is an extension to BIC. The OLAP module caters for multi-
Online Web Reporting
This module is an extension of the BIC module. It provides worldwide secure access to your business reports through a standard web browser. This is an excellent platform to share information with partners, suppliers and customers. All you need is internet access from your web browser. Once you authenticate yourself the reports will be made available to you. You will have access to critical information about your business from anywhere in the world at any time you choose. Online Web Reporting supports secure access so you receive your reports in a variety of formats across the web for example Microsoft® Excel, PDF or HTML.
Sage Evolution Resolve (Contact Management)
Traditionally termed CRM or Contact Management, this unique module has taken the concept of traditional Contact Management much further by weaving it into the very fabric of the Evolution Accounting System. Sage Evolution Resolve is a tool that lets you manage the interaction between your business and your customers, potential customers, suppliers and even your fellow company members.
Any activity that takes place in a business, and is important enough to be tracked, is recorded as an Incident. Evolution Resolve will track these Incidents to their conclusion -
There are two versions of Resolve:
• Evolution Resolve Basic contains basic Incident tracking as outlined above.
• The full version, Evolution Resolve Premium, contains more advanced features outlined as follows:
Sales Force Automation
Evolution Sales Force Automation allows you to track sales opportunities for existing and prospective customers. Sales personnel can update the status of opportunities through customisable sales cycle workflow steps. They can continually update the estimated possibility of making a successful sale. Information can also be captured about competitors, so that you can recognise and track patterns about sales lost to competitors. 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.
The Business Gateway extends Evolution Resolve onto the Internet and allows customers to log into the system. Customers can create, view and update Incidents. Customers do not need to contact a call centre and wait in queues for an agent. Internet queries are notorious for not being dealt with or acknowledged. However, the Business Gateway sends each query into Evolution Resolve individually, where it is tracked and escalated. The Business Gateway requires Microsoft® IIS and Windows 2000 Server or later.
The calendar organises your company’s time management. Incidents can be prioritised by date. The calendar also allows you to integrate Incident priorities with employees’ availability.
The Knowledge Base lets employees create topics. In these topics, they can share information about support, sales or any other issues. In addition, employees can link documents from the document list into Knowledge Base articles.
The articles can also be linked to Incidents and if you e-
Knowledge Base articles in the e-
Workflow processing allows you to process Incidents on an authorisation basis. You create a hierarchy of actions that a process has to go through in order to complete.
For example, if you are installing a product at a customer, you may require site inspection, installation, testing and approval stages. You create these workflow steps and then specify which agents or agent groups can approve each step. If necessary, the responsible person can send the process back to an earlier stage. If an inspection fails, for example, the responsible person can send the process back to the installation action. This type of processing ensures the highest level of quality.
You can view Incidents graphically (bar charts) per user, per Incident type and per Incident status. Graphical representations of Incidents give a birds-
One of the most compelling reasons to use Contact Management is its ability to ensure that Incidents are dealt with in acceptable time frames. Taking too long to respond to a customer complaint/incident is damaging to your company. Escalations allow you to design a flow of responsibility for each Incident type. If an Incident is not dealt with within a specified time, the system escalates it to a higher level such as a supervisor, and will continually escalate the incident until it has been dealt with.
This feature allows you to set up contracts for customers, based on time or number of Incidents. If a customer’s contract expires, agents cannot process Incidents for the customer. This ensures that customers who are up-
If you use the Annuity Billing module, you can produce automatic renewal invoices for contracts that are about to expire.
Microsoft® Outlook Integration
Seamless integration with Microsoft® Outlook 2007/2010 allows you to capture all communication with your customers directly into Contact Management. The ability to capture new or existing incidents and sales leads allows you to be more efficient and productive using an interface that allows you to communicate on a daily basis. Customer and prospect contact details are available from Evolution and the Outlook Calendar appointments make tracking appointments via the Contact Management module even easier to do. Evolution Resolve Premium can be purchased as a stand-
Sage Evolution Mobile
The Mobile add-
• On the mobile user side: a 3G or GPRS cellphone or PDA that supports HTML web browsing.
• The Evolution Resolve add-
• Microsoft® IIS (Internet Information Server) V5 or higher.
Sage Evolution Annuity Billing
Integrating with both Receivables and Inventory, this module provides for repetitive or recurring invoices on a daily, weekly, monthly or quarterly basis. The invoice run allows for an option of printing or e-
Sage Evolution Multi-
• 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.
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.
There are two additional warehouses created by the program -
Sage Evolution Serial Number Tracking
Sometimes you may need to track items individually. For example, if you sell items that have warranties, you need to know when and to whom you sold the item, so that you know whether it is under warranty. For these types of items, you use Serial Number Tracking.
Integrating with Evolution’s inventory module, Serial Number Tracking keeps detailed information on specific inventory items. From purchase to sale, to returns, each item is tracked uniquely, providing absolute control over individual inventory items.
A Serial Number Listing report shows the current location of serial numbered items. For each Serial Number, the report shows the item code and description, the date of its last movement, the current general location in stock and the customer it was sold to.
A Serial Number Transactions report shows all transactions for a Serial Number. Reflecting one transaction per line, each line shows the Serial Number, item code and description, transaction date and reference, the customer/supplier account code and its originating module.
Sage Evolution Lot Tracking
Lot Tracking allows you to track several units of a stock item using the same lot or batch number. Expiry dates and user-
Sage Evolution Pricing Matrix
This module adds great flexibility to Evolution’s standard pricing feature. You can establish volume-
discounts per stock group and the ability to override discounts on processing invoices.
Sage Evolution Bill of Materials
Designed 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-
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.
Alternative units of measure
This feature is particularly useful when dealing in different units of measure. For example, when you receive goods, you can automatically break down items in case lots to smaller units. This feature works in conjunction with the Bill of Materials module.
Evolution Job Costing
The Job Costing add-
You can allocate costs and measure the profitability of short to medium term jobs. Create an unlimited number of job cards, with the ability to archive these for future estimates. Track labour Job Card Screen costs from payroll time sheets in Sage Evolution Payroll and calculate transactions on a rate, lump sum or percentage basis.
You can allocate jobs to projects on a job card basis or a job line basis.
This module is a further extension to the Bill of Materials module. It separates the manufacturing process into time periods where items being manufactured are transferred into work in progress and then into finished goods.
The manufacturing facility allows for the following:
• View a full audit trail of each manufacturing process.
• Draw stock at the beginning of the manufacturing process and reverse any unused stock once the process is complete.
• Change a Bill of Materials without affecting an ongoing manufacturing process that uses that same Bill of Materials.
• Replace one or more components in an existing process if you need to, then continue manufacturing with the new components.
• Create by-
• Allow for over and under manufacturing of finished goods without altering the Bill of Material master. Additional features include forward planning with the material requirements feature.
Page Evolution Point of Sale (POS)
This module integrates with Inventory as well as Receivables, perfectly addressing the practical issues within the Point of Sale environment with powerful reporting features. Functionality includes security parameters, tender types (cash, voucher, credit card or cheque), flexible pricing and discounting. This module supports peripheral devices such as pole display units, cash drawers, slip printers and a bar code scanner. Evolution Point of Sale is user-
Sage Evolution Retail Point of Sale (POS)
Evolution Retail Point of Sale brings together a fully integrated front office POS and back office software that meets the needs of SMME retailers for an end-
It has been designed for businesses with high retail volumes and multiple branch locations that require the flexibility of offline capabilities and branch retail
Easy to use, fast and robust, it is fully and seamlessly integrated with Sage Evolution Accounting and has a centralised maintenance
area which is controlled from head office.
Sage Evolution Retail POS is an easy to use, robust, keyboard driven application. This solution offers the ability to generate sales orders, invoices and credit notes all from a single simple interface depending on user rights or security profiles.
Definable schedules for synchronisation eliminate any need for your branches to remember to send and receive data. The information flowing between head office and branches includes new product, price changes with start dates, as well as sales and associated transactions to update Evolution Accounting.
Control and maintain purchases from branch level and inter-
Main features in Sage Evolution Retail Point of Sale
• Quotes, orders, invoices and credit note processing.
• Receipting of debtor payments – Evolution debtors or external debtors systems.
• Multiple payment methods (split tendering).
• Unit pricing linked to volume sales.
• Line discount supporting both amount and percentage.
• Supervisor authorisation for unit price changes, discounts and credit notes.
• Printing of documents to multiple printers (picking slips).
• Support for Windows and POS printers, cash drawers and line-
• Remote disconnected sites with scheduled bi-
• Barcode scanning.
• Automated integration process.
Sage Evolution Credit Risk Management
Integrating with Receivables, Customer Credit Risk Management helps you manage your customer credit risk through a step-
This module will also generate standard legal documentation based on the type of business you are running.
The following documentation, amongst others, is included:
• Terms and conditions of sale.
• Credit application forms.
• Both ‘soft’ and ‘final’ demand letters.
• Power of attorney forms.
Sage Evolution Account Consolidations
Integrating with Receivables, this module allows for the separate invoicing of branches, but with the added functionality of printing one customer statement at a consolidated head office level. This is particularly useful when you wish to keep track of a group customer with a head office, where you need to capture sales made to the individual branches, but then present a consolidated statement to your customer’s head office.
Sage Evolution E-
The Internet is a necessary extension to the traditional manner in which business is conducted. Sage Evolution’s E-
Fully integrated with Sage Evolution, E-
• Full E-
• Full order integration means orders automatically flow back from your E-
• Offline set up. No IT knowledge required.
Sage Evolution E-
Customers can view their detailed statements, with a drill down into source transactions over the Internet. This requires a password which you provide to the customer.
The benefits include:
• Getting paid faster.
• Customer self-
• Customer account access 24/7/365.
• Uniform electronic remittance advice.
• Mobile sales representatives with up-
• Detailed account research.
Sage Evolution Fixed Assets
With features like an unlimited number of assets and multiple forms of depreciation, Sage Evolution Fixed Assets helps you control your fixed assets easily, affordably and reliably. The different methods of depreciation include straight line, reducing balance, immediate write-
Other key features include:
• Tracking an unlimited number of fixed assets by cost centres or departments.
• Group multiple assets into one asset. For example, you can treat five identical desks as a single asset. You can split these at any stage into lesser or individual desks.
• Use master and sub assets to add improvements to existing assets and track them together. This is especially useful for computers, where for example you can add additional memory to an existing computer.
• Multiple Asset Types.
• Capex Budgets and Orders.
• Import asset serial numbers and receive a comparison reconciliation report displaying both matched and unmatched records.
• Impairment Cost Movements.
• Asset Consolidation Listing Report.
• Asset Financing Information.
Sage Evolution Fixed Assets can be used in conjunction with the core Sage Evolution application or can be purchased as a stand-
Sage Evolution Information Alerts
To cater for the move by many businesses to increase staff productivity and become more efficient, the Information Alerts module has been designed to streamline key roles within the business. The module allows you to receive notifications based on a set of predefined criteria to allow for better planning and control in your business.
Information Alerts can be configured to send out notifications to relevant users via e-
Sage Evolution Bank Statement Manager
This 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. 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.
Sage Evolution Procurement
The Procurement module is a three tiered process that allows you to precisely manage the numerous purchase orders in your business and keep control of purchases either for internal purposes or specific projects. The first tier is the requisition process where the purchase of an item or consumable can be requested and routed to a head of department for authorisation.
The second tier allows purchase orders to be generated based on configurable rules. Different levels of authorisations can be administered and set up. The procurement process also validates all purchases against budgets set up in the General Ledger.
The third tier allows the purchase order to be converted into a goods received voucher to receipt the inventory items. Throughout the span of a requisition to purchase order completion, all movements or comments are logged against incidents in Resolve Premium. Workflows and escalation rules can be configured to create efficiencies and automate processes ensuring that purchase orders are actioned on time.
Sage Evolution Multi-
You can maintain separate buy and sell rates for each currency. Sage Evolution 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 it posts automatically.
• 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 cash book transactions.
Sage Evolution Branch Accounting
Organisations that have legal entities in multiple locations struggle with the challenges of optimising operational efficiencies and control within their distributed branches. Branch Accounting lets you simplify and streamline business processes and transactions between all of these entities.
Branch Accounting introduces bi-
Some of the other benefits of Branch Accounting include the ongoing ability to transact at local level even if the ADSL lines or virtual private network goes down. In addition, any potential loss of data due to fire, theft etc. can be kept at a minimum because the regular consolidation and replication activity performed by the system means that data is housed in two locations, over and above any off-
Branch Accounting assists in:
• Increasing productivity as a result of time saved and simplified transactions.
• Minimising error potential with once-
• Providing full visibility into business activities with the complete audit trail, which details transaction histories per branch.
• Creating efficient, cost-
Main features in Sage Evolution Branch Accounting:
• Centralised or decentralised accounting.
• Document numbers and transaction types per branch.
• Ability to merge data to the head office database.
• Reports consolidated by branch at head office.
• Global and local customers and suppliers.
• File Transfer Protocol (FTP) as a communication protocol.
• Branch Accounting Synchronisation