Outline:
The objective of this document is to provide a comprehensive set of guidelines on how to ensure working with optimal efficiency within a Sage 200 Evolution company and how to perform health checks in the following areas:
- Company Maintenance - Utilities and routines
- Company Data – Ledger vs Sub Ledger Balances
- Company Backups – Basic guidelines and minimum requirements to ensure successful data retrieval and navigating crisis management
- Company Efficiency - Improving and maintaining high-performance operation speed levels
- Company Environment - General Network Health Protocol
- Company and Evolution Product Support – Understand the various available support channels
- Sage Learning Services & other Resources (Product Registrations and Sales)
Chapter 1: Company Maintenance - Utilities & Routines
Background Information
Early detection of any differences between the Ledger (e.g., Customers/Payables/Inventory Control accounts, etc.) and the sub-ledger is an important factor in the analysis and troubleshooting process.
It is therefore recommended to implement a best practice policy of running regular reconciliation/comparison routines between your ledger and sub-ledger to identify and immediately address any discrepancies between the two.
For all the below mentioned modules, first consider applying the advice in the listed articles. By applying them to your Ledger/Sub-Ledger, discrepancies may be resolved:
- Click here for a detailed guide on how to perform a General Ledger Relink.
- Click here for a detailed guide on how to perform a Company Database Refresh Views routine.
- Click here for a detailed guide on how to delete an agent’s key in the local Registry Editor.
When done, re-analyse and compare your Ledger- vs Sub-Ledger account balances.
Accounts Receivable / Accounts Payable
The Accounts Receivable (AR) and Accounts Payable (AP) subsidiary ledgers should be compared to the respective control accounts at regular intervals.
The comparison process is as easy as viewing the relevant age analysis report for a specified period and comparing it to the respective control account for the same period.
If any differences are identified the following guides and analysis tools within the Sage 200 Evolution environment can be used for identification and troubleshooting purposes.
a) Click here for a detailed troubleshooting guide that will help you track and resolve several reasons for having AR/AP ledger vs sub-ledger differences.
b) Control Account Reconciliation Utility
Refer to Section 1 above for more details about the Control Account Reconciliation utility.
c) The Diagnostic Tool
Refer to Section 1 above for more details about the Diagnostic Tool.
Inventory
The reconciliation process of inventory items within a Sage 200 Evolution dataset is comprised of two facets namely the Inventory Valuation report and the Inventory Control account.
The Inventory Valuation Report provides details of the value of stockholding within an organization at a point in time. This value is then compared to the total of the Inventory Control Account. Any difference between the two platforms will need to be analysed to determine the cause of the difference.
The two analysis tools mentioned in section 1.1 above (Control Account Reconciliation Utility & Diagnostic Tool) can also assist in identifying the differences.
Also, consider the following range of knowledgebase articles that provide further insight into this process and how to resolve any differences:
a) Click here for a detailed troubleshooting guide assisting you to track and resolve several reasons for having Inventory Valuation Report vs Inventory Control Account differences.
b) Click here for a link to the following article: Inventory Valuation by Date Utility Overview.
c) Click here for a link to the following article: Inventory: Total valuation on Inventory Valuation by Date utility not balancing with General Ledger Inventory Control account
d) Click here for a link to the following article: Inventory: Differences in values may exist between the Inventory Valuation by Date report and Inventory Valuation by Date Enquiries utility
e) Click here for a link to the following article: Inventory: Differences between Inventory Valuation by Date Report and Valuation by Date Enquiries utilities.
f) Control Account Reconciliation Utility.
Refer to Section 1 above for more details about the Control Account Reconciliation utility.
g) The Diagnostic Tool
Refer to Section 1 above for more details about the Diagnostic Tool.
Job Costing
The Job Costing module reconciliation process is primarily focused on the aspect of Work in Progress (WIP). Work in Progress values entail job card transaction line processes that have commenced but are not yet completed at a point in time.
The reconciliation analysis in this module is the comparison of the Job Costing Work in Progress report to the Work in Progress Control Account. Any differences identified between the two reports not only need to be analyzed and corrected but steps should also be taken to prevent it from occurring.
The objective is to determine the value of job cards that are incomplete. This information is important as it can be used for planning in various areas such as ensuring that sufficient raw materials are available to complete the pending tasks, as well as the availability of other resources to complete outstanding jobs.
When any differences between the Job Costing Work in Progress report and the Work in Progress Control Account/s are identified, consider the following articles:
a) Click here for a link to the following article:
Job Costing: Difference between Job Costing WIP Report and WIP Control Account
b) Click here for a link to the following article:
Job Costing: Negative values on Job Costing WIP Report and Job Card transaction lines
c) Click here for a link to the following article:
Job Costing: Difference between WIP Account and WIP Report per specific periods
d) Click here for a link to the following article:
Job Costing: Work in Progress report has an outstanding WIP balance for closed Job Cards using Make Inventory Item
e) Click here for a link to the following article:
Job Costing: Work in Progress (WIP) report showing closed Job Cards with a WIP balance as opposed to zero balance
f) Click here for a link to the following article:
Job Costing: Work in Progress (WIP) Report not cleared when returning transaction lines
g) Click here for a link to the following article:
Job Costing: Difference between Job Costing WIP report and Job Card transaction screen’s WIP amount
Manufacturing
The Manufacturing / Bill of Materials (BOM) reconciliation process is similar to the Job Costing module in that the focus platform is a comparison of the Work in Progress report (WIP) within the Manufacturing / BOM module and the Work in Progress GL Control Account.
In this module, the values of manufacturing processes that are incomplete (in progress) are displayed on the BOM WIP report/s.
When any differences between the manufacturing Work in Progress report and the Work in Progress Control Account/s are identified, consider the following articles:
a) Click here for a link to the following article:
Manufacturing: Manufacture WIP Report differences /not balancing with Manufacturing WIP Control account/s
b) Click here for a link to the following article:
Manufacturing: Manufacturing WIP Report has outstanding WIP balance for completed MF process, not balancing with/difference with MF WIP Control account.
VAT / Tax
The Vat Control Reconciliation process is an analysis of differences between the Tax Listing Report and the Vat Control Account.
a) Click here for a link to the following article:
VAT/Tax: Difference between VAT/Tax Report and VAT/Tax Control Account/s
b) Click here for a link to the following article:
VAT/TAX: VAT Control Account difference with Tax Report
Chapter 3: Company Backups
Company data loss and corruption occurrences are an unforeseen but very real risk regardless of the application involved, and Sage Evolution’s MS SQL company databases are no exception.
Making regular company backups therefore always remain the only effective way to protect your business operations against data loss and integrity issues. Consider the following, but not limited to, various reasons that may lead to company database loss/integrity issues:
- Server / hard drive crashes and/or any kind of damages
- Server PC theft
- Computer viruses and ransomware attacks
- Incorrect backup restores over live company databases
- Network instability issues
- Known or unknown causes of company data corruption
Always be prepared for a worst-case scenario and ensure not only to make regular backups but also apply the right strategy when doing so.
Please consider the following two resources that provide guidance on the importance, strategy, and steps to follow with regard to backing up company data:
• Click here for a link about the dangers of especially Ransomware and other disasters on your company data and the importance/urgency of performing regular backups.
• Click here for a detailed guide on how to backup and restore a company database.
Chapter 4: Company Efficiency
This chapter is all about on how to fix and prevent frustrations experienced with company inefficiencies, slowness/latency issues, and/or related errors within an Evolution company and Branch Accounting syncing, in addition to basic company opening/closing actions.
You should be able to realise the full efficiency potential of your Evolution company by working at maximum speed performance- and optimal productive levels.
Click here for a link to the following article:
General: Ensuring Optimal Speed Performance & Efficiency, Preventing Slowness and Latency Hanging in a company across a network.
Chapter 5: Company Environment
We have published a comprehensive guide on how to prevent, fix, and perform various network diagnostic and hardware validation tests, and to identify the primary cause of several network related errors and issues.
In short, this guide is referred to as the Sage 200 Evolution Network Health and Diagnostic Protocol (Protocol).
The Protocol’s stated objectives are:
- To find and identify the cause of network related issues/errors that may have a detrimental effect on working in Evolution across the network to have them ultimately resolved
- To assist in identifying the cause of both MS SQL and other network related issues and errors
- To promote maintaining a stable network for Sage 200 Evolution to operate in
- To help ensure a fast-paced, robust network that increases productivity and efficiency without frustrating interruptions
- To prevent potential company data corruption occurrences due to network drops or errors.
Click here to access the Protocol document.
Chapter 6: Company Support
We offer the following support platforms:
A. Webform Query Resolution
Click here to log all your general queries, suspected software bugs, suggestions, and data investigation requests using the following link:
B. Sage 200 Evolution Business Partner Handbook
The Sage 200 Evolution Business Partner Handbook provides a comprehensive set of guidelines and resources for Sage Business Partners
Click here to access the Handbook:
C. Sage City
Sage City is our online community platform for all Sage products, including Sage 200 Evolution, where members can post their own queries and directly assist others.
It also provides links to various other online resources such as the Online Knowledgebase, Resource Centre, logging queries, etc.
Click here to access Sage City:
D. Sage Online Knowledgebase
The Sage Online Knowledgebase platform includes many useful knowledgebase articles for various Sage products.
It should always be your first point of reference for any kind of product queries.
Click here to access the Online Knowledgebase:
E. Telephonic Support
086 123 7243 (SAGE) and follow the voice prompts
Chapter 7: Sage Learning Services & Other Resources
A. Sage Learning Services
Click here to access the Sage Learning Services website to view available training options for our various products.
B. Sage University
Sage University offers a variety of training courses across our spectrum of products. Access Sage University from the link below.
https://sageu.com/logon
C. Sage Learning Services Contact E-mail address
All information pertaining to Sage training can be sent to the following e-mail address:
[email protected]
D. Sage Sales Department Contact Number
086 123 7243 (SAGE) and follow the voice prompts
E. Sage 200 Evolution Sales contact details
- Website address: https://www.sage.com/en-za/products/sage-200-evolution/
- E-mail Address: [email protected]
F. Sage 200 Evolution Registrations queries and contact details
- Logging a Registrations Query: https://portal.sage.co.za/accounting/Smartsheets/RegInternal
- E-mail address: [email protected]