INSTALL AND REGISTER PASTEL EVOLUTION

Transcription

1 INSTALL AND REGISTER PASTEL EVOLUTION LESSON 1 LEARNING OUTCOME The purpose of ths lesson s to successfully nstall and regster Pastel Evoluton. LEARNING OBJECTIVES On completon of ths lesson, you wll be able to: A. Install Pastel Evoluton. B. Create a common database C. Regster Pastel Evoluton. Lesson 1: Install and Regster Pastel Evoluton Requrements: Ths lesson requres an Evoluton Installaton Dsc / Fle.

2 LESSON OVERVIEW Lesson 1: Secton A Preparng to nstall. Lesson 1: Secton B Installng Pastel Evoluton. Lesson 1: Secton C Creatng a common database. Lesson 1: Secton D Regstraton process. Before we start, ensure that your Regonal Settngs are set to the correct currency and decmal places. On the data dsc there s a folder called Evoluton Installaton QRC, ths s a Quck Reference Cards / Handbook to system requrements pror to nstallng Evoluton. A PREPARING TO INSTALL Installng your product requres a number of steps. They are: Ensure that you have a detaled plan of your company n terms of the fnancal set up and requrements. Identfy whether you wll requre a standard or segmented General Ledger set up. Ensure that you have the mnmum hardware and software requrements. Install the database management system on the computer whch wll hold the data. Install the program on each workstaton whch uses the product. Create a company database to work n. Regster your product. Open the program on the workstatons and lnk each workstaton to the company database. (Ths wll be done n lesson 2.) The nstallaton program takes care of the frst two optons, and the rest occurs wthn the product. In the followng sectons, we cover ths n detal. 2 1 Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

3 SETTING UP A RETAIL COMPANY It s strongly advsable to have a detaled fnancal plan for your company. Ths plan should nclude all the necessary fnancal requrements and structures that need to be mplemented when settng up your software medum. The followng dagram llustrates a generc process to follow, n ths regard: Gather company detals Complete the Company Plannng form Create a New Company Database Regster your software The followng dagram s to assst you n plannng and nformaton gatherng processess pror to settng up your company. Plannng to be done pror to startng / mergng / upgradng / expandng your busness: Company Name Company Type Market analyss: o Customers. o Compettors. o Product. Draft a Busness Plan. Expected growth. Physcal address Company Tax/Vat number Postal addresss Telephone number Industry Fax Number Company Regstraton Number Fnancal year end perod Bank detals Before you start your busness you wll draw up a busness plan and do a SWOT (Strengths, Weaknesses, Opportuntes and Treats) analyss so you can plan for marketng approaches, company growth and so on. Ths plan also helps to dentfy your ndustry s supplers and customer profles. Then there s the admnstratve component of a busness, lke the company regstraton number/s, tax numbers, bankng detals and more. Ths entals a lot of paperwork that needs to be completed as well as, n some nstances, need to be submtted to the correct nsttutons. Ensure that you always keep a copy of any sgned documentaton between your country s tax authortes, banks, company regstraton offces etc. It s benefcal to have a structured flng system n place to store mportant nformaton and documents (contracts, regstraton certfcates, tax applcatons, and so on) for eference purposes. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 3

4 The followng form s a gudelne about the type of nformaton you would need to set up your company correctly n Evoluton. Company Name: Company Detals Form Type of Industry: TAX Number: Physcal Address: Company Regstraton Number Postal Address Postal Code: State/Provnce: Country: Telephone 1 Telephone 2/ Web Address Postal Code State/Provnce Country Fax Number Moble: Emal Address Fnancal Year From: To: General Ledger Structure: Standard Segmented Bank Account at (1) Bank Account at (2) Account Number (1) Account Number (2) Branch Code (1) Branch Code (2) Amount of Users: Audtor / Accountant+ System Admnstrator: Other: You can recreate and amend / extend ths form to sute your company needs. Ths form s avalable on your student data dsc. The next step s to ensure that your system requrements are adhered to. 4 1 Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

5 SYSTEM REQUIREMENTS The table below shows the mnmum and recommended hardware and software requrements for Evoluton. Areas Sngle User Workstaton HARDWARE: Server (Less than 10 users) Server (11-20 users)* Mnmum Pentum IV 1GHz Pentum IV 1GHz Pentum IV 1GHz Pentum IV 4GHz Recommended Pentum IV 2GHz Pentum IV 2GHz Pentum IV 2GHz or hgher Xeon or Dual Processors OPERATING SYSTEM: Mnmum Wndows XP Pro, 2000 Pro Wndows XP Pro, 2000 Pro Wndows XP Pro, 2000 Pro Server 2000/NT Recommended Wndows XP Pro, 2000 Pro, Vsta Wndows XP Pro, 2000 Pro, Vsta Wndows 2000/2003 Server, Vsta Server 2003 RAM: Mnmum 512MB 512MB 512MB / 1GB 2GB + Recommended 1GB 1GB 2 GB or hgher 4GB + SCREEN RESOLUTION: Mnmum 800 x x x x 600 Recommended 1024 x x x x 768 REQUIREMENTS FOR ALL USERS: CD-Rom and 256 Colour VGA or SVGA vdeo. Kndly note f you have 11 users or more we recommend you speak to your Pastel Evoluton Busness Partner or a Softlne Pastel consultant for advce regardng system requrements. To check whether you comply wth the requrements, rght clck on the My Computer con on your desktop, select Propertes from the menu and vew your computer nformaton. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 5

6 To change your screen resoluton, rght clck on an open space on your desktop, select Propertes from the menu and clck on the Settngs tab at the top. In the bottom left hand corner s a scale, adjust the scale to the requrements depcted n the prevous page. The server s the computer on whch you nstall Mcrosoft SQL Server, the database engn that Pastel Evoluton uses. A workstaton s a computer that can lnk to the server, on whch you nstall Pastel Evoluton. We wll go nto more detal about SQL Server soon. Other Requrements: CD-Rom. 256 Colour VGA or SVGA Vdeo Graphcs. The on-lne help requres Internet Explorer verson 6 or hgher, or a compatble browser. Install the latest network drvers, servce packs and patches for your network and operatng system. Wndows Vsta Home and basc edtons are not supported. Network Operatng System Requrements: The system operates across the followng network operatng systems: MS Wndows Network server or peer-topeer. Novell 3.12 Server wth Wndows operatng systems note that you cannot nstall the database software on the Novell server. MICROSOFT SQL OPTIONS There are two optons avalable to you as far as the database engne s concerned: Mcrosoft SQL Desktop Engne (MSDE): You can use a scaled down, lower performance (but free) verson of Mcrosoft SQL Server / Express 2005, called MSDE (Mcrosoft SQL Desktop Engne). The Pastel Evoluton nstallaton program can nstall ths on your computer as part of the nstallaton process. Ths product may already exst on your network. MSDE has no user settngs whatsoever, whch wll result n lower performance. If you are runnng a small network and you do not have dedcated network support staff, you should start by usng MSDE. However, you may experence less than optmal performance. Mcrosoft SQL Server: Pastel Evoluton uses Mcrosoft SQL Server 2000 or 2005 as ts database management system. Ths s a hgh-performance, state-ofthe-art database system, wth powerful storage, retreval and access features. The full verson of Mcrosoft SQL Server requres set-up, nstallaton, tweakng and mantenance by a knowledgeable person. If you have personnel avalable and you need to maxmze performance, or f you are already runnng Mcrosoft SQL Server on your network, use ths verson. Both versons use the same fles - they are fully compatble. Ths means you can upgrade from MSDE to Mcrosoft SQL Server at any tme. 6 1 Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

7 The sngle bggest factor that wll affect the performance of your system s the hardware on whch the database management system (SQL Server) resdes. The optmal scenaro s as follows: Dedcate a computer to run the database. If you run other programs on the computer, every person on the network who uses the software wll experence a slow connecton. Have as much RAM on the dedcated computer as possble. The more RAM you have, the less dsk access the database software needs to use, and memory access s qucker than dsk access. Have a hgh-speed, hgh-performance dsk drve (hard drve) on the computer. It s mportant to take nto account the amount of users when settng up your server and or workstatons. RECOMMENDATIONS FOR DIFFERENT SET-UPS Whchever verson you nstall, you only nstall the database software on one computer, preferably the company's server. Identfy whch of the followng optons wll apply to your setup: If you are workng across a network and usng more than one workstaton to work on your product, t s recommended that you nstall Pastel Evoluton on each workstaton, and not on the SQL Server. If you nstall SQL Server or MSDE on the server, t s advsable not to run Pastel Evoluton on the server. Rather run Pastel Evoluton from workstatons and share the database va the server. If you are runnng a sngle user verson, you nstall Pastel Evoluton and SQL Server on the same computer/workstaton. GUIDELINES BEFORE YOU INSTALL Here are some gudelnes that you can use to prepare for your nstallaton. These are network and operatng system dependant: Before you nstall you must know whch of the database optons you are gong to use; Mcrosoft SQL Server or MSDE. You must also know whether the software s already on your system. If you are gong to nstall the database software, you must know on whch computer you are gong to nstall. If you nstall on a server, dsconnect the server from the network. You wll need to restart the server. It s better f there are no users logged n when nstallng. Close all open programs. If possble, reboot the computer. Consult your network techncan or company system admnstrator f you need assstance. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 7

8 B INSTALLING PASTEL EVOLUTION When you start runnng the nstallaton, you have to choose between two optons. Ths apples to each computer on whch you select to nstall Evoluton. The optons are as follows: Sesson: 1. Server / Standalone / Admnstrator Sesson Contents: Ths nstalls Pastel Evoluton and gves you the opton of nstallng some admnstratve tools as well as MSDE. Use ths opton f: You are nstallng a sngle user verson. You are nstallng MSDE and one or more admnstratve tools on a server-computer. You must nstall usng the abovementoned opton on at least one computer n order for the program to functon correctly. 2. Workstaton Ths nstalls Pastel Evoluton and does not nstall SQL Server or MSDE. You use ths opton on a mult-user Pastel Evoluton system to nstall Pastel Evoluton on the workstatons on whch users work. DETERMINING FACTORS Sngle user: Mult user wthout MSDE: Mult user wth MSDE: Whether the computer are on a network or not, nstall Evoluton on the computer you wll be usng, choose the SSA opton, and choose to nstall MSDE. Choose the computer or server on whch you wll run the database software, and nstall on that computer usng the SSA opton. Choose to nstall MSDE and possbly some admnstraton optons, but do not nstall Pastel Evoluton. Choose the workstaton(s) or server(s) from whch you wll run the admnstrator functons of the software, and nstall usng the SSA opton for those workstatons, but do not nstall MSDE. 8 1 Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

9 Sngle user: If MSDE s already on the computer, the nstallaton program wll detect ths and not allow you to nstall, unless you are nstallng a later verson. Mult user wthout MSDE: Choose the workstaton(s) or server(s) from whch you wlll run the admnstrator functons of the software, and nstall usng the SSA opton for those workstatons. Do not nstall MSDE. If you control the admnstrator optons from the same computer as the database, then combne the prevous two optons. Install both MSDE and the program usng the SSA opton on the same computer. Install usng the Workstaton opton on all workstatons from whch you wll run the program. Mult user wth MSDE: Install usng the Workstaton opton on all workstatons from whch you wll run the program. INSTALLATION PROCESS The nstallaton process follows: 1. Insert the nstallaton CD nto the CD-Rom drve and wat for the nstallaton to auto run. The followng screen wll dsplay: Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 9

10 If t should happen that the CD does not auto run, follow the steps below: Open Wndows Explorer; Select the CD-ROM drve; and Double clck on the SETUP.exe. 2. The Setup Wzard wll appear: 3. Clck Next. 4. The Customer Informaton screen appears: 5. Enter the default User Name and Organsaton detals. Select the Country and clck Next Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

11 6. The End User Lcense Agreement screen dsplays: 7. Once you have read and understood the lcense agreement, tck the I agree rado button and clck Next. 8. The Destnaton Folder screen dsplays: 9. The Destnaton Folder s where your Pastel Evoluton wll be nstalled. If you wsh to change the folder n to whch Pastel Evoluton wll be nstalled, you can do so by clckng on Browse and selectng the pathway you requre. Unless you have a good reason, leave the default settng as dsplayed n the screen above. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 11

12 If you are deployng across a network, you can get the program tself, as t starts up, to check for newer versons of the product on the network. Ths works as follows: Copy the entre nstallaton CD nto a folder that s accessble to all users of the program. Specfy the folder n the Destnaton Folder Screen by checkng the Always Check Ths Locaton check box, and then enterng the folder name. When you receve an update for the program, close all open versons across the network, delete the entre CD contents from ths folder, and copy the new CD n ts entrety nto the folder you specfy n ths screen. When the users across the workstaton next open ther programs, an automatc nstall of the new verson wll take place. 10. Clck Next. 11. The Installatonn Type screen wll dsplay: Defaults to the workstaton. Defaults to the server or stand alone computer. The MSDE s greyed out and cannot be checked as t s already nstalled n ths nstance. 12. Select the opton that apples to your set-up. For ths course, select the opton as shown n the screen above and clck Next. If the system detects a current SQL Server or MSDE nstallaton on the workstaton, ths opton s dsabled Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

13 13. The Selected Components screen appears: 14. The followng table descrbes each components: Component: Program Executables and Program Lbrares Database Admnstraton Scrpts System Agent Database Management Utltes Converson Utltes Data Dstrbuton Servces Help Fles Mcrosoft Data Access Components When to nstall? If you are not nstallng Pastel Evoluton, uncheck ths check box. You usually nstall ths opton. Ths s part of the full Resolve module. Install t on the server or admnstrator's computer. The computer you nstall on should reman up and runnng permanently. If you use MSDE, you perform backups and other functons va ths program. Install t on the server or on the admnstrator's computer. Install these f you are convertng from an earler verson. Ths s a specalsed opton for some custom mport/ /export functons. Ths nstalls the on-lne help fle. You usually nstall ths opton. You nstall ths when you nstall Pastel Evoluton. The system uses ths component to lnk to SQL Server / MSDE across the network. 15. Select the requred components and clck Next. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 13

14 16. The Program Shortcuts screen wll dsplay: You can also Regster the Educaton Mode where the applcaton wll be vald for a year and locked down to 5000 transactons. Ths for Tranng and Learnng purpose only, you cannot run a busness s fnancals usng ths mode. 17. Frst, you choose what type of shortcuts, f any, to create. Usually you wll create shortcuts both n the Startt Menu and on the desktop. For Wndows NT or hgher, you can create these shortcuts for every user on the workstaton, or only for the user under whch you are nstallng. 18. Clck Next. 19. The followng screen wll ask you f you are ready to nstall. Clck Next Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

15 20. The program wll start nstallng. 21. The followng message wll ndcate that you have successfully nstalled Evoluton. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 15

16 22. The Logn screen wll dsplay. You nstall MSDE on one computer only (only f Mcrosoft SQL Server or MSDE s not already nstalled). You nstall usng the SSA opton on at least one computer. You nstall usng the Workstaton opton on all other computers. From the pont of vew of ths manual, Mcrosoft SQL Server and MSDE are functonally equvalent. We wll use "Mcrosoft SQL Server" to refer to both products from now on. Once the nstall completes, t s advsable to Restart your computer to ensure all the nstallaton settngs were saved correctly. We wlll look at the processes to Locate, Edt and Remove databases from the Logn screen at a later stage. FOLDERS AND STRUCTURES OF EVOLUTION Before fnshng ths sesson on nstallaton, let us look at the folders and fle structure that Evoluton and Mcrosoft SQL Server uses: The Evoluton program and auxlary fles nstall nto the folder that you specfy when you nstall the product. By default ths s c:\program Fles\Evoluton. The data fles resde n the folder c:\program Fles\Mcrosoft SQL Server\MSSQL\Data. Each company database you create s a separate fle n the data folder. In addton, each fle has a separate log fle assocated wth t: The data fle has the name FILENAME.MDF, where FILENAME s the name you gve to the fle when you create the company. The log fle has the name FILENAME_LOG.LDF. The system also creates each common database you create along the same lnes. We wll look at common databases later Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

17 In the SQL server data fle, the system creates the followng databases for ts nternal use. You do not need to learn these fle names. They are for nformaton purposes only: Database Name Log Fle Name Use: MASTER.MDF TEMPDB.MDF MASTLOG.LDF TEMPLOG.LDF Ths fle records all system level nformaton for SQL Server Ths ncludes all other databases, logn accounts and system confguraton settngs. Ths fle stores all temporary tables and stored procedures created by users, as well as temporary worktables used by SQL tself. For example: Do not delete or rename any of these fles! You wll create problems, ncludng makng your company data naccessble. When upgradng from V5 to V6 your system wll prompt you to admnster the Payroll Splt. Refer to the Tranng Data Dsc for a detaled document on how to admnster ths process and what t does. C CREATE A COMMON DATABASE Follow the process on the next few pages to create a common data base n Evoluton. 1. Double clck on the Evoluton Shortcut on the Desktop. Alternatvely go to Start All Programs...Pastel Evoluton Pastel Evoluton. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 17

18 2. The Logn screen wll dsplay. The Logn screen s case senstve. If your password s Admn, you have to type n Admn (wth A as uppercase) and not admn (as lowercase), otherwse the system wll not recognse t and nform you that you have entered the ncorrect password. 3. Clck New. We wlll look at ths screen n more detal at a later stage. 4. The Create Database Wzard dsplays: 5. In the SQL Server Name lst box, choose the server name. If Mcrosoft SQL Server s runnng on ths computer, choose (local) from the drop-down box. [If more than one name dsplays here, the course nstructor wll tell you whch opton to select.] 18 1 Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

19 6. SQL Server access control can orgnate n Mcrosoft Wndows or n SQL Server tself. Your course nstructor wll tell you whch method to choose, as ths depends on the confguraton of the network on whch you are workng. If you do not have the necessary sklls n your organsaton, choose the opton to use Wndows NT authentcaton. Anyone who logs nto the network can access the program. However, they would stll need a logn name and password, whch you set up n the company, before they can access the company. 7. Enter the name of the new database n the New Database Name feld. Use letters, numbers and spaces, but no punctuaton or other characters. Enter the new database name Course Company. Your screen should dsplay as follows: 8. Clck Next. 9. The followng dalogue mght appear: 10. Clck Yes. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 19

20 11. The system wll then start creatng the common database. 12. Clck on Fnsh The system wll now dsplay the Regstraton Screen. You can ether regster the software now or work n Demo mode for 30 days Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

21 14. To regster your product later, go to the man menu bar and select Utltes Regstraton. Remember to regster wthn 30 days f you work n Demonstraton mode. system wll remnd you to regster closer to the date. The D REGISTRATION PROCESS Pastel Evoluton uses an annual lcensng model rather than an outrght purchase model. Annual lcensng s the latest trend n software dstrbuton, where users pay these annual fees to ensure that there packages are legt as well as regster t for another 12 month perod. The benefts are lsted below: You automatcally receve program updates and enhancements at no addtonal cost. You have a fxed annual cost rather than a very hgh ntal cost and rregular, hgh upgrade costs every couple of years. The fxed ncome model enables us to undertake sgnfcant development of products on a permanent bass. You receve free telephone and emal support. The qualty of support s very hghh because the support personnel can focus on one verson of the product. To control the lcense, a regstraton procedure determnes: The expry date of the lcense. Whch of the applcaton modules you have access to. The number of users who can smultaneously access the program. When you create a new company and do not regster at that tme, the system wll run n demonstraton mode. Demonstraton mode expres after 30 days, and gves you access to all applcaton modules and up to fve smultaneous users. Any data you enter whle workng n demonstraton mode s avalable to you after you regster. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 21

22 Once you regster and your lcense approaches expry, the program wll warn you to renew the lcense. The program prompts you 60, 30, 15, 7, 3, 2, and 1 day(s) pror to expry. The regstraton procedure uses the common database. If you create multple common databases, you may ncur addtonal regstraton costs. If you really need multple common databases, please dscuss ths wth the sales or regstraton staff n advance. Let us regster the software now: 1. Whenever you chose to create a common database and regster your product the followng Regstraton Wzard wll dsplay: 2. Clck Next and the Company Name screen wll dsplay: Enter your company name exactly as you provded t when you ordered the software. Ths s not the company database name, but the name n whch you are regsterng the software. If you change ths name, you nvaldate the regstraton. Ths name appears on each page of any report you prnt. For ths course, we wll not change any regstraton nformaton. Clck Next Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

23 3. The PIN Number and Regstraton Code screen dsplays: You need to contact Pastel on the telephone number that s dsplayed on the screen and supply the Pn Number generated to the consultant. You wll receve the regstraton code to enter nto the feld. If you cannot obtan the regstraton code at that stage, or want to use the demo frst, or f you are nstallng an evaluaton verson, leave the regstraton code feld blank and check the Actvate Demonstraton check box. 4. When you clck the Next button, the regstraton detals dsplay: Check whether the nformaton dsplayed s correct. They show the modules you can work n, the number of smultaneous users the system allows, and the expry date of the lcense. Clck Prnt to prnt these detals. Clck Save to save the detals nto a text fle, or clck Copy to copy the regstraton detals nto the clpboard, from where you can emal and save the detals. You must keep a copy of these n a safe place. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 23

24 The regstraton code s unque. If you make certan changes to your computer and attempt to re-regster, ths code may not work. If you move your database software to a new server or even re-nstall on the same network, you wll have to re-regster. 5. The followng dalogue wll dsplay ndcatng that you wll need to ext Evoluton and logn agan for the regstraton changes to reflect. 6. The followng screen wll dsplay. Complete the detals of the new company. For the purposes of ths course, use the followng nformaton. 7. Clck Next Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

25 8. The Logn Securty screen dsplays: The system contans two securty Normal Securty Logn Securty Logn Securty provdes enhanced securty that protects passwords and agent logn names. Wthout logn securty, you can stll use passwords. The reduced securty level wll allow agents to save password settngs on a workstaton. Ths n turn allows anyone to access the system from that workstaton wthout knowng the password. To enable logn securty: models. You can choose a securty model per company: Check the Enable Logn Securty box. In the Mnmum Password Length feld, choose the mnmum number of characters agents must enter when they create ther passwords. Secure passwords need at least four characters. The more characters you use, the more secure your password s. In the Password Archve Lmt, specfy how many older passwords the system should remember. Agents cannot use passwords that are n ths archve. Once the system reaches ths lmt, the oldest password n memory s erased. Ths s to prevent Agents usng the same password contnuously. Once you enable logn securty, you CANNOT dsable t. Other changes that occur when you enable logn securty are: Whenever you logn, you have to enter an agent name and a password. Wthout Logn Securty, you can save an agent name and/or a password on a workstaton, thereby allowng access to unauthorsed persons. The opton to show password characters when you change passwords does not dsplay. 9. Clck Next. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 25

26 10. The followng screen dsplays where you wll select the closng date of your current fnancal year. Your date representaton on the screen may be dfferent, due to the fact that the system uses the workstaton's date settngs. Choose Year 2 as the closng year, so that you can process openng balances or transactons to the prevous year. 11. Clck Next. 12. The General Ledger Account Structure screen dsplays. Select the structure whch wll sut your busness s needs and clck Next. On the next page we dscuss the two optons dsplayed n the screen Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

27 General Ledger Structure: Standard Segmented Elements: You can create two levels of accounts, man accounts and sub accounts. Sub accounts total nto the man account. You can produce fnancal reports at the man or sub account level. You can use ether or both of a branch code and a department code to gve you addtonal general ledger analyss. You attach these codes to general ledger accounts. Therefore, f you wsh to create an ncome statement for a branch, for example, you would duplcate the ncome statement accounts and then lnk them to the branch code. You can create up to fve separate segments. The frst segment s name s Account, whch you use for the account number. You name any addtonal segments you use. Once you set up the segment structure, you create elements n each segment. If, for example, you call a segment Department, you then create the ndvdual departments as records of that segment. You create general ledger accounts by concatenatng one or more segments. Some rules apply: o You have to use the frst segment n every general ledger account. o You can leave out as many segments at the end as you lke. Ths lets you elmnate unneeded segments. If, for example, you use the last segment for a department code, and you have some accounts that are non-departmental, you can leave the segment out. However, you cannot leave out a segment n the mddle. The system does not nclude sub accounts, departments, or branches n the structure. You can use segments to duplcate these elements n a far more flexble manner. You can convert from usng standard accounts to usng segmented accounts, but not vce versa. If you are unsure about whch general ledger structure to use, you can start wth the standard structure and convert nto the segmented structure n the future. We wll dscuss the Segmented GL n more detal later on n ths secton. 13. Clck Next. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 27

28 14. The Default Chart of Accounts screen dsplays. The system gves two optons to choose when dsplayng your chart of accounts, namely: 1. By descrpton: Character Chart of Accounts. 2. By number: Numerc Chart of Accounts. You choose whch one wll be benefcal to your busness. 15. For ths course, select the Numerc Chart of Accounts. 16. Clck on the drop down menu and select the company type that matches your busness or s most smlar to t. The lst contans the followng; The system shps wth a number of pre-set charts of accounts. You choose one on nstallaton, after whch you can modfy the chart of accounts. For ths course, select General and clck Next Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

29 17. The Separate GRV from Suppler Invoce screen dsplays. Tck ths opton f your busness wll use GRV s [Goods Receved Vouchers]. 18. Clck Next. 19. The next screen dsplays concernng the Payroll Tax Tables applcable to your country. 20. Select your country and clck Next. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 29

30 21. The Payroll: Closng Date for Current Tax Year screen dsplays. 22. Select the closng date applcable and clck Next for the Confrm New Database screen to dsplay: 23. Clck Next f t s correct Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

31 24. The system wll then generate the database fles. 25. The new company appears by name n the Company Databases area. If you are creatng the frst company, only that name appears. If you use multple companes, ther names appear here, and you can select the company n whch you wsh to work. The logn screen automatcally selects the new company. When creatng your company do not use specal characters [@.,! etc.], as t mght cause errors. 26. Clck Cancel for the purpose of ths course. Remember, each tme you create a common database you wll have to regster the product. Can you see why t s mportant to have your company detals fnalsed and avalable durng the nstallaton and regstraton processes? Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 31

32 ACTIVITY 1-1 The objectve of ths actvty s to successfully nstall and regster a company. Use the knowledge you have ganed thus far to perform the followng tasks usng the nformaton provded: 1. Install Evoluton. 2. Regster Evoluton n demonstraton mode. 3. Create a Common Database. Company Name: Mkes Photo Shop Start Date: 1 March 20XX End Date: 28 February 20XX Physcal Address: Shop 3, Vllage Shoppng Centre, New Road, Mayberry Park, 1450 PO Box: PO Box 1478, Mayberry Park, 1450 Emal Address: mkesphotos@gmal.co.za Tel and Fax No TAX Number Mke would lke to have a Numercal System, as well as be able to process GRV s n hs system. He decded to have the standard General Ledger system untl further notce. If you should requre assstance durng ths actvty refer to the detaled processes n the prevous pages or ask your facltator / coach to assst you Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

33 SEGMENTED GENERAL LEDGER STRUCTURE INTRODUCTION The segmented general ledger structure s radcally dfferent from the tradtonal ledger account setup: You can create up to fve separate segments. The frst segment's name s "Account", whch you use for the account number. You name any addtonal segments you use. Once you set up the segment structure, you create elements n each segment. If, for example, you call a segment "Department", you then create the ndvdual departments as records of that segment. You create general ledger accounts by concatenatng one or more segments. There are some rules about ths: You have to use the frst segment n every general ledger account. You can leave out as many segments at the end as you lke. Ths lets you elmnate unneeded segments. If, for example, you use the last segment for a department code, and you have some accounts that are non-departmental, you can leave the segment out. However, you cannot leavee out a segment n the mddle. The system does not nclude sub accounts, departments, or branches n the structure. You can use segments to duplcate these elements n a far more flexble manner. When you create a company, you choose between usng standard or segmented accounts. Durng the regstraton process, nstead of selectng the Standard structure you wll now select the Segmented structure. Clck Next to contnue to set up the dfferent segments. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 33

34 ACTIVITY 1-2 The objectve of ths actvty s to successfully set up a segmented GL. Because Mke s Photo Shop wll be the task company throughout ths course, we wll rather create a new company to practse settng up a segmented GL. Thus, use your magnaton and create a company of your choce and create the followng segments for t: Account Regon Branch Brand When you reach ths screen durng the set up, complete t wth the segments ntroduced. You completed screen wll look lke ths: 34 1 Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

35 REPORTING Pastel Evoluton by default sum the total from the lower segments up to the hgher segments. As an example, say your Accountng Fees account s 1000, your structure wll be as follows: Account Regon (R) Branch (B) Brand Account Value 1000 Regon A Branch A Brand A 2, Regon A Branch B Brand A 1, Regon B Branch A Brand A Regon B Branch B Brand A Regon A Branch A Brand B 3, Regon A Branch B Brand B 1, Should you then request to see all the values up to the Branch segment, you wll see the totals as follows: 1000-RA-BA = 5, RA-BB = 2, RB-BA = RB-BB = Should you select to see the values up to Regon, t wll be dsplayed as follows: 1000-RA = 7, RB = 1, In ths nstance the segment called Account s the prmary segment and cannot be deleted or deselected at any tme. SEGMENTED GL DEFAULTS It s mportant to set up your segmented general ledger s defaults before you start processng transactons. Let us work through the followng actvty. Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 35

36 ACTIVITY 1-3 The objectve of ths actvty s to set up the Segmented GL Defaults. 1. Go to the topc tree and select the General Ledger Module. Select Mantenance Defaults. 2. Clck on the Segment Setup tab, leave the other tabs at ther defaulted settngs. The followng screen dsplays: 3. Select your Segment Separator by choosng one of the vald characters that are dsplayed next to the feld. The most common symbol used s the backslash (/). 4. You wll notce that the Segment Label felds were automatcally updated from the nstallaton process. 5. The Segment Mask felds ndcate the amount of characters the account numbers must contan. Refer to the note on the screen for vald characters thatt you can use as segment masks. 6. An example wll be dsplayed next the mask felds you have selected. 7. The Force Input felds are where you tck the segments you want the system to force the users to capture data. Notce that Segment 0 s already tcked and cannot be un-tcked, ths s a default settng to ensure that the man felds are not deleted and account selecton s mperatve. In ths nstance the segment called Account s the prmary segment and cannot be deletedd or deselected at any tme. 8. The In Use felds ndcate f the felds are used by the system users Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel

37 SUMMARY In ths lesson we learnt how to nstall and regster Evoluton. Important ponts to remember are to: ensure that your Regonal Settngs are correct before nstallng Evoluton. have your company detals handy when nstallng. have your fnal General Ledger plan when nstallng. follow the correct procedure when creatng a common database.? FORMATIVE ASSESSMENT Indcate whether the followng statements are true or false: Statement True False 1 The mnmum hardware requrements for a Server wth less than 10 users are a Pentum IV. 2 The recommended screen resoluton for all applcatons s 1024 x 768. Answer the followng questons n the space provded: 3. Before nstallng Evoluton, the product requres a number of preparaton steps. Name them: 4. Explan the dfference between a Standard and Segmented General Ledger Structure: Pastel Evoluton Pastel Evoluton Practtoner Core Course Lesson 1 37

38 5. Explan the dfference between MSDE and MS SQL Server: [10 Marks] The soluton s avalable on the data dsc Lesson Evoluton Practtoner Core Course Pastel Evoluton Pastel