Advanced Forms Designer

Advanced Forms Designer

So the other day i was sitting and was asked, “I have multiple bank accounts and don’t want multiple layouts for my Invoices. How can you sort this out?” I immediately went into my work draw, slipped on my Superman….slippers…and got cracking. It was during the PJ Masks movie, with my kids, that it struck me with a fist pump how to do it, and I am about to Save the Day with you…

So step one was to create some user defined fields for the document. In this drop down version of user defined fields, I created the list of banks that was needed.

Advanced Forms Designer Bank UDF

Opening up the forms designer now, i went and inserted the fields where i needed them. now bearing in mind only one of the banks will print, i overlapped these on the actual layout.

Advanced Forms Designer Layout

I then used some coding, sorry I said Advanced Forms designer, not Advanced Advanced. But now comes the true test, i opened an Invoice and tested. First using the option of FNB as my bank. When the document printed this is the result (have included a snip of bank chosen too).

Advanced Forms Designer FNB

But the question now, will it work on Standard bank so here goes…

Advanced Forms Designer Standard Bank


Now you think what would happen if you added say Nedbank. Call me and I will do it for you.

Sage Evolution Costing: Understanding the different options

So you run Sage Evolution and  realize that a stock item has 3 different costing methods:

– Weighted Average

– Latest Cost

– Manual Cost

Do you understand how this works? Well I hope this will clear the air a bit

  1. Item costed using Weighted Average


Item starts with 0.00 cost on it. You then GRV 100 units in at 0.10c p/unit,


Item as seen above will now be costed at 0.10c p/unit. you now receive on same unit 50 units of an item at 8.50 p/unit, system will now average the cost out as shown below to 2.90 p/unit


If you now sell some of these units, the system moves the stock out of your system at this new average cost of 2.90 p/unit, so lets assume you sell 10 units at 35.00 p/unit (excl.), the following happens on your general ledger;


So using this way of costing will always average the cost of item and when selling, move it out your system at this average cost method.

2. Item costed using Latest Cost

Again, the item starts off with a 0.00 cost p/unit.  You then GRV 100 units in at 0.10c p/unit. Item cost will now be 0.10cp/unit.


You then GRV in 50 units at 8.50 p/unit, system will do following to costing;


As the items that costed 0.10c p/unit is now costed at 8.50 p/unit Sage Evolution needs to account for this of course, so at the time of bringing the 50 units, Sage Evolution takes the 100 units previously GRV in and calculates at this stage a 8.40 p/unit difference and does the following on your General Ledger


You now sell 15 units at 0.50c p/unit


In this case Income was 7.50 but costs now 127.50 making a GP of –R120.00

3. Item costed using Manual Costing

Again, item starts off with 0.00 cost. To adjust the cost of an item using manual cost, an adjustment needs to be run. As below, here you adjust cost to 5.00 p/unit


You now receive 100 units of an item at 0.10c p/unit, note the cost below;


Then you buy 50 units at 8.50 p/unit, you will note cost does not change;


You now sell 20 units at 0.50c p/unit the following happens on general ledger;


Using this method, you will notice that unless you do a cost adjustment the item will remain at given cost, irrespective of GRV costs.

So now that you understand the 3 different methods, here is hoping you implement the strategy and methods internally with better ease and understanding.


Sage Evolution ERP: Manufacturing in a Job Costing Environment

Do you have the Job Costing module or want to start manufacturing? Or, do you have a manufacturing company but can’t quite seem to get the normal Manufacturing module to work for you? Then you’ll be happy to know that the Sage Evolution Job Costing module can process manufacturing for you as well as whole lot more. Here’s a look at a few of the Evolution ERP Job Costing Module’s functions:

1. Templates

The first feature in the module is of course the templates, you can indeed create your “recipe” using the template feature of job costing. These can be edited at any point and when used, can be changed to accommodate the environment of the process.

Sage Evolution ERP: Manufacturing in a Job Costing Environment Templates

2. Workers

In Job Costing you can create your staff/labourers as Workers and assign them to the job. With this feature, you can add a cost to them and a billable rate. In doing so, you can factor some margin into the time.

Workers Sage Pastel Evolution ERP Manufacturing Job Costing Workers

3. Accounts Payable

On a job, you can also assign a supplier, thus allowing for those sub contracting components. This eliminates the need for unnecessary service stock codes. Also, when a supplier is used, it will automatically post a journal to the supplier so no need for PO’s or any other unnecessary processing.

Job AP Sage Pastel Evolution ERP Manufacturing Job Costing

4. Job Card processing

a) In job costing processing, the first thing I want to demonstrate is that you can easily load your templates in the actual process, thus saving you that extra time.


b) When on a Job Card, you may want to see what your profits are based on revenue and costs. You would have noticed that you had a tab on job cards for Inventory, Payables and General Ledger. This feature will show you per module and “All” will put all together inclusive of workers, giving you an overall result. One thing to bear in mind here is if for example, Accounts Payable is showing a loss that doesn’t mean overall you have a loss. It simply means that, that module is a loss because costs exceed revenue, but under “All” you may still have a profit. This profit is of course less than the loss so as you decrease your losses, so too will you increase your profits at a later stage.

Job Module Forcast Sage Evolution ERP: Manufacturing in a Job Costing Environment

5. Manufacturing

Once you have added all components of the process on a job card, you need to ensure the job and lines status is set to Active and then save the job card.

Where you see your List of Job Cards you will get an Option Make Inventory Item.

Once you select this, this will allow you to change your Job Card and all components into a finished product.

Notification Sage Pastel Evolution ERP Manufacturing Job Costing Job Complete


In the Item you choose, the costs from your forecast become the cost of this item, and the revenue becomes the selling price. If you manufacture, say, 20 units, this module will divide costs by 20 to calculate Cost per unit and divide revenue by 20 to calculate Selling per unit.

This module really is powerful in assisting you with manufacturing so call me today if you require a demo or any further details of the module.


Protected View on Reports Exported to MS Excel

Are you struggling with editing documents exported from Sage Evolution to MS Excel because they are in ‘protected mode’? By default, documents that fail validation in MS Office 2010 will open in ‘protected mode’. This means one cannot edit and work on these documents while they’re in a Protected View display.

This can be extremely frustrating when exporting reports or grids from Sage Evolution to MS Excel documents.

Sage Evolution, Protected View, MS Excel

So, how does one get rid of the Protected View on reports or grids exported from Sage Evolution?

Procedure to remove Protected View on Reports Exported to MS Excel:

1. Close Sage Evolution on the local PC

2. Open MS Excel

3. Click File | Options | Trust Center

4. Click Trust Center Settings | File Block Settings

The option ‘Open selected file types in Protected View’ will be selected by default

How to Edit or Remove Protected View on Sage Evolution Reports Exported to MS Excel Post 2

5. Select the ‘Open selected file types in protected view and allow editing’ option

How to Edit or Remove Protected View on Sage Evolution Reports Exported to MS Excel Post 3

6. Remain on the File Block Settings and uncheck all options as displayed in the below screenshot

How to Edit or Remove Protected View on Sage Evolution Reports Exported to MS Excel Post4

7. Click OK

8. Close and reopen MS Excel

I hope the above helps users who might be a bit annoyed by the Protected View!

Should you have any queries please comment below.

Violet Van Niekerk

New Shortcut to customise your Sage Evolution ERP Software

So you’re sitting at your desk and begin to realize that the dreaded right click and print or right click and source processes are taking longer than the queue at BP before a petrol price hike.

You’d like to get back to more worthwhile tasks like arranging your mini superhero collection across your desk (Just like Sheldon Cooper would like).

Fortunately, there is a way to create your very own menu bar on screen! Here’s how:

Shortcut Setup

Let us create a shortcut on the inventory enquiry screen as an example

In the Inventory enquiry screen, you have menu bar as below:

Sage Evolution ERP Menu 1

Right click on it and select customize. In this screen select New and give your menu any name you like When you click OK, it will be listed.

Select the commands TAB, here you can choose what command you are looking for by selecting the necessary category. The relevant commands will display on the left:


You will now notice the menu bar has an added row, this added row is your customized menu bar.


You can now select your desired Command and drag and drop it into your newly created menu bar.

On the Options Tab you can personalize the menu with settings before closing.

Hopefully this helps you get back to what’s important!

Mini desk superhero collection, accounting

Evolution Incorrect Syntax Error

The below Evolution Incorrect Syntax Error is common since windows 8.1. With new updates and features, Windows regional settings changes and does not default as needed. This article will hopefully assist in fixing that problem.

In this scenario, the user had been using Windows 8.1 for couple of months already and randomly one day got this error, so not to say this will happen on initial install or update.

Evolution Incorrect Syntax Error

Have you received the dreaded Evolution Incorrect Syntax Error in your software?

The error message: “TPOSEngineDeposit: Errorposting_etblinvoiceDeposits transaction! Incorrect syntax near” can occur in different Sage Evolution processing environments. It can occur during Retail PoS, Cashbooks and, at times, even Journal transactions.

Recently, a Sage Evolution client had a scenario where there were three databases, on one PC. This Evolution Incorrect Syntax Error only happened on one of the three databases.

Fortunately, there is a simple solution to this software error.

Reason for Evolution Incorrect Syntax Error

This is caused by the system region being incorrect in the accounting software settings and therefore needing to be changed.

To do this, follow the steps below:

  • Control Panel | Region and Language
  • Change to English (United States) and then select Additional Settings
  • On the Currency tab, select R as the symbol (Local country currency symbol)
  • On the Date tab, enter an appropriate South African (local country) short date format: e.g. dd/mm/yyyy
  • Select OK
  • Open your Evolution company and test. The initial problem should be resolved

Evolution Incorrect Syntax Error Evolution Incorrect Syntax Error Evolution Incorrect Syntax Error


If you have any questions, feel free to comment below.

Sage Evolution Financial Year End

Sage Evolution ERP is continually being updated to ensure more user friendly features are made available. Such as Financial Year End. Version 7 contains updates inspired by suggestions from existing users as well as updates in security and functionality.

The latest new feature is that Sage Evolution version 7 caters for unlimited financial periods so running a first year purge is no longer a requirement after five financial years.

Setup of Financial Year End

Financial Year End

Click Image To View


Prior to version 7, Sage Evolution retained transaction history for five financial years and a first year purge had to be performed to create the new financial year. Doesn’t the above seem better already?

In Sage Evolution version 7 however, financial years can be added to allow processing without running a purge after 5 years.

On Accounting Periods under Company Details there’s now an option to ‘Add Financial Year’. Once this Option to ‘Add Financial Year’ is selected, a new financial year will be added incrementing the periods from the last financial year.

Should you have any queries please comment below.  I will be happy to do upgrades and training if required. Why not consider an Upgrade now too.

Violet Van Niekerk