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 Fixed Assets

Do you have assets within you business that aren’t being tracked, or, aren’t even listed on an official asset register?  Take the hassle out of Fixed Asset tracking with the Sage Evolution Fixed Assets module.

If, like many out there you don’t have an official register, or, your Fixed Assets register is run on an excel spreadsheet, you understand the frustration of having to maintain a large spreadsheet. The formulas required to calculate depreciation are sometimes not copied to all the relevant cells. Perhaps assets aren’t added correctly. Or their depreciation method has been recorded incorrectly. These issues often only become apparent when the auditors arrive by which time the journals have already been posted in your accounting package. Invariably adjustment journals have to be processed and so the headache continues.

This module can be purchased as a standalone, if you don’t have Sage Evolution as your primary Accounting system. Alternatively, if you do already use Sage Evolution, then the Fixed Asset module is easily and seamlessly incorporated into your existing Sage Evolution Package.

As a standalone package, Sage Evolution Fixed Assets can be integrated into Sage Pastel Partner. The depreciation journal that is generated can be checked prior to posting.

  • Key Features and Benefits

    • Track each asset’s value
    • Record sales, disposal or loss of assets
    • Revaluation of current assets
    • Depreciate assets value correctly
    • Maintain an accurate fixed assets register
    • Integration with your financials
  • Stand-Alone or Integrated

    One of the main reasons for a fixed assets package is to derive values from fixed asset activities and post these values into your General Ledger.  You can accomplish this in three ways:

    1. Directly into Sage Evolution
    2. Directly into Pastel Partner
    3. Manually/Stand-alone
  • Grouping Assets

    Keeping physical track of assets is a tedious process.  Some assets are identical such as chairs and desks.  some are unique (vehicles), and others look similar but are different inside (computers).  Computers are an example of assets that are complex to manage.  They change constantly – you add memory, replace a hard drive and so on.  Keeping track of these changes manually or on a spreadsheet is tedious at best, impossible at worst.  Sage Evolution Fixed Assets allows you to group and link assets in logical ways so that your asset records mirror your physical assets as closely as possible.  You have the following capabilities:

    • Multiple Units
    • Master and Sub-Assets
    • Asset Type
    • Cost Centre, Department, Location

information source:

Adding a new Asset in Sage Evolution Fixed Assets

Sage Evolution Fixed Assets

Click this link to go to our Sage Evolution Product Page

Should you have any questions, please leave a comment below and I will get back to you.

Until next time,


Increase size of User Defined Fields

UDF (User Defined Fields) are fields you need to create to hold data or information not available in Sage. Example would be a hairdresser wanting to on customer account, holding information of their preferred hair styles. This feature in Sage Evolution makes customizing data to suit business needs more flexible. Th feature itself is also available to transactions. This is available to both transaction lines and headers.

Setup User Defined Fields

When creating an UDF and making it a String (Free hand text field),  you are actually limited to 250 characters. Depending on requirement you need more space. in many instances you have to type information in that just won’t fit into 250 characters. in this set of 250, user defined fields count spaces, comma’s, full stops, apostrophe’s etc. as characters. by having the flexibility to now increase the user defined fields with more characters will allow you to accommodate these needs.

Did you know that the maximum number of characters allowed in a UDF of type String, is actually 1024?

  1. Open the new UDF field setup screen (via Administration | System Configuration | User Defined Fields)
  2. Capture all the required fields. Data Type must be = String
  3. On the Field Size, enter your required value, not exceeding 1024 and Enter on the keyboard (DON’T TAB)


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.


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

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


Sage Evolution Shortcut Keystrokes

There is nothing more satisfying than finding a quicker, more efficient way of doing something.  It’s little things like simplifying daily tasks that go a long way in making working life more enjoyable.  To make your processing easier, here are some Sage Evolution shortcut keystrokes that will radically improve your productivity.

General system Evolution shortcut keystrokes:

<F1> – This key will launch the built in Sage Evolution Help Function, you can press this key anywhere in the Sage Evolution system and receive help information on the screen you have open.

<F5> – This key will refresh the current node that you have open in Sage Evolution.

<Ctrl> + <F5> – These keys will refresh the System Tree within Sage Evolution.

<F7> – This key will open the NOTES function in the module in which you have open.

<Alt> + <X> – These keys Exit Sage Evolution and close the program.

<Ctrl> + <Shift> + <E> – By pushing this combination on the log in screen you will be able to see the version of database you have and the version of the Sage Evolution software you have installed. The version of the database and software should be the same version in order for you to log into the company.

Journal and cashbook batch Evolution shortcut keystrokes:

<Ctrl> + <L> – These keys validates your batch. You should always validate your batch before processing.

<F9> – This key allows you to process your batch.

<Ctrl> + <P> – These keys Print your batch for you.

<Shift> + <Ctrl> + <Del> – These keys clear your batch of all the lines in your batch.

<Ctrl> + <N> – These keys adds a new line to your batch.

<Ctrl> + <Del> – These keys Delete a line.

<Alt> + <S> – These keys Split the line you are currently on.

Processing Evolution shortcut keystrokes:

 <Alt> + <N> – Add a line note to the line you are on

<Alt> + <Ins> – Insert a new line into the transaction

<Shift> + <Ctrl> + <C> – Use this combination to Copy a line

<Shift> + <Ctrl> + <X> – Use this combination to Cut a line

<Shift> + <Ctrl> + <V> – Use this combination to Paste a line

<Ctrl> + <F5> – Toggle between Inclusive/Exclusive VAT

<Ctrl> + <B> – Explode the BOM item to show all components

<F8> – Show the unit of measures for the line items

<Alt> + <S> – This combination will show all the serial numbers for this item.

<Shift> + <Ctrl> + <M> – This combination will confirm the maximum amount of qty for each line in the transaction.

These shortcuts makes processing and navigating through Sage Evolution much quicker, therefore making Sage Evolution even more user friendly. I hope these shortcuts will help you save time during the busier months so you can focus on running your business or department.

If you know of any other Sage Evolution shortcut keystrokes that are not mentioned here, add them in a comment below.