Creating a Company Database. Sage Evolution Standard

Below you will find brief information for software Evolution Standard. This user guide will help you to understand the basic functionality of the software which includes features like inventory management, sales and purchases, accounting, and contact management.

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• Creating a Company Database

Chapter 2 – System Manager

Creating a Company Database

You have completed the installation process and you are now ready to proceed. There are still a number of tasks to accomplish:

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You have to create one or more databases, or company datasets, to work on.

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Once you create the company database, you should register your product. Unregistered products will cease to work after 30 days and are limited to five simultaneous users.

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If you are using a single user version there is nothing else to do before you move onto the next phase.

If you are using a multi-user version, then you need to open the program on the rest of the workstations and link each workstation to the company database.

The remainder of this chapter deals with these issues. Note that you have to make some vital processing decisions when you create a company database, many of which you cannot reverse. Consult the help file for details about this.

To create a company database

Start your product by clicking or double clicking its icon on the desktop, or by selecting the program via the

Start menu:

We will look at the rest of this screen later. To create a new company database, click the New button.

Chapter 2 – System Manager

The first screen of the Create Database Wizard displays:

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In the SQL Server Name field, enter the server name. You can also choose the server from the drop-down.

4. Microsoft SQL Server allows you to control who has access to its database. This access control can come from Microsoft Windows or Microsoft SQL Server itself. Your computer administrator will make the choice of methods. If you do not have the necessary skills in your organisation, choose the option to use Windows NT authentication. Unless you put in explicit controls, this means that anyone who logs into the network can access the database.

If you use Windows’ authentication, Microsoft SQL Server logs you into the database using your

Windows user name and password automatically. If you use SQL Server authentication, you must supply a name and password when you start using the database server. This name and password must already exist.

Notes:

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If you use MSDE, then you must use Windows authentication.

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If you use SQL Server authentication, enter "sa" in the Login Name field and leave the password blank. This is a default SQL Server login and password.

Enter the name of the new database in the New Database Name field. Use letters, numbers and spaces, but no punctuation or other characters. Click the Next button once you are ready to proceed.

• Creating a Company Database

5. The Common Database screen displays:

Chapter 2 – System Manager

6. If there are no common databases on your computer, the text says "Create Common Database" instead of "Use Common Database".

7. The system stores some commonly used elements in a database that you can share amongst different companies. These elements include report writer data dictionary information, and custom stationery layouts. You usually share these elements between companies.

More importantly, the system stores registration information in the common database. You may need to purchase additional licenses if you use separate common databases. Therefore, unless you have a good reason no to, we strongly suggest that you always check the Create Common check box.

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8. If you create a new common database, the Create Common Database screen displays and creates the common database

Click the Finish button to complete the Create Common Database process. The system then returns to the company creation process.

9. The system then displays the Registration screen. We look at registration in detail in the next section.

You can read the instructions on the next page and register your system immediately, or you can click

Cancel on the Registration screen and register once the install completes.

10. The next screens ask for company and application related data:

» In the Name and Address screen, you enter company name, address, etc., information.

» In the Login Security screen, you choose a strict or relaxed security model.

» In the Closing Date screen, you choose the closing date for your financial year.

» In the General Ledger Account Structure screen, you choose whether you need a standard chart of accounts structure or a segmented chart of accounts. If you choose a standard structure, the

Default Chart of Accounts screen lets you choose a default set of general ledger accounts based on your industry. You also choose whether to have general ledger account numbers.

» In the Separate GRV from Supplier Invoice screen, you choose whether to have a separate document and process to receive stock prior to processing a supplier invoice.

Note that while you can change most of these options later, you cannot change all of them. Consult the on-line help for more details.

Once you complete these screens, confirm the creation of the database. The system then generates the database files.

Key features

Inventory management
Sales and purchases
Accounting
Contact management

Frequently asked questions

You can create a new company database using the System Manager. To do so, click on the "New Database" button and follow the on-screen instructions. The software will guide you through the process of creating a new database and setting up your company's information.

You can back up your database using the Database Management Console. To do so, click on the "Backup" button and select the database you want to back up. The software will then allow you to choose a location to save your backup file.

You can create a new customer by going to the "Customers" tab in the "Accounts Receivable" module. Click on the "New" button and fill in the customer's information. The software will then create a new customer record.

To process a sales order, go to the "Sales Orders" tab in the "Order Entry" module. Click on the "New" button and fill in the order details. The software will then create a new sales order.

User questions

Michael Y.

Is it possible to add new custom columns or User Defined Fields to document lines or transaction batches, such as Accounts Payable batches, in Sage Evolution Standard?

Adding new custom columns (User Defined Fields) to document lines or transaction batches, like Accounts Payable batches, is not a supported feature in Sage Evolution Standard. While existing grid columns can be customized for display (visibility, width, and sequence), entirely new custom columns cannot be added.

John N.

Is it possible to assign incidents to user groups?

Based on the provided document, you can assign agents to agent groups, which could be a way to manage incidents by grouping users. According to the manual, you use agent groups to group agents together by their function and set access control per group instead of per agent. This could streamline the process of managing incidents by assigning them to a group of users with similar roles or responsibilities. However, the document does not explicitly confirm assigning incidents directly to user groups, but managing access and permissions through agent groups is mentioned.