Evolution Online
User manual
Table of content
Introduction
Glossary
Web application
Evolution dashboard
Customers and Suppliers
GL Accounts
Projects
Foreign currency
Cashbook batches
Journal batches
Bank Statements
Approving and rejecting batches
Posting the batch
Warehouse transfer batches
Reports

Introduction

This user manual explains the Evolution Online module inside the Asamco platform.

Glossary

The status symbols are as follows:
= Evo Online module (This button takes you directly into the Evolution Online app)
= Approve (This button approves the submitted batch files)
= Validate (This button allows you to validate your transaction lines before submitting them)
= Batch properties (This button opens the batch properties)
= Back (This button takes you back to the previous screen)
= Save the batch (This button allows you save the batch as a draft, which you can submit at a later stage)
= Submit (This button allows you to submit the batch)
= Import from file (This button allows you to import any batch files as a template)

Web application

Sign into the Asamco portal using this link: https://asamco-portal.azurewebsites.net/#!/auth/login
You should see the login page displayed as shown below:
Fill in your username and password and you will now be logged into the portal. Note that as the portal is developed the appearance might change slightly.

After logging in please select the relevant organisation you want to work in. For this user manual we will be selecting the Asamco (demo) organisation.

Click on the Asamco (demo) organisation and you will be presented with the companies and the connected applications that are linked to each company.

After clicking on the Asamco B.V. company, you will be presented with an overview of all the connected applications linked to that company. The connected applications you can see here are managed by permissions that are assigned by the organisation's administrator.



To submit a new sales order please open the EPO application.

Evolution dashboard

The first screen you will see after logging in is the "Evolution dashboard".
You will find a list for quick access to customers, suppliers, GL accounts, foreign currency, and projects. Access to these is also available through the left menu tree.

Customers and Suppliers

Under the "Customers" and "Suppliers" tabs you can find a list of the according accounts. For each account the following actions are available, using the buttons on the right side:
View AR/AP transactions; Edit; and delete. New accounts can be added, using the "+" button in the upper right side of the pages.


When adding a new account various information is to be provided in the system. The new information entered is saved, using the "Save" button in the upper right corner.

GL Accounts

For GL accounts, solely the "View transactions" option is available through the online application. Further, the status of each account (Active/Inactive) is displayed in the list.

Projects

Under the "Projects" tab you can find a list of the according projects. The status of each project (Active/Inactive) is displayed in the list. Further, you can edit and/or remove projects, using the buttons on the right of each project. You can add new projects, using the "+" button. 

When adding a new project you will need to specify a code, project name and project description. The information can then be saved, using the "Save" button in the upper right corner. 

Foreign currency

Under the "Foreign currency" tab you can find a list of the existent currencies. You can edit and/or remove these, using the buttons on the right of each currency. You can add new currencies, using the "+" button. 

When adding a new currency you will need to specify a code, description, and currency symbol under "Currency". The information can then be saved, using the button in the upper right corner. 

Under "Exchange rate" the daily exchange rates are to be filled. A history of the exchange rates per day is also available in the tab. The information can then be saved, using the button in the upper right corner. 

Cashbook batches

Under the "Cashbook batches" tab you can find a list of the existent batches. These can be edited, using the "Edit" button on the right of each batch from the list.

In editing a cashbook batch, the reference number, bank account workflow, deposits and payment can be modified. New rows can be added, using the "+" button. When finalized, the changes can be saved and the batch can be validated and posted, using the according buttons in the upper right corner.

In the transaction lines fill in the applicable information by selecting the date, module between GL, AR, and AP.
Next select the relevant account in the drop-down menu, type in your reference and description, then fill in your deposit or payment amount and select the applicable tax type and tax amount. A project can also be selected using the drop-down menu, these projects can be prefilled in by your organizational administrator.

To validate your transactions click on the yellow validate button. You will then see the following success notification message indicating you can now save or submit this cashbook batch.

Upon submitting the cashbook batch you will need to select a workflow; these prefilled workflows will depend on what your organisations administrators have configured.

Once submitted you will then see the following message displayed indicating your cashbook has been submitted.

Journal batches

Under the "Journal batches" tab you can find a list of the existent batches. These can be edited, using the "Edit" button on the right of each batch from the list.

In editing a journal batch, the reference number, bank account workflow, deposits and payment can be modified. New rows can be added, using the "+" button. When finalized, the changes can be saved and the batch can be validated and posted, using the according buttons in the upper right corner.

In the transaction lines fill in the applicable information by selecting the date and your account.
Next select the relevant account in the drop-down menu, type in your reference and description, then fill in your amounts and select the applicable tax type and tax amount. A project can also be selected using the drop-down menu, these projects can be prefilled in by your organizational administrator.

To validate your transactions click on the yellow validate button. You will then see the following success notification message indicating you can now save or submit this journal batch.

Upon submitting the journal batch you will need to select a workflow; these prefilled workflows will depend on what your organisations administrators have configured.

Once submitted you will then see the following message displayed indicating your journal batch has been submitted.

Bank Statements

Under the "Bank statement" tab you can find bank import statements. To import your bank import statements click and drag your files to the highlighted box or click on the box and your file explorer will be opened from which you can upload your files.

Once your statement has been uploaded, select the bank account using the drop-down menu, then select your statement account.

Once you have selected the relevant transaction dates you can directly allocate, edit, split validate and post the lines using the buttons on the right of your screen as shown below.

You can post multiple lines all at once by using the checkbox on the left on the screen as shown below.


To change the bank import statement settings click on the batch button on the top right of the screen.
Next click the green save button to save your changes.

Approving and rejecting batches

Under the "Pending" tab you can find the CB and JB batches which are awaiting to be approved. To approve or reject a batch click on the edit button on the right of the screen as shown below.

Next click the yellow validate button to make sure there are no errors in your transaction lines, using the approve or reject buttons will allow you approve the batch and the reject button to reject the batch.

Once the batch has been approved your will see the following success notification message indicating your batch has been approved.

Posting the batch

Under the "journal batch to process" or "Cashbook batch to process" you can post the relevant batches.

To select the batch you would like to post click on the eye button and the following screen will be displayed.

Next click on the post button, you will then see the following success notification message displayed indicating that your batch has been posted to Sage.

Warehouse transfer batches

Under the "Batches" tab you can find an overview of the warehouse transfer batches.

Process the warehouse batch by click on the green arrow or edit the batch by clicking on the edit button. Processing can also be done when editing the batch, you will see three buttons on the top right of the screen as shown below from which you can save and process the batch.

After you have clicked on the process button you will see the following success notification message as shown below.

To view the warehouse transfer templates click on the "Templates" as shown below, you will then see the following screen displayed.

You can edit or delete a warehouse transfer template by clicking on the edit or delete buttons on the right of your screen.
Once you are happy with your changes click on the green save button you will then see the following success notification message displayed below.

Reports

Under the "Reports" tab you will find an overview of the available reports in Evolution depending on your organisations requirements these reports may differ.

Reports can be imported, added, or edited using the buttons on the right side of the screen as shown above.
To add a new report fill in the name, description, category, type and select an icon for your report if applicable. Click on the green save button to save this report.

You will then see the following success notification message displayed.

To download or view a report, click on the eye, or download button. Next select the filter parameters and your document will then be displayed or viewed depending on the report properties.


When downloading the report, you will see the following notification message displayed.




Wait until the report download completes, you will then see this message displayed.

Click on the download button and the file will automatically be downloaded to your computer.