Whether you are purchasing your first accounting system, or right sizing for the future.....
Evolution Accounting is designed to handle your current and future requirements !
It is a state of the art integrated accounting system written to run on any of the Microsoft
Windows platforms. Click on the Main Menu Options (below) to review the basic features of
each application module.....
Return to Home.... or .... Download a Demo
Our demo system for Evolution Accounting is under construction with the Project Management portion almost complete. The Evolution Accounting Demo System is written in HTML 4 and will run on any Internet Browser.
Evolution Accounting Demo System
Right click on the above link (Save Target As...) to download a zipped demo system to your computer. Use WinZip (www.winzip.com), or NetZip (www.netzip.com) to unzip the demo and then, from Windows Explorer, double click on the evademo.html file to run the demo system. We will be updating this demo system on a regular basis. If you're interested please don't hesitate to download a current version at any time.
The Project Management Module is designed to handle all of the Job, Contract, Change Request, Change Order, Subcontract, Query, and Worksheet setup and activity associated with a Project. The Project Management Module consists of the following options:
The Projects that a User may have access to may be defined in User Setup and in each Job by using the Job Select Tag. The Job Select Tag is hierarchical allowing you to grant access based on your organizational structure.
Job Costing ...
The Job Costing system consists of the following elements:
|
Element |
Defines |
ID Max.Size |
|
Job |
Name, Taxes, Cost Account, and Current Month |
8 |
|
Cost ID's |
Description of Work, Units, % Complete, and Insurance |
16 in 4 Named Segments |
|
Cost Types |
Labor, Matl, Equip, Subs, etc... |
5 |
Jobs and Contracts should always share the same Job ID to allow for proper reporting. Also, Job Cost ID's may be linked to Purchase Orders and Contract Pay Items for proper reporting. If you specify the Job Cost ID when adding the PO the link will be updated for you. At the Cost Type level, the hours, estimate, job-to-date cost, the last three months cost, and fiscal year cost are retained. Note that the last month updated is retained at the job level allowing accurate monthly and fiscal year cutoffs and reporting. Each Job may be assigned to a Lien Release report, defaulting to a standard format, Thus, you may have unique Lien Releases for each Job, if desired.
Contracts ...
Contracts may either be Fixed AIA, Unit Price, or Time & Material. Fixed AIA and Unit Price Contracts have multiple Pay Items that define each detailed billing item in the contract. Each Pay Item has it's own billing amount, retainage, quantity, and units. Time & Material Contracts have a Billing Group that defines the markups to be used. Time & Material Contracts use the actual Cost Detail records, from Job Costing , that have not been previously billed. Each Contract may be assigned to a report, defaulting to a standard format, Thus, you may have many unique Contract formats, if desired.
Change Requests ...
Change Requests allow all of the changes encountered on a Job to be logged and associated with their respective cost type, estimated cost, billing amount, Pay Item, Vendor, Purchase Order, Subcontract, and Job Cost ID. Each Change Request is tracked by status, allowing follow up on overdue requests. Multiple Change Requests may be assigned to a Change Order and when approved the Change Order, Job Cost, Contract Pay Item, Purchase Order, and Subcontract database tables are automatically updated.
Change Orders ...
Change Orders normally are initiated from Change Requests or may be entered separately. Change Orders may be associated with Job Cost Detail and with Contract Pay Items. Change Orders effect the estimated cost and hours for the job.
Subcontracts ...
Subcontracts may be either Fixed AIA or Unit Price and are used to control the billings of Subcontractors against Contract Pay Items. During Accounts Payable Invoice Entry, Subcontracts may be directly accessed and updated with the accepted billing automatically updated to the Invoice. Each Subcontract may be assigned to a report, defaulting to a standard format, Thus, you may have unique Subcontract formats, if desired.
Job Query ...
Job Query allows browsing through Jobs, Contracts, Job Cost ID's, and Contract Pay Items. If the links between Cost ID's and Contract Pay Items have been specified, then a Query with both revenue and cost is available.
Worksheets ...
Worksheets are an extremely powerful tool allowing you to build your own reports for Jobs and Contracts, in a spreadsheet format. Worksheet columns, that are assigned to Job or Contract data fields, may be automatically updated from the database when desired. Worksheet columns may also be defined by you and may contain Excel compatible formulas. A typical Worksheet report is a Work-in-Process report comparing contract and job data, calculating an analysis of the Job.
Even more powerful is the ability to extract data from a Job/Contract, E-Mail the Worksheet to someone in your organization to complete the data, and then update the returned Worksheet to the database after review. Typical uses for this type of Worksheet are Job Units in Place, and AIA Billing Quantity Worksheets.
Purchase Orders allow you to organize the purchasing process in your company to maintain a high degree of control over orders from vendors and subcontractors. Purchase Orders (PO's) may be either summary or detail format and may be associated with Projects, Inventory Items, or Work Orders. Each PO may be assigned to a unique report or default to a standard report format. Thus, you may have unique customized PO formats, as required. When adding PO's you may pattern one or more new PO's from existing PO's, making it easy to create repetitive PO's for new jobs, and then to customize them as necessary.
Once entered, PO's may be ISSUED to make them active in the system. During AP Invoice entry, active PO's may be reviewed and detail items or partial payment accepted for a PO, making it very easy to control billings. Work Order PO's allow the Work Order to be released for billing once all PO's for the Work Order have been updated through AP Entry.
The Accounts Payable Module is fully integrated with all other Evolution Accounting Modules and allows you to Enter/Edit bills to be paid (Vouchers), review/select Vouchers for Payment, and to pay Vouchers.
When you enter bills to be paid, each bill is assigned a unique identification called a Voucher ID. Vouchers may be directly created from Purchase Orders, Subcontracts, or may be manually entered. Once entered Vouchers may be edited and corrected as necessary. Retainage may be withheld from Vouchers and the Retainage is placed in a separate Voucher with a hold status. During entry you may flag Vouchers for immediate payment, after the entry session. Vouchers may be distributed to unlimited general ledger accounts, jobs, purchase orders, or inventory items. Sales taxes are checked against the rates specified for each job, where applicable, and discounts may optionally apply to Sales Taxes. Pay to names and addresses may be modified for each Voucher making co-payments easy.
Vouchers may be reviewed and selected for payment one at a time, by job, or by date. Discounts and dates may be modified as necessary. A Payment Selection Worksheet may be printed to review the selections prior to payment.
Payment runs allow for restart and re-printing of checks. When checks are printed for Jobs that have a Lien Waiver Report assigned, the Lien Waivers will be printed after the checks. After printing, the job, purchase order, vendor, inventory, and subcontract database tables will be updated as required.
The Payroll Module is fully integrated with the other Evolution Accounting Modules and provides for complete multi-State, multi-Benefit Plan, multi-Wage Rate payrolls. Employees may be Hourly or Salaried and may be Direct (charged to Jobs) or Indirect. Vacation, Sick Pay, or Personal time may be accrued and paid as required. During the entry of payroll transactions the Job/CostID, Equipment, and Work Order may be specified, as required. Additional Compensation may be used for employee reimbursement or for other non-routine types of compensation.
Remote Timesheet input is supported. A Timesheet Program is furnished, for use at remote job sites, for E-Mail input to the system. Submitted Timesheets are available for automatic entry after review.
Standard payroll reporting is furnished for all weekly, monthly, quarterly, and annual requirements, including electronic reporting.
The General Ledger System allows for flexible Account coding with a Base Account (16 digits max.) and up to four Breakdown levels with Browse capability. Account data is stored by period (month) with a Beginning Balance and a year end AJE Period. Account Maintenance allows you to create balances for a new year, transfer balances forward from year to year, purge older data, and to consolidate multiple companies.
The optional Fixed Asset Module allows you to define depreciable fixed assets, to maintain multiple Depreciation worksheets, post depreciation Journal Entries, and to establish links to Equipment Management.
General Ledger Detail History is retained by Fiscal Year for analysis by Account, Breakdown, Project, Contact, month, or batch. Groups of Journal Entries may be reversed when required.
Financial Reporting allows you to setup reports on a detail, summary or graphical basis. Report Groups may be created to run multiple reports or graphical charts when requested. Reports are automatically previewed allowing you to adjust formatting prior to printing.
The Equipment/Usage Option, of the Equipment Module, is a standard part of the Evolution Accounting System. This standard option allows you to maintain equipment records, to enter manual Equipment Usage Transactions, and to review the Equipment Usage. Normally Equipment Usage Transactions are automatically created by the Payroll, when Equipment is used on a Job, and in Accounts Receivable, when equipment is rented to others.
The optional Equipment Maintenance Option allows you to maintain Equipment Maintenance Tasks and to schedule these tasks based either on elapse time or mileage/hour readings. Maintenance Tasks may be added, deleted, or reviewed for changes. Maintenance parts, from Inventory or the Sales Catalog, may be specified for each task. A look ahead feature allows you to see the Maintenance Tasks that will be due for a specified look ahead period. Once finalized the Maintenance Tasks may be printed for distribution to the employees performing the work.
The Service Reporting Tab, of the Equipment Maintenance Option, allows you to quickly flag tasks as completed and to enter any notes into the service record. GL Journal Entries will be written for Inventory Items used in the task. Completed Equipment Tasks are saved and may be reviewed, printed, and purged when required.
The optional Equipment Query/Worksheet Option allows you to perform detailed Query and Analysis of Equipment Cost, Depreciation, and Usage. Equipment Costing is done by charging costs, entered in PR or AP, to a special Job ID called 'EQUIP', with the Cost ID being the Equipment ID. If you are using the Fixed Assets Module, the Equipment Depreciation will be available from the Fixed Asset Depreciation Schedule assigned to the Equipment. The Worksheet Tab will allow you to create, update, and save any desired analysis for all Equipment ID's, a Group of Equipment ID's, or individual pieces of Equipment. Equipment Worksheets are full functioning Excel compatible spreadsheets that allow the data to be refreshed from the Equipment records, when desired. Typical uses of Equipment Worksheets are for Federal and State Road Use Tax Calculations, Buy/Sell Analysis, and Equipment Overhead Allocation to Jobs.
The Inventory Module allows you to maintain all the records for physical Inventory Items and to enter Transactions for these Items. Inventory detail is retained by purchase lot allowing LIFO, FIFO, or average costing. The manufacturer and Lot ID may also by recorded for each purchase lot allowing warranty tracking, if necessary. Inventory Item Groups may be used to group related items as required for reporting or review. Locations for Items may be either at the Item level or the purchase lot level allowing for tracking an item stored at multiple locations. Items may be grouped together as Assemblies, which is a special Inventory Item that is a collection of other Items. Physical Inventory readings and Tag Numbers may be stored for each Inventory Item allowing for physical inventory adjustments, when necessary.
The Inventory Items tab allows you to quickly review and update the Item data in logical groups. The Item Detail Tab allows you to view all of the item data at one time. The Item Assembly Tab allows you to specify the components for an Assembly. The Item History Tab allows you to review the receipts, usage, and adjustments for any Inventory Item. The Transactions Tab is used for entering Inventory Transactions which may be: Transfer to Jobs; Return from Jobs; Job to Job; Building Assemblies; Parting Out Assemblies; and Inventory Adjustments.
The Inventory Module is completely integrated with the PO, AP, and AR Modules allowing automatic update of inventory as required.
The Accounts Receivable Module is a complete billing, payment processing, and income tracking system. It is fully integrated with the Project Management Contracts and Work Order Modules, updating these Modules as billings and payments are recorded. The AR Customer Menu Option allows you to maintain and review customer information, terms, discounts, and the status of all billings. The AR Sales Taxes Menu Option allows you to maintain a table of current Sales Tax Rates for state and local sales taxes. The AR Periodic Setup Menu Option allows you to maintain a table of Periodic Billing Items that may be automatically billed to customers at various frequencies. The AR Billings Menu Option allows you to perform Customer Billings, Contract Billings, Periodic Billings, Work Order Billings, and Statement printing as required. The AR Payments Menu Option allows you to record payments for Billings, on-account payments, or non AR payments changed to GL Accounts, updating all related records and printing a Deposit Worksheet. The AR Query Menu Option allows you to review all issued invoices, reprint invoices, void invoices, and to purge paid invoices from the system.
The Service Management Module allows you to maintain Work Order data for billing Customers on small non-contract jobs. The Billing Group Menu Option allows you to review and update Billing Groups that describe the markup rates for like customers. The Work Order Menu Option allows you to review and update Work Order data.
Billing Groups provide the markups to be used for all payroll, material, equipment, and PO transactions processed for Work Orders and Time and Material Contract Billings. Labor Markups may be treated as a percent or a flat rate, by Craft, for all straight time and overtime hours. Material and Equipment are always a percentage markup. PO Markups percentages may be graduated based on the amount of the PO, with up to four levels allowed.
Each Work order is assigned to a Customer and a Billing Group. A Work Order may have many PO's associated with it. The Work Order PO links allow Accounts Payable to update the cost of PO Items to the Work Order, as each AP Invoice is processed. The Payroll Module also directly updates Work Orders as payroll time is changed to a Work Order. Material and Equipment may be directly updated to the Work Order as required. When you have determined that all costs are complete for the Work Order the Status may be changed to billable, which will make the Work Order available to AR Billings. PO's may be given a Status of Pending when the price of the PO Item(s) are not known. In this special case the Work Order Status will be automatically updated when the PO clears through AP Entry. In any case you may manually make or adjust Work Order payroll, PO, material, and equipment detail as required.
A Service Dispatch Module is currently being designed for Service Management. The Service Dispatch Module will include Service Equipment/Employee Scheduling and automatic preparation of Payroll Timesheets from the Service Dispatch records. If you have some specific requirements that you would like to see in the new Service Dispatch Module, please send your requirements to the EVASUPPORT mail address.
The Report Manager is the systems interface to the Crystal Report Writer. All Reports, within the Report Manager, are organized by application and then by Report ID. The Application and Report ID identify a unique report located on your system. All Crystal Report files are normally stored in the REPORTS folder, under the system folder. Evolution Accounting comes with hundreds of Crystal Reports predefined. Whenever an enhancement is made to one of our reports, we distribute the updated reports with the next regular Evolution Accounting Maintenance update. If you wish to customize one of our distributed reports, you should copy it to a unique name prior to making changes. If you do not, then our next update to the report will overlay your custom changes.
Report Groups are defined in the Report Manager as a collection of Report ID's that are to be run together. Most of the Report Groups are run from the Evolution Applications as normal processing is done. For example, the PRENTRY Group is run after the end of each payroll entry session. Using the Report Manager you may modify the reports contained in a Report Group to suit your needs. You may remove some of our reports and insert your own, as required.
The Report Manager does many behind the scenes changes to allow reports to be used for multiple companies. If it did not do this, you would need to have a separate report for each company. When you develop a new report, you should ALWAYS use the SAMPLE Company to develop and test your report. The Report Manager looks for the SAMPLE Company to convert the report references to the current company selected. The other primary function of the Report Manager is to process the Parameters required to run a report. System Parameters, such as the current date, are filled in automatically. Other report specific Parameters, if any, are prompted for in a common dialog box for entry of the dates, etc. required to properly run the report.
The Document Manager allows you to create, edit, print, and mail-merge Spreadsheets and Word Processing Documents, within the Evolution Accounting System. Documents are stored in the database, along with their notes, follow-up dates, and descriptions allowing them to be reported on, similar to any other application. Documents are organized by Application (i.e. PM for Project Management) and by a Document Class, named by you.
For each document, you may specify the Type (Spreadsheet or Word Processing), whether the Document is a Template (used for adding new Documents), the Contact, Project, Follow Up Dates, and Notes. The Follow Up Dates may be named, within Document Class, and each Follow Up Date may have a Date Due and Date Done, for each document. The Notes are handy for keeping track of any problems or exceptions for the document. As you can see, the Document Manager is complete document control system.
The System Tools, included on the File and Tools Menus, allow you to perform maintenance functions, to import data into the system, and to export data from the system.