Every release includes changes that may impact how you use Evosus in your business. Typically, these changes are relatively minor and can be covered in Release Notes. Sometimes, the changes are more significant and will not only impact processes, but may require additional setup and review for users. We want you to be properly prepared for this release and this document outlines key changes that you may need to prepare for prior to accepting the update.
Included below is the list of changes you need to be prepared for in Release v6.1. Each change includes a description, why it’s important and our suggestions for how to handle the change. Some of these changes require cleanup or setup in Evosus while others are just a “heads up” that a change is coming that could affect your processes. We recommend reviewing the full Evosus Release Notes for v6.1 prior to reading the Pre‐Release Requirements. Release Notes can be downloaded from the Evosus Support Center by going to the Product Road map page and clicking the Download Release Notes button at the bottom of the page.
Evosus Mobile Service Update
In v6.1, the back end data processing for Mobile Service has been upgraded to address intermittent syncing problems. This means you cannot use an old version of Evosus Mobile Service with the new version of Evosus Business Management Software.
Required Action: All Evosus Mobile Service users must do the following:
Step 1: The evening before the update, sync Evosus Mobile Service using the OLD version to ensure all data is current.
- Complete the following the morning after the update.'
Step 2: The tech should write down the login name, serial number and pin.
Step 3: Uninstall the Evosus Mobile Service app from the phone.
Step 4: Go to the Android Market and install the NEW app called “Evosus Mobile Service 2.0.”
Step 5: Enter the username, password, pin and serial number.
Step 6: Sync the phone.
The update to v6.1 may create posting transactions in your database for a variety of reasons, all of which are documented below. Also, some update conversions may not be necessary if the transactions are posted before receiving the update (such as Return Invoices mentioned below).
Suggested Action: Post all transactions to the general ledger the evening of the update. Go to Administration > Accounting > Initiate Posting Process. Post all Journals and transactions as of the current date.
Process Inventory Batches
The feature to “Save and Process Later” on Stock Transfers and Stock Adjustments is removed in the 6.1 release. All Open/Unprocessed batches will be deleted during the upgrade to v6.1.
Suggested Action: Every employee should go to Administration > Inventory > My Batches to review and post (process) or cancel their Open batches.
Post Return Invoices
In v6.1, Evosus will post Return Invoices differently since returned items will be sent to the Returns Pending queue for action. In the old version, Evosus would immediately return the item to inventory which means the Return Invoice would post an increase to the Inventory Asset account and COGS would be decreased. In the new version, items on Return Invoices are sent to the Returns Pending Queue for users to make a decision about what to do with the item (return to stock, throw in the trash, return to the vendor). This means quantity on hand is not changed and the inventory asset and COGS accounts will not be affected when you create the Return Invoice. Due to these changes, Evosus must remove quantity on hand for all items on unposted Return Invoices. All items on these Return Invoices will be moved to the Returns Pending Queue for further action. This means Evosus must also reverse‐post the original quantity adjustment made by the Return Invoice so that the general ledger matches the inventory valuation.
Suggested Action: You have two options for how to handle unposted Return Invoices:
Option 1 – Post everything the evening you are scheduled to receive the update. This will ensure that all Return Invoices are posted and nothing will need to be converted during the update. Posting before the update is already a suggested action for this release, but it is ultimately up to you.
Option 2 – Do not post and Evosus will convert unposted Return Invoices during the update. After receiving the update, the Inventory Manager should review the Returns Pending Queue (Administration>Inventory>Utilities>Process Pending Returned Items) and make decisions on all converted items.
Remove Negative Quantities
Evosus will adjust all negative quantity items to zero quantity on hand during the upgrade to v6.1. The conversion will create stock adjustments to remove any negative quantities that exist during the upgrade and these adjustments will create posting GL entries. Evosus will debit the appropriate Inventory Asset GL account and credit the GL account associated with the first Stock Adjustment Reason in your database.
Suggested Action: It is possible that some items have negative quantities due to a delay in recording purchase order receipts or receiving inter‐company purchase orders (ICPOs).
Evosus recommends the following:
Step 1: Receive all purchase order items that have been physically received, but not recorded in Evosus.
Step 2: Receive all ICPOs that have been physically received, but not recorded in Evosus.
Step 3: Complete any open Physical Counts.
Step 4: Process any open Inventory Batches.
Step 5: Create any manual stock transfers that have not been recorded in Evosus.
Step 6: After completing the above, go to Administration > Reports > Inventory > Items > Negative Quantity on Hand and review all remaining items with negative quantity on hand across all stock sites. You can choose to manually resolve the negative through Stock Adjustments OR you can let Evosus resolve the remaining negatives during the upgrade to v6.1.
Review Internal Processes Related to Non‐Stock Items
In v6.1, non‐stock items will post to the general ledger as assets. All non‐stock items received after the update will post to the inventory asset account when the item is received and the COGS expense will post when the item is delivered on a customer transaction. In the old version, the COGS expense for non‐stock items was posted when the item was received, in the new version, we do not want the expense to post a second time when the item is delivered on a customer transaction. During the upgrade process, Evosus will create $0.00 cost log records for all non‐stock items with a positive quantity on hand. This ensures the COGS expense does not post twice for non‐stock items received before the update.
Suggested Action: Review how your business currently uses non‐stock items and determine if a change in process is necessary due to how non‐stock items will post in v6.1.
If you use non‐stock items to sell custom or special order products, then you should discontinue use of those items and begin using Special Order Items (see Release Notes).
FIFO/LIFO Cost Log Adjustments
In the old version of Evosus, it was possible for FIFO/LIFO Cost Log records to get out of sync with quantity on hand. One common reason was the ability for the user to manually delete FIFO/LIFO records from the log. That feature has been removed in this release since there should never be a need for manual adjustments. In v6.1, Evosus must force the FIFO/LIFO log to match on hand quantities for each item. These adjustments will post to the general ledger.
- If quantity on hand is less than the FIFO/LIFO log, then Evosus will remove cost log records. For FIFO, records are removed oldest to newest. For LIFO, records are removed newest to oldest.
- If quantity on hand is more than the FIFO/LIFO log, then Evosus will create new FIFO/LIFO records at $0.00.
Suggested Action: There is no action for you to take. Evosus will make the necessary adjustments during the conversion.
Create an Intermediary Stock Site for Inter‐Company Purchase Orders (ICPOs)
In v6.1, ICPOs use an intermediary stock site to hold In‐Transit inventory instead of posting filled items to the same In‐Transit general ledger account. Ideally, you will select the vehicle that is transporting the inventory as the intermediary stock site. This will allow you to quickly identify not only how the inventory is being transferred, but the value of inventory on each vehicle.
- The use of an intermediary stock site on ICPOs changes how ICPOs will post to the general ledger. Below is an overview of the new ICPO posting.
|Filling ICPO||Intermediary Stock Site|
(Increases asset account)
|Supplying Stock Site|
(Decreases asset account)
|Receiving ICPO|| Requesting Stock Site|
(Increases asset account)
|Intermediary Stock Site|
(Decreases asset account)
During the upgrade, Evosus will set the Supplying stock site as the intermediary stock site; however, you must create new stock sites to use as the intermediary stock site moving forward.
Suggested Action: Decide how you want to handle intermediary stock sites on ICPOs in the new release. You have two options:
#1 Use the vehicle that is transporting the inventory (Evosus recommended).
#2 Use a single default Intermediary stock site that is used for all in‐transit inventory.
If you choose the first option to use the service vehicles and all your vehicles are already setup as stock sites, there is nothing left for you to do. If your intermediary stock sites are NOT setup, you must do the following:
#1 Go to Administration > Inventory > General Setup > Stock Sites.
#2 Click Add.
#3 Enter the Name of the stock site.
#4 Select the State.
#5 Select the Parent Store.
#6 Select a GL account. NOTE: It is recommended that each individual stock site has its own general ledger
account, but it is ultimately up to you.
#7 Click OK to save. If you are setting up a single intermediary stock site, then you are done. If you are
setting up stock sites for each vehicle, then repeat steps 2 – 7 until you are done.
Receive In‐Transit ICPOs
As mentioned above, ICPOs will now use an intermediary stock site to hold In‐Transit inventory instead of posting all Filled items to the same In‐Transit general ledger account. During the upgrade, two things will occur:
#1 Evosus will set the intermediary stock site to the Supplying Stock Site for all ICPOs that have been filled, but not yet received.
#2 Evosus will reverse post any ICPOs that have been filled, but not yet received as of the upgrade. You will see a debit to the Inventory asset account and a credit to the default Inventory‐in‐Transit account as defined in Accounting Defaults.
Suggested Action: Go to Administration>Inventory>Inter‐Company Purchase Orders>Receive Inter‐Company PO Items. Receive all ICPOs that have been physically received, but not recorded in Evosus. ICPOs that have been received will not need to be reverse posted during the upgrade. DO NOT do this if the items have not been physically received at the Requesting stock site.
Associate Item Receipts to Vendor Invoices & Record Cost Changes
In v6.1, cost changes made on Accounts Payable (AP) Invoices will post differently. If the item is still in stock and a cost change is recorded, Evosus will post the adjustment to the Inventory Asset account. If the item is not in stock and a cost change is recorded, Evosus will post the adjustment to the appropriate COGS account (as determined by the COGS account assigned to the item’s product line). Due to the posting changes, you will not be able to update cost on items on AP Invoices that were received before the upgrade. You will receive a message in the AP Invoice indicating the cost cannot be changed since the item was received before the upgrade.
Suggested Action: Review all the vendor invoices you have received that are not entered in Evosus. Enter them in Evosus and associate the open item receipts. You should perform the necessary cost changes on the invoice at this time since you will not be able to change cost on existing AP Invoices after you receive the update.
Review Inactive Stock Sites with Quantity on Hand
Additional rules have been implemented for inactivating stock sites. During the conversion, Evosus will reactivate any inactive stock site with quantity on hand.
Suggested Action: Check to see if you have any inactive stock sites by going to Administration > Inventory > General Setup > Stock Sites and select the Inactive radio button. Take a screenshot of the inactive stock sites and save it somewhere you will remember. Once you receive the update, check the Active list of stock sites to determine if any of your inactive stock sites were re‐activated. If so, you must change quantity on hand to zero for all items before the stock site can be inactivated.
- In the new version, Evosus will provide all a list of all issues that must be resolved before the stock site can be inactivated. To view this list, simply double click the stock site you need to inactivate and go to the In Use By tab. This will display all items with quantity on hand, orders assigned to this stock site, etc.
Review Inactive Vendors
Additional rules have been implemented for inactivating Vendors. During the conversion, Evosus will reactivate all vendors that match ANY of the following criteria:
- Open Invoices exist
- Open Debit Memos exist
- Open RGAs exist
- Open Inventory Receipts exist
- Vendor is associated to items with Quantity on Hand greater than 0
Suggested Action: Check to see if you have any inactive vendors by going to Administration>Accounting>Accounts Payable>Search Vendors. Check the box “Include Inactive Vendors” and click the button Show All. In the grid below, click the Active column header to sort the Active list. All inactive vendors will display “No” in the Active column. If you don’t see any, click the Active column header again to resort and ensure you aren’t missing any. If you see any No entries, then either write down the vendors or export the list to Excel if it is a long list of vendors. Save this list somewhere you will remember! Once you receive the update, check to see if any of the inactive vendors were reactivated. If so, you should do the following:Step 1: Open the Vendor’s Profile and locate any open transactions.
Step 2: Go to the Invoices menu filtered by Open. You shouldn’t see anything. If you do, you must clear out the invoice by paying it or voiding it.
Step 3: Go to the Debit Memos menu filtered by Open. You shouldn’t see anything. If you do, you must apply the credit to an open transaction or void it.
Step 4: Go to the RGAs menu filtered by Open. You shouldn’t see anything. If you do, you must apply receipts to the RGA or cancel the RGA.
Step 5: Go to the Item Receipts menu filtered by Open. You shouldn’t see anything. If you do, you must associate the receipts to a vendor invoice. If these are old receipts, then contact our support team to determine the best way to remove the receipts.
Step 6: Run the Quantity on Hand Report filtered by the vendor in question. You will need to remove/inactivate the vendor from each item’s profile>Vendor menu. Contact Support if you are unsure how to get this information.
Password Reset for Evosusadmin Username
Evosus will be resetting the password for the Evosusadmin username during the conversion to v6.1 and will be auto‐rotating the password every 90 days to comply with PADSS compliance rules. To ensure we can offer the highest level of Support possible, we have created a process that will send the current Evosusadmin password back to our corporate offices to be stored in a secure location. This process is can be turned on or off at your discretion using a System Parameter.
Suggested Action: If you do not want Evosus to know the password for the Evosusadmin username, go to Administration>System>Employees and update the password for the Evosusadmin employee. If you do not want the password to be submitted to Evosus corporate automatically, then go to Administration>System>Evosus Defaults>System Parameters and change the “Share EvosusAdmin credentials w/Evosus Support” parameter to NO.
The following topics are related to the update, but no action is necessary. It is for your information only.
Changes to Evosus Install Process
The Install_Evosus.exe now includes the .NET framework 4.0 to support new vendor integrations. This means the file size is considerably larger (about 95MB) and the unpackaged files could use as much as 2GB if the .NET Framework 4.0 needs to be installed. You should make sure you have proper disk space to support the file size on every computer where Evosus is installed.
- You may also see a couple minor screen changes when updating local installs of Evosus. Feel free to contact email@example.com with any questions while performing the update to local installs.
- Centralized software distribution can also be accomplished using the silent‐install option of the Evosus installer in combination with a solution for remote software execution. We do not support a specific implementation of remote software execution. A valid solution might involve the use of custom Powershell scripts. The command to execute our installer in silent‐mode is: Install_Evosus.exe /S
- We do not have sample Powershell scripts that we can provide.
New Windows Services & Service Host PC
In prior versions of Evosus, Windows Services have been used to manage the Evosus Browser and Evosus Mobile Service. In the new version, the daemon job, which controls several automated processes in Evosus such as running the valuation report snapshots, will also be controlled via a Windows Service. Previously, it was setup as a Scheduled Task. This scheduled task will be deleted during the upgrade when the new Windows Service is installed.
- All of these Services will now be installed on every machine where Evosus is installed; however, a System Parameter will control where the Services actually run. The System Parameter, called Evosus Service Host, will be the machine that runs the Services. By default, the System Parameter is set to the first machine where v6.1 is installed which is typically the terminal server or main server.
- This machine will also have a new icon in the System Tray which displays the running status of each service. You can quickly identify whether or not each service is running without going into the Windows Service screen.