A Guide to the Evergreen Trading System

Financial Setup

Steps to create a new financial year

1. Open the Financial Year List: Application Menu - Organization Setup - Finanical Year - Financial Year List
   
   Note: In some system, it is located at Application Menu - Financial Setup - Finanical Year.
2. Click the Create button at the bottom of the page to open the Financial Year screen.
3. Choose a unique code for the financial year such as FY 2011
4. Set Start Date and End Date.
Set financial period as of monthly, quarterly or yearly (means one period for the whole year).
5. For each financial period, choose a unique code such P01 or Jan. Set Start Date and End Date for the period.
6. Period should be set in sequence. The Start Date of the first period should match Start Date of the year, while the End Date of the last period should match End Date of the year.
7. Click Save.

Steps to modify an existing finanical year

1. Open the Financial Year List: Application Menu - Organization Setup - Finanical Year - Financial Year List
2. Locate the year you want to modify and click the Edit link at the right side to open the Finanical Year screen.
3. Make your modification and click Save to save the changes.
   
   Caution:Normally once created, the finaincal year setting should be changed. Improper setting of finanical year may cause malfunction of financial posting.

Steps to view account category

1. Open the Account Category List: Application Menu - Financial Setup - Account Setup - Account Category - Account Category List
2. Click View next to the record to open the Account Category screen.
   
   Caution: Account category is system defined master and it should NOT be created,modified or deleted.

Steps to create new account type

1. Open the Account Type List: Application Menu - Financial Setup - Account Setup - Account Type - Account Type List
2. Click the Create at the bottom of the page to open the Account Type screen.
3. Fill in account code (mandatory, must be unique), description, and account category..
4. Set report sequence in four digits (e.g, 1200).
   
   Report sequence can be used to customized the display sequence of account when generating financial report such as trial blance.
   Note: for some systems, financial reports need to be customized in order to support report sequence.
5. Click Save

Steps to modify account type

1. Open the Account Type List: Application Menu - Financial Setup - Account Setup - Account Type - Account Type List
2. Locate the record you want to modify and click the Edit link at the right side to open the Account Type screen.
3. Make necessary changes and click Save.

Steps to create new account

1. Open the Account Type List: Application Menu - Financial Setup - Account Setup - Chart of Account - Chart of Account List
2. Click Create at the bottom of the page to open the Account screen.
3. Fill in account code (must be uique) and description.
   By default, all the financial reports will list chart of accounts by sorting in ascending order based on account code. It is strongly recommended to set account code in a systematic way so that the chart of accounts can be presented nicely.
4. Select Account Type Code.
5. Select Subsidiary Ledger Type.
6. Select Account Updating from drop down list.
   Debit for Increasing, Credit for Descreasing: select this value for asset or expense type of accounts.
   Debit for Descreasing, Credit for Increasing: select this value for liability or revenue type of accounts.
7. Select Taxable to Yes.
8. Select Enable Section Contorl to Yes or No.
9. Select Using Base Currency Always to Yes.
10. Select Enable Control Account to No.
11. Select Financial Year Enabled to Yes.
12. Select Financial Period Enabled to Yes.
13. Select Disabled to No.
14. Click Save.

Steps to modify account

1. Open the Account Type List: Application Menu - Financial Setup - Account Setup - Chart of Account - Chart of Account List
2. Locate the record you want to modify and click Edit at the right side to open the Account screen.
3. Make necessary changes and click Save.

Steps to delete account

1. Open the Account Type List: Application Menu - Financial Setup - Account Setup - Chart of Account - Chart of Account List
2. Locate the record you want to delete and click Delete next to it.
   
   Caution: If the account has been referenced/posted, it should be not deleted. Use Modify - Disable is recommended.

Steps to enable subsidiary ledger for account

1. Open account screen, set subsidiary ledger type to one of the following vlaues. 1. Assigned 2. Partner 3. Product 4. Section. Click Save.
2. If subsidiary ledger type is set to Assigned, the link next to the record the record Subsidiary Ledger will be activated.
3. Click the link Subsidiary Ledger to open the Account Subsidiary Ledger screen.
4. Add new subsidiary ledger code or modify existing subsidiary ledger code. Click Save.

Steps to define posting template

1. Open the Posting Type List: Application Menu - Financial Setup - Account Setup - Posting Type - Posting Type List
2. Click Add to add new posting template or click Edit to modify existing template. Posting Type Screen
3. Set Posting Classification to Normal Posting.
4. Set Trigger When to Data Status = Final.
5. You can modify existing line or click Add to add a new empty line.
6. Select posting option using the posting option pop up list.
   
   A posting option defines which type of parameter are used in generating posting entries. The parameter type could be one the following:
   - Customer account group: use customer account group code as parameter
   - Vendor account group: use vendor account group code as parameter
   - Product account group: use product account group code as parameter
   - Currency: use currency code as parameter
   - Charge: use charge code as parameter
   If necessary, the above parameters can be used together.
7. Select Parameter Value from one of the activated pop up list. If Customer account group, Vendor account group, or Product account group is selected as parameter type, the account group pop up list is activated. Select one value form the list. If Currency is selected as parameter type, the currency pop up list is activated. Select one currency from the list. Do the similar step for other posting parameter types.
8. Select Account.
   Account is the target account which be updated by posting.
   For example, if account code 1001' is selected, it means the generated posting entry will be posted into account with code 1001.
9. Select Data Source as Header or Line.
   
   If the posting entry is based on information stored in transaction header (e.g, total amount of invoice), it should be set to Header. If the posting entry is based on each line details of the transaction (e.g, subtotal selling amount of an invoice line), it should be set to Line.
10. Select Amount Source from the drop down list.
    Total: total amount (for Header or Line). For Header, it also includes additional charges and tax amount.
    Net Subtotal: subtotal amount less discount (for Header or Line)
    Subtotal: subtotal amount before applying discount (for Header or Line)
    Taxable: taxable amount (for Header or Line)
    Tax: tax amount (for Header only)
    Pre-tax Discount: discount amount (for Header or Line)
    Post-tax Discount: not supported
    Total cost: cost of sales of a product line (for Line only)
    Commision: not supported
    Adjustment Amount (Up): adjustment up amount (for Header only)
    Adjustment Amount (Down): adjustment down amount (for Header only)
    Delivery Charge: delivery charge (for sales invoice's Header only)
    Freight and Handling Charge: delivery charge (for sales invoice's Header only)
    Installation Charge: delivery charge (for sales invoice's Header only)
    Parcel and Postage Charge: delivery charge (for sales invoice's Header only)
    Exchange Gain: exchange gain (for AR receipt's and AP payment's Header only)
    Exchange Loss: exchange loss (for AR receipt's and AP payment's Header only)
    
11. Select Update Method as +/-.
    + can means debit in some cases while in other cases it can be credit as well. Generally speaking, if the posting outcome of the transaction is to increase the account balance, it should be +, otherwise it should be -.

Steps to define allocation between transactions

1. Open the Transaction Setup List: Application Menu - Financial Setup - Transaction Setup - Transaction Type List
2. Locate the transaction type to be modified, click Edit to open the transaction setup screen.
3. The source transaction is shown in the header while the allocated transaction should be defined in the lines. Click Add to add a new line.
4. Select the transaction type to be allocated from the pop up list. If the source transaction and the allocated transaction have different effect to AR or AP account (e.g, AR invoice is increase AR while AR receipt is reducing AR), set Allocation Sign to +, otherwise set allocation sign to -.
5. Click Save.

Steps to create new charge type

1. Open the Charge Type List: Application Menu - Financial Setup - Charge Type - Charge Type
2. Click Create at the bottom of the page to open the Charge Type screen.
3. Fill in code and description and click Save.

Steps to modify charge type

1. Open the Charge Type List: Application Menu - Financial Setup - Charge Type - Charge Type List
2. Locate the record you want to modify and click the Edit link at the right side to open the Charge Type screen.
3. Make necessary changes and click Save.

Steps to delete charge Type

1. Open the Charge Type List: Application Menu - Financial Setup - Charge Type - Charge Type List
2. Locate the record you want to delete and click the Delete link at the right side.
   

Steps to create new charge

1. Open the Charge List: Application Menu - Financial Setup - Charge - Charge
2. Click the Create button at the bottom of the page to open the Charge screen.
3. Fill in code, description and charge type code and click Save.

Steps to modify charge

1. Open the Charge List: Application Menu - Financial Setup - Charge - Charge List
2. Locate the record you want to modify and click the Edit link at the right side to open the Charge screen.
3. Make necessary changes and click Save.

Steps to delete charge

1. Open the Charge List: Application Menu - Financial Setup - Charge - Charge List
2. Locate the record you want to delete and click the Delete link at the right side.