Evolution Essentials Training

Introduction to Company IT & Systems Webinar Series
Evolution – Essentials for Everyone
Training given by:-
Asa Johnson – Evolution Support Manager, Reading Support Office

Email: evolution@wshsupport.com
Accessing Evolution
Evolution Training > Accessing Evolution
From the Intranet home

page select Àpplications’
Evolution Training > Accessing Evolution
Enter Evolution login

details exactly as per
email sent to your/location
email address by
Evolution Support
Once details are entered correctly,

select `Continue’ and you be taking to
your home screen. If you experience
any issues at this point, email
evolution@wshsupport.com for help.
Homescreen Overview
Evolution Training > Homepage Overview
System updates Current Period, Week and Logout link

and support info Year for sub-location
User details and current Location and Sub Update location

open workflows Location User contact details
assigned to User logged into
Navigation menu
Evolution Training > Entering Location Contact Details
Location contact details for e-Invoicing
Enter location contact details

Binocular View and Weekly Reports
Evolution Training > Common Features/Tasks > Binocular View for Weekly Summary & Reports
A common function in many screens in Evolution is

the `Binocular’ view reporting tool. This icon when
selected will take the User to a Weekly Summary
popup relevant to the input screen currently loaded
and allow access to the Weekly Report
You can cycle through
previous weeks entries using
these navigation arrows
A search function is also included Using drop down box, User is able
Weekly Report if specific transaction needs to be to select Period, Week and Year
found. Enter details and then you want to load Summary data
select ‘Search All Weeks’ for, followed by clicking on ‘Go’
All entries entered for the current trading week of the sub-location will be listed
in the Weekly Summary `pop-up’. In this example we are using Purchase
Invoicing which has been entered either manually or approved e-Invoices
You can drill into any entry made in a week and it will load to screen. If in current
week and not a ‘Posted’ transaction, you can edit and re-save as needed.
Note: Users will notice that different types of entry in Evolution can be either at
status `posted’ or `saved’. When an entry visible in the Weekly Summary is
`saved’, Users can amend the entry until such time as the entry is `posted’ or the
week for the sub-location has been closed.
Example of entries that can be `posted’ before Close Week is run:-
Stock Transfer
Separate Invoice via HQ
Cash Transfer
Float Adjustment
The Weekly Report will detail all transactions relevant

to the specific area it has been run for and be broken
down into category sub-totals for location information.
Transactions showing on the Weekly Report will feed to

the relevant category on the Flash Report for the sub-
location.
To print a PDF version of this report,

use the drop down box and select
Acrobat (PDF) option. Once this is
done click on Èxport’ to open PDF
When prompted select Open to view

PDF version. To save a copy of this
PDF to your hard drive, select Save
Click printer
icon to print
Acrobat PDF will open with a ready to

print version of the chosen Week Report
Purchasing
Manual Purchase Invoice Entry

Evolution Training > Manual Purchase Invoice Entry
Enter Invoice Header details as follows:-
1) Select Supplier from drop down box. If Supplier not available , email
supplychain@wshsupport.com and request supplier is added to your location in
Evolution
2) Enter invoice date using dd/mm/yyyy format or select using the calendar icon
3) Enter full Invoice number
4) Enter invoice Net and VAT amounts exactly as per invoice.
5) Ensure details are correct and click ‘Generate Lines’ to assign costs to categories
Select to create new category

line if costs need to be
allocated to more than one
category
Select to edit Evolution will auto allocate

existing category line values to VAT Codes based on
Header Values where possible
Select ‘X’ icon to VAT0 = nonVAT

delete category line VAT1 = 20% Standard Rated
Select Save when

invoice entry
completed. Costs
immediately migrate
to Purchasing Report
and Flash Report
Delete button will remove Selecting clear will
any invoice, but only for remove any data entered
current open week on screen, but only if not
previously saved
To review Purchasing
entries click the
Binocular View icon
Once saved a message will confirm

that invoice saved successfully
Purchasing
Manual Credit Note Entry

Evolution Training > Manual Credit Note Entry
Enter Credit Note header details as follows:-
1) Select Supplier from drop down box. If Supplier not available , email
supplychain@wshsupport.com and request supplier is added to your location in
Evolution
2) Enter Credit Note date using dd/mm/yyyy format or select using the calendar icon.
3) Enter full Credit Note number
4) Enter Invoice Number this Credit Note is crediting
5) Enter Credit Note Net and VAT footer amounts exactly as per Credit Note
Evolution Training > Manual Credit Note Entry
Select to create new category

line if credit needs to be
allocated to more than one
category
Evolution will auto allocate

Select to edit existing
values to VAT Codes based on
category line
Header Values where possible
Select ‘X’ icon to delete VAT0 = nonVAT

category line VAT1 = 20% Standard Rated
Select Save when Credit

Note entry completed. Costs
immediately migrate to
Purchasing Report and Flash
Report
Purchasing
Petty Cash Entry

Evolution Training > Petty Cash Purchase Entry
Enter Petty Cash details as follows:-
1) Manually enter Supplier name

2) Enter petty cash receipt date using dd/mm/yyyy format or select using the calendar icon
3) Enter reason for the purchase and why petty cash used rather than nominated supplier
4) Enter petty cash receipt Net and VAT totals as per the receipt.
Evolution Training > Petty Cash Purchase Entry
Clicking the blank page icon

will insert extra category lines
if cost needs to be coded to
multiple cost categories
To edit a category line,

When generated, Evolution will
click the Edit icon
automatically create lines based on the
Header Net and VAT totals entered
To delete a line that is not
needed, click red X icon
When happy with details entered,

Petty Cash entry can be saved.
Costs will feed immediately to
Purchase Report and Flash Report
Purchasing
Purchasing Report for Individual Suppliers

Evolution Training > Purchasing Report for Individual Supplier
A Purchasing report for
individual or all suppliers
can be run Select drop down box to select
supplier or leave at àll’ to run report
for all suppliers that have historic
invoices processed against them
Report can be exported to Excel

or PDF versions for further
analysis or printer friendly format
Sales
Sales Return Entry

Evolution Training > Sales Returns
Previous weeks entries can be

cycled through using arrows
Sales tab exists for each day,

along with a weekly summary.
Locations can be 5, 6 or 7 day
trading locations and tabs will be Current week start and end dates
enabled/disabled as required
Date for currently selected sales tab
Click to enter new

Money Received
entry
Click to enter Sales

from Till Report
Evolution Training > Sales returns
Select Money Received category using drop down

box and then enter value. Values entered as cash
and cheque will increase banking expectation on
banking screen and add to weekly summary tab
When happy with

Money Received
entry, click green
tick
VARIANCES: When a variance is reported, the default sales category
(usually Food/Restaurant Sales) will either increase or decrease
revenue depending on Money Received being up or down against
the sales entered.
This is demonstrated in the example below, where Cash does not

match the Sale, therefore the Sale is reduced by the variance value.
The Flash Report therefore will report the Sales for this day at Net as
£170.83 (Net sale) minus £4.17 (Net variance) = £166.66.
Enter Gross Sales from Till Report. Add new lines if your
sales are split over different sales categories. Each sub
location may have different Sales category setup
Click green tick to

accept Sales Entry
NET Sales Total will

feed to Flash Report
When happy with the data that
has been entered, Save the
information and a message will
be displayed showing
successful Save
Weekly Summary Tab: Once sales have been entered for

the week, the Weekly Summary tab will run a cumulative
total based on the inputted figures. The Net total (minus
or plus) with Variance will feed to Flash Report.
A Sales Report can be run for

each day or for the whole week
using the Print option
Once loaded in
PDF, User can
print report
Sales
Free Issues
Evolution Training > Free Issues Summary
Free Issue Reference will be

system generated when saved
Enter date of Free Issue
Enter description of Free

Issue/Service provided
Enter NET value

of Free Issue.
When happy with Free Issue

entry, click Save. This value
will then feed to Flash Report
under Sales -> Free Issues
Evolution Training > Free Issues Summary
When Free Issue entry has

successfully saved, a
message will be displayed
To review Free Issue

entries for current and
previous weeks, select
the binocular icon
Cashless Systems
Training and Manual for Cashless Systems is available

upon request to evolution@wshsupport.com
Credit Sales
Training and Manual for Credit Sales is available upon

request to evolution@wshsupport.com
Stock
Stock Transfers
Evolution Training > Stock Transfer
Stock transfers can be made to/from any location and sub-location in the WSH Group. Hospitality is a prime
example of costs that need to be transferred on a weekly/monthly basis in Evolution between the 01 - Main
and 02 - Hospitality sub-locations.
Both location transferring costs and the receiving location must be in the same week in Evolution. If not, the
location/sub-location will not appear for selection when selecting location.
Transfers can be at `saved’ or `posted’ status in Evolution. In order to complete transfer it must be posted.
This will generate, in the case of transfer to another location, a workflow which the receiving location must
approve. Until the transfer is approved, the status of the transfer will stay as `saved’, but once approved will
become `posted’.
Select the category

Use drop down box to select location

and sub-location for the transfer.
Select whether transfer is to or from the current
location you are logged into.
Tick box to
confirm transfer
Date for transfer defaults to last day of current

week, which is 16/02/2011 in this example
Enter reason for transfer
Use drop down box to select category and enter value of transfer
When category entry complete,

select green tick to accept line
Once green tick has been selected, transfer is ready to be saved or posted. Clicking
save will not attempt to post the transfer and amendment can be made to the transfer. It
is important to note that locations cannot close with transfer at `saved’ status or where
any workflow generated has not been approved. Once post is selected, the transfer will
behave in two ways, depending on whether to a different location or a sub-location within
the current location user is logged into.
If transfer is posted to a sub-location of the current location, it

will post straight away with no workflow approval needed. A
message will be displayed to inform user of successful posting.
A list and status of any input transfers

can be viewed using the binocular
icon
If transfer is posted to another location, a workflow will be generated

which will require the receiving location to action. If transfer is
accepted, the status of the transfer will be updated to `posted’. If the
transfer is rejected, the transfer will remain at status `saved’ and will
either need to be deleted or re-submitted for acceptance.
Stock
Separate Invoice via HQ

Evolution Training > Separate Invoice via HQ
On occasion it maybe necessary to raise a Separate Invoice via HQ to the Client. These costs can need to be separately
invoiced for various reasons, most notably due to Client request, or because the budget for the purchase (equipment for
example) is held by the client away from the trading account. Hospitality can be another example, in that hospitality is not
traded through the account, but is invoiced separately.
Separate Invoices when raised will lower cost on the relevant Category and be reflected on the Flash Report.
IMPORTANT
It is imperative that we meet the HMRC regulations on all separate invoices raised and that they all contain
the correct detail. Outlined below are the requirements needed to be included on all Separate Invoices
raised through Evolution :
 Date of when service or goods were delivered.
 Sufficient enough detail to identify goods / services, Equipment is not sufficient, it needs to be more
detailed.
 Where we are declaring sales of meals we must stipulate the number of meals and at what cost.
Select category
If a Purchase Order exists from the client for this Separate

Invoice, it is essential that this PO number is entered.
Many clients will not pay invoices if no PO number is
included.
Enter Net value. Value for header must equal sum

Enter contact info to be
total value for any category line entered.
included on Separate
Invoice.
Enter description which service supplied

or goods which are being invoiced.
When happy for details

Use drop down box to select
entered, select green
category which will receive credit
tick
Extra category lines can

be entered by selecting
blank page icon
Category line details can

be amended or deleted by
selecting the edit icon or
the red X
The Separate Invoice can now be either saved or posted. Saving will allow further edit of
Separate Invoice. Once Invoice is posted, further amendment will not be possible.
Once posted system will display message. The workflow

generated is for HQ to approve.
Weekly Report can be accessed

using Binocular View icon
Stock
Category Cost Transfer

Evolution Training > Category Cost Transfer
Category Cost Transfers can be used to moved costs between categories

on the current sub location user is currently logged on to.
This function is useful for correcting costs on categories when the invoice
has been input incorrectly, especially before closing the last week of a
period.
This function cannot be used to move costs between sub locations.

Date for transfer will default to last day in current week.
Enter reason for Category Cost Transfer
Use drop down box to select category to transfer from.

The categories available will be listed. This will result in
a credit (reduction in cost) to this category
Select category to transfer two.
Enter the value to be transferred

Once happy with Category Cost transfer, click green tick. Transfer can now be saved.
Once saved, costs will be updated on the Flash Report.
Category Cost transfers will not update to status `posted’ until week is closed
for the sub location. Amendment or deletion of the transfer is possible as any
point until week is closed.
Once saved message will be displayed
A list of any input transfers can be

viewed using the binocular icon
Stock
Closing Stock
Evolution Training > Closing Stock
Closing stock figures for the previous

week will be shown.
These figures will be make the Opening

Stock figures for the current week on the
Flash Report.
Categories available for entering Closing Stock will appear in drop

down box list.
Any notes relevant to Closing Stock can be

entered here.
Once happy with category

entry, Green tick.
Choose category from drop down list and enter value for closing stock.
Current and previous week Closing Stock entries can be

viewed using the binocular view icon
To enter additional
Closing Stock for
another category, select
blank page icon
Entries can be deleted at any point by click Delete.
Once happy with Closing Stock entries, click Save

and message will display that save successful.
Stock
Accrual/Negative Accrual Entry

Evolution Training > Accruals overview
Accruals can be used to accrue for costs on the account in the absence of an invoice. Typically, a location will have a
delivery note, but the invoice will not arrive until after the location has closed week. Therefore an accrual can be
used to correctly record costs in the correct trading week in Evolution.
Note: When accruing for credit notes it is important to note that the value entered must be a negative value, I.E -
£50.00
Accruals entered in one trading week will automatically reverse once the week is closed. For example, an accrual
entered in P2 W3 for the value of £50 will become a credit (minus -£50) in the following week, P2 W4, once the week
has been closed. This reversing value can be seen on the Flash Report as soon as the week is closed. It is then
expected that the invoice will be entered into Evolution in P2 W4 and this entry will contra the credit value that has
been entered, leaving the cost showing in P2 W3.
Using accruals in this way ensures good housekeeping and will help to give a more accurate GP for the location.
Evolution Training > Accrual Entry
Select Supplier that accrual is to made against

from the available list for the location. If you
have an invoice for a supplier that is not on the
location supplier list, select a supplier who will
have the necessary category available.
1) Default date will be last day of the current week
2) Delivery note and other details can be entered
4) Once category and value

3) Category and value for
entered, select green tick.
accrual to be entered
5) The accrual can now be saved

Use binocular view to see summary of

accruals made in current week
When Saved, message will be displayed.
Once saved, costs on Flash Report will be updated

Cash/Bank
Cash Transfer
Evolution Training > Cash Transfer
Select whether transfer is to or from the current

location you are logged into. Use drop down box to select location
and sub-location for the transfer. Do
note that locations/sub-locations not in
same week will not appear for transfer.
Tick box to
confirm
location
transfering
to/from Date for transfer defaults to last day of current week, which is
16/02/2011 in this example
Enter the value to be transferred. Enter reason for transfer
Clicking `save’ will allow further amendment of the transfer, but will not generate workflow to receiving location till
`posted’
Cash transfers can be made to/from any location and sub-location in the WSH Group. Cash
transfers usually occur when a float is needed at a new location and needs to be taken from one of
our existing locations, or a location is closing and needs to transfer last banking to an existing
location.
Both location transferring and receiving must be in the same week in Evolution. If not, the
location/sub-location will not appear for selection when selecting location.
Transfers can be at `saved’ or `posted’ status in Evolution. In order to complete transfer it must be
posted. This will generate a workflow which the receiving location must approve. Until the transfer
is approved, the status of the transfer will stay as `saved’, but once approved will become `posted’.
Evolution Training > Cash Transfer
Once posted, the above message will be displayed indicating that workflow has been
generated. Until the workflow is approved by the receiving location, the status of the transfer
will remain as `saved’.
Cash/Bank
Float Adjustment
Evolution Training > Float Adjustments
Float adjustments must be processed whenever location float needs to be changed. It could be that the float balance needs to be
changed due to a decrease in the number of vending machines on site, or a change to the number of tills.
Any Float Adjustment will affect both the Confirm Float Balance and Expected Banking value.
Note: Locations should always strive to keep the float as static as possible.
Enter value of float adjustment and

select whether increase or decrease
Enter reason for float adjustment
User to enter their name
Once User is happy with entry, select either save or post. Workflow will not be generated for HO
approval until post is selected. Close Week will not be possible until HO approve the workflow.
Click binocular icon to view summary for week and

previous weeks
Once post is selected, message will appear to confirm

generation of workflow
Cash/Bank
Banking
Evolution Training > Banking
Note: In order to close week successfully

there must be no Difference in Banking
or Float Difference.
Cash and cheques entered as Money

Received in Sales Returns will feed to the
banking screen. The total value for the
week will increase expected banking
Credit Sales Payments
Cash and Cheque Payments at location for Credit Sales will increase
Evolution Training > Banking Expected Banking.
Credit Sales Deposit Payments

Any deposits taken at location by cash or cheque will increase
Expected Banking.
Cashless Systems Money Received

Cash and Cheque entries entered as Money Received in Cashless
Systems will increase Expected Banking.
Cash Transfers
Cash Transfer In will increase Expected Banking. Cash Transfer Out
will decrease Expected Banking.
Float Adjustments
Float Adjustment Increase will decrease Expected Banking. Float
Adjustment Decrease will increase Expected Banking.
Petty Cash Purchases

Petty Cash entries will decrease Expected Banking.
To enter new banking, click on above icon. To successfully enter banking on Evolution it is
essential to have the following:-
Pay Reference slip number from the paying in book for each banking.
Bag number for the actual bag the money is being banked in.
Value of cash/cheque contained within the bag.
NOTE: Banking should be entered into Banking screen before bags are sealed and
collected by G4S.
Pay Ref & Bag No’s are unique, so cannot be replicated in the system. Replication will
cause either Error 2601 or 2627 upon attempting to Save Banking Screen. If this occurs,
please contact treasury@wshsupport.com for advice.
Once each banking has

been entered, select green
tick and select Save.
Using this method will
highlight any problems with
a Pay Ref or Banking Bag
number entered.
A message indicating successful

save means the pay reference for
the entered banking is ok and has
met no issue in the system.
Additional Inputs
Change Delivery
Locations that receive a change delivery need to ensure it is entered as an Additional Input. This will result in increased Expected Banking.
Charity Money
Locations may take donations for a charity or because of a special event held. This money must be recorded and will increase the banking
expectation.
Banking Difference
There may be occasions when it is necessary to enter a Banking Difference, due to lost or stolen money or some other situation which is preventing
the Difference in Banking from zeroing down. Use of this option will unlock the Reason for Difference field, which must be completed.
NOTE: This option should always be viewed as a last resort and support requested by email to evolution@wshsupport.com who may be
able to identify the cause and assist with resolution.
Enter Additional Inputs as needed till Difference in Banking

figure is zero.
As an example, Banking Difference has been entered to

zero Difference in Banking. It is most likely that a mistake
has been made during bookwork entry, so a check of
Money Received, Actual Banking and Change Delivery
entries should be undertaken before using this category.
NOTE: If you cannot zero

Difference in Banking, please
request support by email to
evolution@wshsupport.com
Each week the location float must be checked and

confirmed.
This value should equal the value of any cash left on site
following entry of Actual Banking.
Close Week
Evolution Training > Closing Week
Current week for each sub-location is displayed below.
Note: It is good housekeeping to keep all sub locations

for a location in the same week.
Once all bookwork has been

entered for the week, the
location/sub-location can be
closed by ticking the
relevant box next to the sub-
location and then clicking on
the Close Week button.
Note: Reasons why Close Week routine will fail:-
1) No Closing Stock entered.

2) Unposted Stock Transfers, Float Adjustments or Cash transfers remain for the week. These will appear at status
`Saved’ in the Binocular View.
3) A Difference in Banking or Float Adjustment exists on the Banking Screen.
4) e-Invoices have not been approved.
5) Cashless sub locations must be closed before the Main 01 account.
If you are still unable to close despite checking the above, please contact evolution@wshsupport.com for assistance.
Flash Report
Evolution Training > Flash Report
Flash Reports can be run for current trading week and any past trading week that the
sub-location has traded. Simply enter the date parameters and select view report to
load relevant Flash Report.
Select drop down box and select format which you wish to
export the Flash Report to. After this, click Export and
Evolution will open the report in the chosen format.
NOTE: Flash Report best viewed in PDF format for printer

friendly version.
Evolution Training > Flash Report
Click on print icon to

print report
Displays:-
1) Year, Period and

Week No Flash report is
run for.
2) Trading Period type

for Sub-Location - 4/4/5
or Monthly.
3) Location and Sub-

Location Flash Report is
for.

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Evolution Essentials Training

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Introduction to Company IT & Systems Webinar Series

Evolution – Essentials for Everyone

Training given by:-

Asa Johnson – Evolution Support Manager, Reading Support Office

From the Intranet home

Enter Evolution login

Once details are entered correctly,

System updates Current Period, Week and Logout link

User details and current Location and Sub Update location

Location contact details for e-Invoicing

Enter location contact details

A common function in many screens in Evolution is

Example of entries that can be `posted’ before Close Week is run:-

The Weekly Report will detail all transactions relevant

Transactions showing on the Weekly Report will feed to

To print a PDF version of this report,

When prompted select Open to view

Acrobat PDF will open with a ready to

Manual Purchase Invoice Entry

Enter Invoice Header details as follows:-

Select to create new category

Select to edit Evolution will auto allocate

Select ‘X’ icon to VAT0 = nonVAT

Select Save when

Once saved a message will confirm

Manual Credit Note Entry

Enter Credit Note header details as follows:-

Select to create new category

Evolution will auto allocate

Select ‘X’ icon to delete VAT0 = nonVAT

Select Save when Credit

Petty Cash Entry

Enter Petty Cash details as follows:-

1) Manually enter Supplier name

Clicking the blank page icon

To edit a category line,

When happy with details entered,

Purchasing Report for Individual Suppliers

Report can be exported to Excel

Sales Return Entry

Previous weeks entries can be

Sales tab exists for each day,

Date for currently selected sales tab

Click to enter new

Click to enter Sales

Select Money Received category using drop down

When happy with

This is demonstrated in the example below, where Cash does not

Click green tick to

NET Sales Total will

Weekly Summary Tab: Once sales have been entered for

A Sales Report can be run for

Free Issue Reference will be

Enter date of Free Issue

Enter description of Free

Enter NET value

When happy with Free Issue

When Free Issue entry has

To review Free Issue

Training and Manual for Cashless Systems is available

Training and Manual for Credit Sales is available upon

Select the category

Use drop down box to select location