Evolution ERP Documentation

A site is a place: a depot, a factory, a school, a stretch of road. It belongs to a customer, it has an address you deliver to, and everything that happens there — quotes, projects, invoices, scheduled work — hangs off it. Getting a site right once means every job at that address reads the same way afterwards.

What a Site Is

Sites sit under a customer. Open one from the customer’s Sites list, from the site register, or from any quote, project or invoice that names it. The screen is split into tabs so the details you need are together and the rest is out of the way.

imageScreenshot: site-general-tab.png

The General tab of a site, with the summary row across the top.

The Summary Row

Across the top of the General tab is a row of tiles answering “what does this site actually have against it?” — the customer, how many quotes, projects, invoices, activities and files, and when it is next due for service. Clicking a count opens the tab holding the detail.

lightbulb The Next service tile turns red and reads Overdue once the date has passed, so an overdue site is obvious without opening anything.

Addresses

The Site / Delivery Address is where the work happens and where deliveries go. Above it is the Address Quick Search — type an address or a place name, pick a result, and the fields below fill in. It searches named places too, so “Banyule City Council Parks Depot” finds the depot rather than nothing.

imageScreenshot: site-address-search.png

Searching for a site by name rather than street address.

Where Invoices Go

A site does not always bill where it delivers. The Billing Address panel asks one question — where should invoices for this site be sent? — and gives three answers. Whichever you pick, the address it will actually use is shown, so you are never looking at an empty form wondering what will happen.

Choice	What it means
Customer’s billing address	Follows the account. Change it once on the customer and every site using this option follows. This is the usual choice and the default.
Same as the site address	Bills to the delivery address, and stays in step with it.
A different address for this site	This site bills somewhere of its own — a head office, a managing agent. Type it in and it is stored against the site only.

error Switching to Customer’s billing address clears any address typed against the site, because that is how the choice is stored. Switch back before saving and what you typed is restored — but once you save, it is gone.

imageScreenshot: site-billing-modes.png

The three billing choices, with the address that will be used shown below.

Delivery & Post Labels

The Delivery Label is the address block printed on paperwork. It is built from the address when a site is first created, but it is a free-text box — so if someone changes the address later, the label can be left describing the old one.

When that happens the label shows a Does not match address badge. Press Regenerate to rebuild it from the address fields.

lightbulb Labels are never rebuilt automatically, because some carry more than the address — “C/- Reception”, a contact name, a gate number. If yours does, leave the badge showing rather than regenerating and losing it.

imageScreenshot: site-label-regenerate.png

A delivery label flagged as out of date, with the Regenerate button.

Service & Activity

Next Service Due, Service Interval and Service Qty drive scheduled servicing for the site. Below them is the recent activity list — the eight most recent, with a coloured dot for assignment state, and a link to open each one in the calendar.

Contacts, Files & History

Tab	What is on it
Contacts	People at this site.
Calendar & Events	Calls, meetings, tasks and notes recorded against the site.
Files	Documents for the site — inductions, site plans, SWMS, photos — using the same attachment system as the rest of Evolution, including categories and re-using a file already uploaded elsewhere.
Qualifications	Qualifications and inductions required for this site, and who holds them. Add Qualification opens the standard form with this site already selected.
Location Map	The site pinned on a map, from its address.
History	Quotes, projects, invoices, activities and opportunities for this site. Each panel searches and pages separately, 50 at a time.

imageScreenshot: site-history-tab.png

The History tab, with a filter and pager on each panel.

Avoiding Duplicate Sites

The same place recorded twice is the most common problem with site data: two spellings of one depot, and the work split across both. Evolution now checks as you go.

Naming a site something already used by that customer warns you, with a link to open the existing one. You will need to change the name before saving.
Saving a site whose address matches one the customer already has reuses the existing site instead of creating another. Matching ignores capitals, spacing and punctuation, so “Centre - Dandenong Road” and “Centre-Dandenong Road” count as the same place.
Before adding a site on a job or an opportunity, check the list — if the customer has been there before, pick the existing site.

info Duplicates already in your data are not removed by this. To find and merge those, use Finding & Merging Duplicate Sites — it scans every customer, groups the sites that are really the same place, and moves the quotes, projects and history onto one site rather than deleting anything.

Address Quick Search — finding an address or place by name.
Finding & Merging Duplicate Sites — tidying up duplicates already in your data.
Attachments — the shared file system used by the Files tab.
Accounts (Suppliers and Customers) — the customer a site belongs to.
Accounts & Contacts from an Opportunity — creating a customer, contact and site while raising an opportunity.