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Archive for the ‘Pastel Accounting’ Category

Pastel Accounting Year End

In Pastel Accounting, Pastel Partner, Pastel Xpress, Uncategorized on 03/03/2011 at 2:04 AM

 

The Year End process has to run in Sole Access Mode, so make sure everybody is logged out of the company and then login using a supervisor password.

 

 

  1. To start the Year End process : Pastel Menu – Select
    Change -> Year End
  2. Pastel checks the final financial period has transactions i.e. whether it is appropriate to run the year end. If no transactions exist Pastel Accounting warns you with a message.

  3. The Pastel Year End Assistant Screen opens. Always backup before you start your Year End.
    Even if you’ve already done a backup, do a backup now by clicking the Backup button.
  4. The File Backup Screen opens.
  5. From the File Backup screen, select a directory to backup to click process.
  • For Verify Method – select Ensure Files Readable.
  • For Images – select to Backup images.

  1. Because we selected to ensure files were readable, the backup process notifies us that it has completed zipping our data files and is about to test that this backup is readable. (This is done as it can happen that a backup is saved to damaged sectors of the hard drive and cannot be restored – this procedure checks that the files are readable).
  2. Once the backup is complete you are returned to the Year End Assistant Screen, click Next.
  3. If open batches exist, the Year End Assistant will display an error and the user will need to update the open batches.
  • To see Open Batches: select Pastel Menu – View – Open Batches

  • Open Quotation Sales Order batches may be ignored because they do not create financial entries, but any transaction type batches will need to be updated, (including POS Batches)
  • Ticks in the All Users column are fine, but there should be no ticks in any other user columns when attempting to run the Year End Assistant again.

     

  1. The Copy the Company to Another Company screen. The selection here is a matter of personal preference, but i personally like to copy the company to a new company, (give it a name indicating the new financial year) and perform the year end process in that new company.

    This allows users full access to historical information BUT requires year end Auditors adjustments to be entered into both companies, this is to ensure that the closing trial balance in the one company agrees to the opening trial balance in the new company. More effort –yes, but definitely beneficial when wanting to analyze years and years of historical data, as this approach ensures no historic detail is lost.

  • Select
    Create a New company called
  • Enter
    New Company Name (8 chars)
  • Select
    Run Year End in New Company

 

  1. If you have chosen a financial year setup of 13 periods with the 13th being the first period of the new year, Pastel will ask you whether you want to copy the periods budgets to the new year. Make a selection and continue.
  2. The Print Reports screen opens reminding us of the most important reports that should be printed before beginning the year end procedure, these being:
    1. Trial Balance
    2. Income Statement
    3. Balance Sheet
    4. Customer and Supplier Age Analysis
    5. Detailed ledger for all accounts

  3. The What Yean Does screen opens. This screen tells us exactly what Pastel Accounting Year End Function does – please read through this to see if any alarm bells go off, but the effects listed are standard for all accounting systems. We are almost finished nowJ. Click
    Next.
  4. The Confirm Operation screen opens, this screen is your final confirmation that you want to run the year end procedure. If you are sure, Click
    Process.

 

  1. The yearend procedure runs and confirms that it is complete. If this process is interrupted e.g. power failure, restore the backup created earlier and begin this process again.
  2. Depending on your selection related to copying companies and in which company to do the year end, you will find yourself in the appropriate company to process the New Year’s transactions.

Pastel Partner Add-On Modules

In Pastel Accounting, Pastel Partner, Pastel Xpress on 25/02/2011 at 2:44 PM
  1. Stock / Inventory Related

    1. Multi – Store

      The Multi-Store add-on module lets you set up and use multiple stores or warehouses.

      Some common uses of this module are:

      1. Stores/Warehouses – You may keep inventory in separate physical locations.
      2. Manufacturing – If you manufacture goods, you may wish to keep your raw materials in a separate store so that operators do not sell, or get confused by, these raw materials.
      3. Consignment/Sales Representative Item Tracking – You can create a store that contains inventory you have given to a customer on consignment.

      Note that customers and suppliers exist for the company as a whole. You cannot link them to specific stores. However, you can link users to one or more stores, and prevent users from accessing items in other stores.

    2. Bill of Materials

      The Bill of Materials add-on module gives you access to two related functions that let you group multiple inventory items into another item or on an invoice:

      1. Bill of Materials – This lets you build, assemble, or manufacture an inventory item using other inventory items as parts or components.
      2. Kit Item Codes – This lets you specify one code on an invoice, and the system loads multiple invoice lines that can include inventory items and remarks lines.
    3. Serial Number Tracking

      If you purchase the Serial Number Tracking add-on module, you can create serialised inventory items.

      Serial number items are identical to physical inventory items, except in one way: each item has its own unique serial number. For example:

      1. Each time you purchase a serial number item, you have to create a serial number for each individual item you are bringing into stock. If, for example, you purchase 10 items, you have to create 10 serial numbers.
      2. If you transfer serialised inventory items between stores, you have to specify the serial number of each individual item you are transferring.
      3. When you sell serialised inventory items, you have to select the serial numbers of each individual item you are selling.

      You use serial tracking when you need to track the movement of individual inventory items through the system. You usually do this for warranty purposes, so that you know whether an item is within a warranty period should a customer return it for repair.

  2. Other Modules

    1. Point of Sale

      The Pastel POS add-on module caters for all your point of sale needs. It is reliable and extremely easy to learn and to use.

      This module runs as a separate program from the main Pastel Partner/Xpress application. This has a number of benefits:

      1. You do not have to grant access to your main accounting system to data entry operators.
      2. The interface is specific to point of sale. For example, operators can drive the sales screen at high speed, and without using a mouse.
      3. There are far less options to look at and to learn.
      4. The system uses less hardware resources and is therefore faster.

      You can process on a local workstation without having a direct connection to the Pastel Partner server. Pastel POS will upload and download data between the server and the workstation as and when required.

    2. Multicurrency

      The Multi-Currency add-on module lets you process with multiple currencies. Partner has the following multi-currency capabilities:

      1. You can create up to 30 currencies.
      2. You can create foreign currency customers, suppliers, and bank accounts, and you process these accounts in their own currencies.
      3. You can view and print invoices in your home currency or in the customer’s/supplier’s currency.
      4. You can create and update exchange rate tables for each currency at any time.
      5. You can produce financial statements and other reports in any currency.
      6. You can levy tax on foreign currency transactions if necessary.
    3. Time and Billing

      You use the Time and Billing module to bill employee time to your customers. The process is as follows:

      1. You create activity codes, which can be chargeable or non-chargeable. For chargeable activities, you enter a general ledger account, a default rate, and a unit.
      2. You create records for each employee. For each activity code, you set a default rate per employee.
      3. You then enter timesheets for each employee. You select a customer and an activity, and you can override the employee rates.
      4. Once you enter the timesheets, you can create invoices. You authorise each invoice, and the system creates an invoice batch for you to update. The batch is a special time and billing batch so that it does not interfere with standard invoicing.
      5. You can create credit notes to reverse timesheet invoices. Once again, the system creates a credit note batch for you. In this case, the system uses the standard credit note batch.

         

    4. Receipting

      The Receipting add-on module is a specialised module that lets you enter data once in order to process and print receipts. You do this without using the cash book. Once you are ready, the system moves the receipts into the cash book for you.

      You use this module for clubs, schools, and other organisations, where you collect monies from members, students, and customers, to whom you provide receipts. By using this module, you provide printed receipts and create the cash book entries in one operation.

    5. Business Intelligence centre

      There are two versions of this module:

      1. The Business Intelligence Centre – Standard Edition
      2. The Business Intelligence Centre – Advanced Edition
      3. The Business Intelligence Centre – Standard Edition

      This provides ready-boxed intelligent Excel reporting on your standard data. In addition, you can use the existing reports to create new reports. You can also write your own reports in Excel.

      Some common applications include:

      1. Dashboard – This shows an overall view of the company.
      2. Monthly Boardroom Pack – This lets you customise and automate a boardroom pack.
      3. Dynamic Transactional Reporting – The system contains standard, customisable, and automated sales reporting using Excel’s powerful Pivot tables.
      4. Write Excel Reports from Scratch – The system makes tables and fields available to you so that you can create your own customer reports.
      5. Import Reports – You can import reports written by certified consultants.
      1. The Business Intelligence Centre – Advanced Edition

      The Advanced Edition adds additional tools for skilled users and/or consultants. This powerful and cost effective report writing solution allows you to deliver Excel reports from any ODBC compliant data source.

      1. Consolidated Excel Reporting – Generate consolidated financial reports from any number of companies into one Excel workbook.
      2. Connect to Any ODBC-Compliant Data Source – Create Excel reports that combine data from one or more Pastel companies as well as any other third-party compliant database.
      3. Create Virtual Fields – Use SQL or Excel formulas to convert data into new fields. For example, convert a date into a week.
      4. Extend Reporting Views – Create new containers (views) to write reports that combine

Pastel Partner: Product Comparison

In Pastel Accounting, Pastel Partner, Pastel Xpress on 25/02/2011 at 2:32 PM

 

BASE

  

Start-Up

Xpress

Partner

Database Manager – Pervasive

Yes

Yes

Yes

Database Manager – Microsoft SQL

No

No

No

Number of Users

Single 

1-3

1-20

Number of Companies

Single 

Unlimited

Unlimited

Number of Financial Years

2

2

2

User Defined Fields

No

No

Yes

General Ledger

Yes

Yes

Yes

Segmented GL Accounts

No

No

No

Cash Books

6

6

30

Customers

Yes

Yes

Yes

Quotations

Yes

Yes

Yes

Invoices

Yes

Yes

Yes

Suppliers

Yes

Yes

Yes

Purchase Orders

Yes

Yes

Yes

Inventory

Yes

Yes

Yes

Segmented Inventory Items

No

No

No

Import Cost Allocations

No

No

Yes

Project Tracking/Cost Centres

No

No

Yes

Report Writer

No

No

Yes

Stationary Customisation

Yes

Yes

Yes

ADD ON
MODULES

Multi-Currency

No

No

Yes*

Business Intelligence Centre

No

No

Yes*

Receipting (Cash & Bank Manager)

No

No

Yes*

Time & Billing

No

No

Yes*

Point-of-Sale

No

Yes*

Yes*

Serial Number Tracking

No

No

Yes*

Multi-Store

No

No

Yes*

Job Costing

No

No

No

Bill of Material

No

No

Yes*

Manufacturing

No

No

No

Mobile

No

No

No

Lot Tracking

No

No

No

Fixed Assets 

Yes*°

Yes*°

Yes*°

Payroll

Yes*°

Yes*°

Yes*°

ACT!

No

No

Yes*

Resolve Basic
(Contact Management)

No

No

Yes*

Resolve Premium
(Contact Management)

No

No

Yes*

Sales Force Automation

No

No

No

Pricing Matrix (Disc. Matrix & Vol. Disc.)

No

No

Yes

Customer Acc. Consolidations

No

No

No

Customer Credit Risk Mngnt.

No

No

No

Annuity Billing

No

No

No

eBusiness & eBilling

No

No

Yes


*Purchase as an add on module
°Purchase as a stand-alone module
** No year end procedures necessary, therefore no limit on Financial Years
*** Can Sell items but does not control costs or quantities

Understanding the elements of Pastel Partner Product Pricing

In Pastel Accounting, Pastel Partner, Pastel Xpress on 25/02/2011 at 1:35 PM

An understanding of the elements that comprise the software costing is needed, below we will discuss these. This should assist the reader in understanding the choices available, and the information required to create the estimate. 

  1. Pastel Accounting Base Product required

    Pastel Accounting is available in 3 different products:

    1. Pastel Accounting Xpress Start-up
    2. Pastel Accounting Xpress
    3. Pastel Accounting Partner.

    These products vary in terms of:  

    1. The number of users that may access the product.
    2. The number of companies that may be created in each product.
    3. The functionality available in the product.

    Review:

    1. Appendix 1: Comparative Table of Pastel Accounting Product Range. (Technical Differences)
    2. Appendix 2: Choosing Which Pastel Product is right for you.

    Costing:
    It is necessary to determine which Pastel Accounting product is appropriate.

  2. Pastel Add-On modules required

    Pastel Partner supports the use of Add-On modules to enhance the functionality of the base product.

    These Add-On modules integrate seamlessly with the Partner Base Product as, (generally), their functionality is already a part of the product i.e. the Pastel program itself already includes the Add-On programs functionality. However this additional functionality is unavailable until you have purchased a new serial number.

    Important Notes:

     

    1. Only Pastel Partner Supports Add-On products. There are exceptions such as payroll etc.

    Costing:

    What Add-Ons, (if any), are required
     

  3. Number of Users that will access the product

    Each Pastel Accounting products Base allows a single user access to the product. The Xpress and Partner products allow additional users access. Each additional user requiring access to Pastel will need an additional user license to be purchased for that user.

    Costing

    Number of user licenses required

  4. Version of Pervasive Software and number of Pervasive user licenses required

    Each Pastel Accounting product uses a program called Pervasive Software to store its data.  Pervasive Software is a popular Database Management System (DBMS) that is used extensively by many commercial software applications.

    The Pervasive Software used by the chosen Pastel Products need to be purchased additionally. Pervasive Software comes in two versions:

    1. Pervasive Software Workgroup Edition
      This is the smaller version of the Pervasive Database program. This version is generally used when 5 users or less are expected to access the database simultaneously.
       
    2. Pervasive Software Client Server Edition
      This is the larger version of the Pervasive Database program, and will be the version that will be required when more than 5 users access the database simultaneously.

    Costing:

    1. Version of Pervasive Required, i.e. Client Server or Workgroup.
    2. Number of user licences required 

 

  1. Pastel Cover

    Pastel Cover, (Cover), is a term used to describe a bundle of services that Softline Pastel, (the developers of Pastel Accounting), offer to Pastel Accounting users.

    ‘Bundle of services’ is not a wholly accurate term, there are services included but purchasing Cover also includes any new versions released, during the period of Cover, of the Pastel software purchased i.e. if you have Cover and a new version of a product you bought is released, you are entitled to it free of charge.

    Important Notes: 

  • Cover is an optional purchase.
  • The price of Cover is calculated according to the software purchased in 1, 2 and 3 above i.e. Each product, user license and add-on module has a price for its purchase and an additional price for Cover.
  • Cover is purchased on an annual basis i.e. Cover is valid for 1 year from purchase.
  • When Cover expires, should you wish to remain on Cover, you will be charged the total of your software’s cover prices for a further years’ Cover.

     

    Costing:

      Whether Pastel Cover shall be taken.

Pastel Partner Data Access from Microsoft Excel using ODBC

In Pastel Accounting, Pastel Data, Pastel Partner, Pastel Xpress on 17/02/2011 at 6:18 PM

 Pastel has done a lot to enable users to access data from within the software itself and BIC allows access to much of the pastel data from excel, but using Microsoft Office and ODBC offers users the greatest degree of flexibility in interrogating their data. In this entry we give an overview of accessing Pastel data using ODBC. All MS office programs are ODBC capable so follow the steps here to understand the basic principles of using Microsoft Query to access and ODBC data source.

  1. From the Microsoft Excel Data Tab.
    1. Select
      Get External Data
    2. Select
      Other Sources
    3. Select
      Microsoft Query

    1. The Choose Data Source screen opens.
      1. Select
        PASTELDEMO
        (in the last post we created the PASTELDEMO pervasive ODBC DSN)

         
    2. The Query Wizard Screen Opens
      1. You will see a Tree List of Pastel Data tables – >Expand
        CustomerMaster
    3. The tree opens to the Choose Columns Screen which displays a list of columns that store the data of the Customer Master Records e.g. Name, Address, Balance etc (not the transactions – we will talk about what tables store transactional data in the next entry).
      1. Select the CustomerCode and CustomerDesc fields
    4. The Filter data Screen opens, on this screen you can select specific records e.g. if we only wanted one salespersons’ customers data we would filter based on the sales code field. Let’s Just have a look at the screen involved
  • Select the column that has the data you want to use to select records by – Column to filter  
  • Then select the value from the list of values, (these are extracted from the pastel company being accessed).
  • For this example don’t specify any values for the fields but as you can see selecting specific data is quite straightforward
  • Select the Next Button
  1. The Sort Order Screen opens. Here you select the columns you want to sort by and in what order
    1. Set a sort order and press Next.
  2. The Finish Screen Opens, here you could preview the data that would be returned by your selection and tweak your criteria if you chose View data or edit query in Microsoft Query
    1. Select
      Return Data to Microsoft Office Excel.
    2. Press
      Finish.

  • If you Save the query you can reuse it in future spreadsheets

 

  1. The Import Data Screen opens

    You have the option to pivot, chart your data or just return it as a table.
    You also specify where in the spreadsheet to put the data

    1. Leave the default options and press
      Next.

  1. This will return two columns of data show all the Demo Company Customers by Code and Company Name.

 Remember that the Excel Data Table may be manipulated us the column header fields as an alternate method of sorting data

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