PURPOSE:

This technical bulletin will run through how to import Master File Information and Transactional information into Sage Pastel Evolution.

SCOPE:

The Data Distribution Services (DDS) in Pastel Evolution provides you with the ability to import data directly into a company database. You will need to ensure that you have a reliable BACKUP of your data before doing any data import, as this procedure can NOT be reversed.

The Pastel Evolution Data Distribution Services (DDS) allows you to import:

1. Master File Information
2. Transactional information

The DDS works on a Publisher and Subscriber relationship. The Publisher is the Data Source (e.g. Data exported in a CSV format from your existing accounting package) and the Subscriber in this case will be Pastel Evolution.

The import process takes place in three stages which are detailed in the Procedure section of this bulletin.

PROCEDURE:

1.) EXPORTING THE DATA FROM YOUR EXISTING ACCOUNTING PACKAGE INTO A .CSVFILE

• The first step would be to export the data from your existing accounting package to a comma delimited .CSV file (also known as an ASCII files. CSV files are also a common format used in Excel).

• After exporting the file, you will need to ensure that only the information you want to import is included in this file.

• Any unnecessary information can cause the file to not be imported correctly.

• Do this by opening the file in Excel and deleting any columns which contain information that you do not wish to import.

2.) CREATE A NEW PUBLISHER / SUBSCRIBER SETUP

• Go to Start | Programs | Pastel Evolution.
• Select the Evolution Data Distribution Services option from the list.
• The Evolution Data Distribution Services will open
• Click on Add to create a new setup
• On the first screen you are asked to select a Data Publisher
  
• Click on Browse and select ASCII as your publisher
  
• Click on Next to continue and Select the type of information you want to import (e.g. Customers, General Ledger accounts, Inventory transactions, etc.);
• Click on Next and then select Evolution as the Subscriber;
• Then click on the Finish button.

Please Note: This stage completes the initial setup.

3.) SETUP THE PLUG IN PROPERTIES

Here we need to specify how the data should be imported and into which database the import should occur.

• Enter a description for the import on the General tab
  
  
  

• On the left hand side of the Properties bar click on the Publisher icon

• Click on Browse and select the file you want to import

• If the import file has column headings, check the option 'Header Record'

• Choose a ?,? (comma) as the separator;

• Set the date format to ?Windows Format?.

3.1) GO TO THE PUBLISHER 2/2 TAB

On this tab, you need to specify which data you want to import, as well as the order in which they are in, in the import file. We need to make sure that the order is correct to ensure the DDS imports the correct data to the correct location in your database.

If your import file does not have all the mandatory fields, you will need to create them in your import file before importing.

• Tick all the check boxes alongside the fields you wish to import.

• The fields that are grayed out are compulsory.

• Make sure that the field layout on the Publisher 2/2 Tab matches the same position of that in the import file (e.g. When importing customers, if the Code is the first option in the DDS then the customer code must be the first column in the corresponding import file. Likewise if the Name is the fifth from the top in DDS, verify that the customer name column is the fifth column in the import file
  
  
  
• On the left-hand side of the Properties click on Subscriber.
• Here you need to specify which database you are importing into, as well as how the data will be imported (whether existing data will be overwritten or updated, etc).
• Firstly you need to specify which database you want to import into and how to connect to it.
  

• Do this by selecting the name of your server in the SQL Server drop down.

• Select whether you are using SQL or Windows authentications.

• Normally Windows Authentication is used as this will use your windows username and password to access the database.

• Select the database you wish to import into.

3.2) SELECT THE SUBSCRIBER 2/2 TAB

On this tab you need to specify how the data will be imported. The following three options are available:

1. Update all records

• This option will update all existing records (e.g. Inventory Items) with the information in your import file as well as create new items if they do not already exist in the database.

2. Append new records

• Selecting this option will only create records if they do not already exist in the database. Any existing records will be ignored during the import and not be changed.

3. Edit existing records

• This will only make changes to records that already exist in the database. No new records will be created

• Click on OK to save the import you have created.

4.) RUNNING THE IMPORT

Now that the setup is complete, you can begin the import.

• Right-Click on the import that you have just created and select Import Now (this import will be the last line on the Data Distribution screen).

• The import procedure will begin.

• While the import is in progress a green arrow will appear in the bottom left-hand side of the screen.

• This  arrow will disappear as soon as the import is complete.

• Click on the View Log button at the top of the Data Distribution screen to see if the data imported successfully.

• This will give you a detailed log of the import and will also indicate where a problem occurred if the import failed.

• If the import did not go through successfully, please review the log file and make changes to the import file as indicated by the error message.  

If you require further assistance or information on any of the above topics, please contact our support department. If you do not have a support contract, please contact sales@sagepastel.com.au

This document have the main objective to take the client throughout the Sage Pastel Partner registration process.

SCOPE

The procedures on this article applies to the Sage Pastel Partner 2005, 2007, 2009 and Sage Pastel Xpress. 

There are two different types of registration for your software, first of all you have to register your copy on your server, and then go to each workstation and register it. To achieve this you are required to follow different steps outlined on each heading of this document.

Also this article explains how to retrieve a PIN number from your server for the registration process. With this PIN you can generate your registration code online on our registration site  or through the manual process by submitting the form to us using the webform on the same site.

Please Note: That getting the registration from our site is instant, otherwise submitting a web form to us can take up to 48 hours.

PROCEDURES ON SERVER

The following steps will occur after a successful installation process.

Please follow the instructions below to register your package.

•  Start Sage Pastel Partner on your server machine. Click Help > Register your package.

• Click Next on the Introduction page of the Registration wizard.
• To register your server or stand-alone Workstation, select Local/Server Registration.

• Click Next
  
• You will need to enter your Base Serial and Registered Company name.
• Your Base Serial Number can be found in your Invoice. (If the base serial number field is already filled, skip this step)
  
• Write Your Registered Company Name. (If the registration name field is already filled, skip this step)
  

• Click Next.
• On this screen, you can check your Access Code/Pin Code.
  

• Now, go to http://www.sagepastelsoftware.com.au/ and
  
• under the menu registrations, follow the instructions to get your own Registration Code.
• if you have trouble getting your own code, please go back and select the "web form" option, so you can send a request to us
   (All "web form" registrations can take up to 48 hours for manual processing returns)
  
• Once you get your registration, please enter the code and hit Next.

• Please review the Registration summary screen. Please let us know if you note any discrepancies.
• Click Next and then Finish. Your Sage Pastel Partner server is now registered.

PROCEDURE FOR WORKSTATION

To register your workstations, please follow the instructions below.

• Start Sage Pastel Partner on the workstation machine. Click Help > Register your package.
• Click Next on the Introduction page of the Registration wizard.
• To register your Workstation, select Workstation Registration.
• You will need to enter the path to the Custom\Registration folder that is located on your server.
  This is where the previous registration information is stored
  
•  Hit Next. Please review the Registration summary screen.
• Click Next and then Finish. Your Workstation is now registered. You will need to repeat this on each workstation.

Error 20 message showing up and is preventing the users from getting into Sage Pastel Partner/Xpress program.

CAUSE:

There are a few cause of this error such as:

1. Pervasive Engine is not running - Pervasive Engine Icon appears with a red cross sign or does not exist on the task bar
2. Pervasive License has expired or does not exist
3. Connectivity between client and server.
   

SOLUTION:

1. Manually Start Pervasive
1. Go to Start Menu - All Programs - Pervasive - Pervasive.SQL - Engines - Start Workgroup Engine
2. Double check on the task bar to see if the Pervasive Engine Icon has appeared or has changed from red cross sign to green.
3. If the above has not worked, please continue below.
   
   
2. Check if you have the Correct Licenses
1. Please double click on the Pervasive Engine Icon on the task bar
2. Pervasive Engine details screen should appear. Please note down the engine detail. ie Database Service Manager for Workgroup Engine 9.60
   (If the icon does not exist, please find the details at  Start Menu - All Programs - Pervasive - Pervasive.SQL - Other Utilities - Monitor, and find on toolbar for Help - About screen)
   
3. Go to Start Menu - All Programs - Pervasive - Pervasive.SQL - Other Utilities - License Administrator
4. When License Administrator dialog has appeared, on the bottom half of the dialog, there are a list of Applied Licenses
5. Please make sure that there is a Permanent License Type that matches with your Pervasive workgroup or client/server engine as well as the correct version you are using.
   
   If there is a Permanent Licenses that has a different version to your Pervasive Engine Version, please reinstall pervasive with the correct version. (You will need to use the PSA to uninstall or please view our technical document on re-installing Pervasive)
   If there are no Permanent Licenses, you will need to re-register your Pastel Program. Please contact our support staff at registrations@sagepastelsoftware.com.au to obtain a temporary pervasive license in order to get into your Sage Pastel program for registration.
   
   
3.    Check Map Drive Connection (Workstation only)
   

Sometimes, when a workstation does not have access to the server, an "error 20" could show up. 

To check if your mapped network drive, go to My Computer, your mapped drives should appears right after your local drives (local hard disks and optical disks).


If you find it there, double click on the mapped drive, to make sure that the connection is up and running. In that case close windows and try to connect on Sage Pastel Partner/Xpress program again.

If you do not have a mapped drive for the Sage Pastel Partner/Xpress program folder in the server, please recreate the map network drive (right click on my computer, "Map Network Drive...", in the windows that shows, browse for the shared Sage Pastel Partner/Xpress program folder in your server and choose a letter for it, and click on OK)

ISSUE:

Unable to access Pastel Software with Error Message Status 116 showing.

CAUSE:

The error 116 is a network communication problem between a workstation and the server. These communication problems could be due to network hardware, cabling or the network user rights and pervasive settings. This error is thrown by pervasive because it cannot establish a connection to the server.

SOLUTION:

OPTION 1 - Engine and Loc file

1. First check that the Pervasive Pre-load icon is running in the bottom right hand corner of your screen (in your systray).
2. Log everyone out of Pastel.
3. Locate your company data folder and delete any `pvsw.loc files that may be within there.
4. Then log everyone back in and see whether the error occurs.
5. You will then need to assign the Gateway thereafter (please view option 3 below).

OPTION 2 - Pervasive Licence - Check if Pervasive License is Correct

1. Go to Start...Programs...Pervasive SQL ...Other Utilities...Licence Administrator
2. At the very bottom, please check to see whether there is a Permanent licence applied for Pervasive. If there are no Permanent Licenses, you will need to re-register your Pastel Program. Please contact our support staff at registrations@sagepastelsoftware.com.au to obtain a temporary pervasive license in order to get into Pastel for registration. Otherwise, move to option 3.

OPTION 3 - Assigning a Gateway

1. Log everyone out of Pastel.
2. Locate your company data file.
3. Delete any 'pvsw.loc' file that may be within your data file. We can then assign a Gateway.
4. To assign a Gateway, (PLEASE NOTE: THIS PROCEDURE MUST BE DONE IN THE SERVER AND THEN IN ALL WORKSTATIONS)
   
1. In Windows click on Start.....Programs.....Pervasive.SQL .... Other Utilities... Gateway Locator
2. click on Change button
3. select "Assign a Gateway"option and type/browse your server name and click ok
4. The UNC field will now be filled with a path for your server, something like this "\\YOUR_SERVER_NAME\C$\PVSW\Bin\~PVSW~.LOC"
5. Click in exit
   
5. Then log everyone back in and check to see if the error occurs again?

OPTION 4 - Pervasive Settings
       If the error continues to occur, then please run through the following Pervasive settings that need to be set on all PC's including the server:

1. In Windows click on Start.....Programs.....Pervasive.SQL ....Control Center
2. On the right panel double click on the 'Pervasive.SQL Engines' icon
3. Double click on the resulting computer name icon
4. Double click on the 'Configurations' icon
5. Double click on the 'Client' icon
6. Double click on the 'Communications Protocols' Folder
7. Double click on the 'Enable auto Reconnect' option and set it to 'ON'
8. Double click on the 'Supported Protocols' option and ensure that 'Microsoft TCP/IP' is the only selected protocol in the right panel.
9. On the left panel click on the 'Performance Tuning' folder
10. On the right panel click on the 'Use cache Engine' option and set it to 'OFF'
11. On the left panel click on the 'Configurations' icon
12. This time double click on the 'Server' icon
13. Double click on the 'Communications Protocols' Folder
14. Double click on the 'Enable auto Reconnect' option and set it to 'ON'
15. Double click on the 'Supported Protocols' option and ensure that 'Microsoft TCP/IP' is the only selected protocol in the right panel.
16. On the left hand panel click on the 'Memory Usage' folder
17. Double click on the 'System Cache' option and set it to off.
    Note: The above steps need to be performed on all PC's on the network (including the server) which runs Pervasive.

SCOPE:

Whether Sage Pastel 2009 can run on Windows Server 2008 and Windows 7.

DETAILS:

Sage Pastel 2009 was released long before both operating systems, information regarding the compatibility has been confirmed by Sage Pastel International. They have performed tests on both operating systems and have concluded that:

• For Windows 7:
  A new build (Build 10.2.4 update or later) is compatible with Windows 7.
  
  
• For Small Business Server 2008
  The package will need to upgrade to new Pervasive V10 release in order to run the program.

If you have any further queries, please do not hesitate to contact our support department. You can also submit the support enquiry forms from our website. The new Pervasive codes for V10 are also now available.

PURPOSE:

This documentation will guide users through the information required in order to successfully go through the Year End procedure for Sage Pastel Partner or Xpress software.

SCOPE:

The year-end procedure itself is fully automated, and prepares your company for processing in the new financial year. During the procedure relevant account balances, budgets and transactions are transferred, date parameters changed, and so on.

Unlike many other accounting systems, you can still post adjustments and accruals to the previous year once you have run the year-end procedure. In effect, running the year-end is therefore not time critical, in that you can still run your year-end without waiting for all financial transactions to be done.

However, you cannot process customer sales documents and supplier purchases documents to the previous financial year. You must therefore ensure that you have processed all customer and supplier documents for the current year before running the year-end procedure. Journal and cashbook transactions/adjustments can be left for after the year-end.

Before performing the year end procedure, please take the time to read all instructions below so that the year end process can go through as smoothly as possible.

CRITICAL NOTES:

IMPORTANT NOTE:

PREPARING FOR YEAR END CHECKLIST:

It is absolutely imperative that you prepare thoroughly before you process the year-end. The following checklist will help to ensure that you have done all the necessary preparatory work.

Task	Details
Update Open Batches	You cannot process the year-end if you have open batches in your company data. (To determine whether you have any open batches simply click on View….Open batches from within Partner). Note, however, that invoices on hold, outstanding sales orders, purchase orders and quotations will not prevent the year-end from running.
Backup Your Company	We cannot overstate the importance of this step. You should keep this backup and never overwrite it. As a precautionary measure, make at least two sets of backups and store them in different physical locations. If the year-end procedure does not complete for any reason you will have to restore from backup and reinitiate the year-end procedure. It is also recommended that you run a data integrity before making this backup.
Copy the Company to a New Company	This step is optional, but highly recommended. If you have enough disk space, you can create a new company as a copy of your company prior to the year-end. This is useful because you can continue to do queries on transactions and balances, which are more than two years old. If you decide to do this, we suggest that you change the password(s) on the copied company to prevent you from inadvertently posting entries into that company. Note that this procedure is not sufficient as a backup – if your hard disk fails you will loose the data of both companies. You can do this within the Year-end Assistant.
Make Printouts	We recommend that you make at least the following printouts before running the year end:      - Trial Balance for the year      - Balance Sheet for the year      - Detailed ledger for all accounts and all periods      - Customer and supplier age analysis reports      - Any other reports you deem necessary
Create a Retained Income Account	If this is the first time you are running a year end, ensure that you have created a retained income GL account. The system posts the profit or loss for the year to this account. Steps to ensure that the Retained Income account is created/setup correctly:      - Search for the Retained Income account.      - If it exists, ensure iis allocated to: B15 - Retained Income  Balance Sheet Financial Category      - If not, create the account and ensure its allocated to the Retained Income Financial Category      - Once you have finished creating the account, click save.
Foreign Currency Revaluation	If you use the Multi-Currency add-on module, you must run a foreign currency revaluation prior to running the year-end.
Disk Space and Memory	It is important to check that the available disk space is sufficient to run the year-end.  There should be at least disk space available equal to the size of your data directory.  Furthermore, please ensure that the available conventional memory (i.e. the “Largest Executable Program Size”) is 585K. How do I check on my computer what my free memory is?      - Go into your MS DOS prompt and simply type in MEM and press Enter.      - Locate the area Largest Executable Program Size (3rd line from bottom)      - Ensure this setting states at least 585k.      - If it is less, then you may experience problems such as memory errors or hanging problem
Processing Inventory Count	One of the routines you usually perform before the year-end procedure, is a stock count. It is not necessary to complete all the options in the inventory count assistant before running the year-end.  If you perform a snapshot before the year-end, you can always complete it after running the year-end. You can adjust stock quantities in the last period of last year via inventory journals.
Preserving Budgets at Year End	Budgets are transferred to the correct year automatically during the year-end procedure. Please refer to the section “what the year-end procedure does” for further details on exactly how the processing is done. If you want the current budget values before the year-end to remain as the current budgets after the year-end, copy the values for this year's budget to next year's before running the year-end procedure. This is done through the Edit…. Budgets menu.
Unmatched Payments	When you process to open item accounts you allocate payments and receipts to original invoices. After you have run the year-end you will be able to allocate payments/receipts to the previous year's outstanding invoices.

WHAT RUNNING THE YEAR END PROCEDURE DOES:

The year-end procedure automatically sets up the company for processing in the next year. During this procedure the following processing is done:

Process	Explanation
Updates General Ledger Balances	For income statement accounts, current year balances move to last year. For balance sheet accounts, last year balances consolidate as one total, and the current balances move to last year. Current year balances are set to zero. Current budgets move to last year budgets, future budgets move to current budgets, and next year budgets become zero. The system posts the profit or loss for the year into the retained income account.
Updates Customer and Supplier Balances	Last year balances are consolidated into one total, this year balances move to last year and last year's closing balances are transferred to this year as opening balances. This year balances and sales / purchases values become zero.
General Ledger, Customer, and Supplier Transactions	The system deletes last year transactions. This year transactions become last year transactions, and the system creates a new, empty transaction file for the current year. Invoices on hold have their period set to period one.
Updates Inventory Costs, Sales, and Quantity Values	Closing stock quantities become opening stock quantities in the New Year. The respective costs of these items are also carried forward.
Periods	The years are incremented by one year in the period table, and period end dates are adjusted if necessary, for example, for leap years. The current period for single period users is set to one.
Moves Period 13	If you set period 13 as the first period of the new year, the system transfers period 13 transactions and balances to period one of the new year.
Invoice History and Open Item History	Invoice history and open item history are not deleted by the year-end procedure. To delete these you must run the Delete History / Clear Files function.

PROCEDURE:

1.) Running the Year End Procedure:

• In Sage Pastel Partner click on the Change.. Year End menu option. When prompted for a password simply type in your supervisor password and click on 'OK'
  
• The Year End Assistant will display on screen providing you with the option to create a backup. If you have not already done so please click on the 'Backup' option to create a backup. Otherwise, click on the 'Next' option to continue if you already have a backup.
  
• The assistant will then prompt you to optionally copy your company to another company. As stated previously it is highly recommended that you use this function.
• Please be aware that this does NOT replace the need to do a backup.
• If you have chosen to copy the company, please specify a name for the new company and tick the option to 'Run the Year End in the new company' option
  
• If you have chosen the option to create a copy company you will be prompted to change the password of you original company so that you do not inadvertently post transactions to the incorrect company in future. After acknowledging the message click on 'OK' to continue.
  
• The Assistant reminds you of the minimum reports you should run. However, you cannot produce these reports here. If you still need to produce some reports, cancel the Assistant, run the relevant reports, and then return to the Assistant. After acknowledging the message click on 'Next' to continue.
  
• The assistant then reminds you what exactly the Year End procedure does. To proceed further click on the 'Next' option.
  
• Finally you are prompted with a confirmation message before the system performs the procedure. At this point click on the 'Process' option to run the Year End procedure.
  
• Once the system has completed the Year End process successfully, a "Year End Complete" message will appear. Simply click on 'Ok' to continue and then 'Finish' to close the Year End Assistant. If you do not receive confirmation that process has completed successfully, please restore from a backup and run the Year Procedure again.
  
• Once the Year End Assistant is closed, Partner will log you into you company data. To ensure your company data is setup for the current financial year, within Sage Pastel Partner click on Setup..Periods and verify that the period dates are correct.
• It is strongly recommended that at this time you run another data integrity check. To run a data integrity check you will need to be logged in as a Supervisor and have sole access to your data. To initiate this process simply:
• Click on File..Data Integrity.
• If you have not already made a backup please do so before proceeding. If you do have a current backup then please click on 'Next' to continue.
• Ensure the 'Verify Data Only' option is ticked and then click on the 'Process' button

• If errors are revealed by the Data Integrity, please report these to us by emailing support and attaching the error report to support@sagepastelsoftware.com.au or fax this to 1300 130 532      

2.) Processing Last Year Transactions After the Year End:

As mentioned earlier in this documentation, you will be able to create transaction or make adjustments for the previous year, but you will not be able to create Customer or Supplier documents for the previous year. To process a Journal entry for last year you'll need to do the following:

• Go to the relevant cashbook/journal.
• Click on Settings button (bottom right hand corner).
• By checking/un-checking the 'this year transaction' option you will be able to switch between this year and last year processing. Last year will be displayed in red at the bottom of screen. However this year and last year transactions cannot be posted in the same batch and the option to last year or this year will be grayed out if a batch already exists.

If you require further assistance or information, please contact our support department. If you do not have a support contract, please contact sales@sagepastelsoftware.com.au

This technical bulletin will run through how to rectify a common error that is usually experienced when re-installing Pervasive. It has to do with Pervasive components not being registered correctly.

Scope:

Pervasive components need to be registered in order for Sage Pastel Partner to run correctly. In order to register Pervasive components, please view the Procedure below:

Procedure:

1.) REGISTERING PERVASIVE COMPONENTS:

• Click on the Start Button on the bottom left hand corner of your screen
• Click on the Start button on the bottom left hand corner of your screen
  Select Softline Pastel.
• Select Pastel Accounting Partner 2007.
• Select Components Utility.
  
  This utility will register all Pervasive components and you should then be able to access Partner without the error 429 appearing.

2.) REGISTERING PERVASIVE COMPONENTS MANUALLY:

• If the utility does not register the files correctly, you can register the required files manually. The files to register are listed below:
• V2005sec.dll
• ncscontrols.ocx
• ssa3d30.ocx

3.) HOW TO REGISTER A FILE

• Go to Start...Run
• Type in regsvr32 (& file name)
• Then press [Enter] or the OK button.
• Then register the next file required until all three have been registered.

If the problem is still occurring afterwards, then please try running a repair install on Sage Pastel Partner. This has been known to resolve the issue also.

For more information contact our support department. If you do not have a support contract, please contact sales@sagepastel.com.au