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Abacus Services » Pastel Partner/Xpress. WELCOME TO YOUR PASTEL PARTNER YEAR END GUIDEAs the Year End draws closer, we understand the overwhelming challenge which confronts you, having to ensure that the whole year’s accounts are prepared correctly, and that your financial records are completed for auditing. We are therefore pleased to issue you with your Year End Guide. The guide highlights important steps when using your Pastel software to ensure successful completion of running your financial Year End. We have prepared this step- by- step Year End Guide with easy- to- follow instructions and screen illustrations, in order to assist you in ensuring that your books are accurately balanced for a smooth rollover into the new financial year.
This guide is produced exclusively for you, our Pastel Cover customer, because we want you to spend less time in support queues and more time managing your business efficiently. SUMMARY OF THE YEAR END PROCEDUREThe Pastel Partner Year End procedure is broken down into four major steps: STEP 1: Before the Year Enda) User Access and Multi- Period Processingb) Making Use of Period 1. Running a Year End on a Network or Multi- User site. STEP 2: Preparing for the Year Enda) The importance of making a Backupi. How to make a backupii. Pastel Iron Tree backup Solutioniii. How to restore a backupb) The Retained Income Accounti.
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What is a Retained Income Accountii. How to create the Retained Income Accountc) Processing a Foreign Currency Revaluationd) Updating Point of Sale Cash on Deliveries/Documents on holde) Completing a Stock Take / Inventory Countf) Making a copy of the companyg) Completing the necessary Printoutsh) Completing the checklist. STEP 3: Running the Year Enda) What happens during the Year End Procedureb) Running the Year End. STEP 4: After the Year Enda) Ensuring the Year End has been successfulb) Settings for the New Financial Year.
This guide will assist in the correct processing of your Year End to prevent unnecessary pressure and frustration. STEP 1: Before the Year End. At the end of the financial year, you need to run the Year End procedure. With Pastel, this process is automated and prepares the company for the New Year. During the Year End procedure, relevant account balances and budgets will be transferred, transactions deleted and parameters set. However, there is some preparation required prior to running the Year End procedure. With Pastel Partner, the month end process is not necessary, as it may be with other accounting systems.
This is because Pastel is a multi- period system. However, it is necessary to ensure that a user does not process entries into the incorrect month in error, since this will result in incorrect values appearing on your report and in your age analysis. Prevent mistakes like these, by setting up user passwords and restrictions. If you choose not to allow multi- period processing, you will need to run a Period Increment (i. Choose the option Period Increment, the following screen will be displayed. Deselect the Multi Period Processing by unchecking the Allowed option.
Click on Process to complete the increment Once you select the Process option, the period will automatically increment. Period 1. 3 can become period 1 of your new financial year (New way)a. Making use of period 1.
Year End on the last day of the financial year. After the Year End has been completed, any transactions processed in period 1.
The previous financial year will reflect only 1. If you make use of this option, you must ensure you are aware of what the last period is. If you have this option checked and your last period is period 1. Period 1. 3 allows you to extend the financial year by a period that is then included in the current financial year (Traditional way)a.
The Year End process will close off the financial year at the end of Period 1. Making use of Period 1. If you make use of this option, you must remember when extracting reports you will need to use 1. To make your selection, go to Setup and then select Periods. Please note that the system is automatically placed in single user mode, and processing cannot take place by any other users on the network. The following screen will display: Check this option if you wish Period 1.
Period 1 of the New Year. Remember to ensure the last period is correct before running the Year Endc) Running a Year End on a Network or Multi- User site. If you are making use of a multi- user environment where you run Pastel Partner on a network, we strongly recommend that you perform the Year End process on the server. If this is not possible then we suggest that you copy the data to a local drive (C: \) on one of the workstations and complete the Year End process on this local machine. The Year End can be a lengthy process and by executing this on the server or local machine, you will ensure the process is completed as quickly as possible, allowing your users to post transactions again with minimal delay.
STEP 2: Preparing for the Year Enda) The Importance of Making a Backup. Data loss is an unforeseen but very real danger.
Backups are therefore vital to retain the integrity ofyour data. Multiple backup sets will enable you to restore your data as recent or long ago as you require. Typically you should use three sets of backup disks.
These disks should be rotated (i. With this method, previous backups could beused should the latest backup set be damaged, requiring only minimal data recapture. When creating the backup, make sure you backup the complete company. Avoid just backing up specificfiles, even if your backup program allows this type of operation, since it’s very easy to miss theone file that’s crucial to the restoration process. Pastel is now offering all customers the ability to backup their data online to an independent, mirroreddata centre infrastructure. The facility, known as Pastel Iron. Tree automates the full backup processand ensures that data is secure and accessible 2.
For more informationon Pastel Iron. Tree, contact Pastel Sales on 0. Pastel Iron. Tree on.
Always make a backup: – Before doing a Year End (this backup should be kept in a safe place, separate from daily backups).– Before making an adjustment, deleting or purging historical data.– Before running any of the Data Integrity options on the File and Data Integrity menu. Tips for your backup procedure: – We do not advise that you make use of stiffy disks for a critical backup, however if you have nochoice, remember to first format your disks.– It is advisable, if possible, to rather backup to a CD, DVD or removable hard drive.– You should label your backups clearly and in the case of a Year End backup never overwrite it.– It is also advisable, if possible, to keep backups in a fire proof safe.– As a precautionary measure, make more than 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 the data from the backup and redo the Year End procedure. The Troubleshooting section at the end of this guide lists some errors that may occur during the Year End procedure and in many instances restoring a backup is the only course of action.
It is also recommended that you run the Data Integrity function before making this final backup. This will allow you to confirm that your data has absolutely no errors before initiating the Year End process. If you work in a multi- user or network environment, we recommend that you run the data integrity on the server or copy the data to the local drive of one of the workstations. Running the Data integrity can be time consuming on large sets of data and users are not able to process while this is running.
Remember to have a valid backup of the current data as it is prior to running the Data Integrity. How to make a Backup. In your company, go to File and select Backup.
On the next screen, select the Verify Method as Ensure Files Readable. Then double- click on the location you wish to backup to, click on Process to begin the backup.
Check the Ensure Files Readable. Option and click on Process to start the backup. You cannot backup directly to CD or DVD from Pastel Partner.
There are many variations of CD and DVD writing software. For us to make a choice of one of these as our standard feature would limit your choice as a customer to a single backup solution. Note. Therefore, if you are going to backup to CD or DVD, you will have to backup to your hard drive and then copy the backup to CD or DVD or alternatively make use of our online backup facility, Pastel Iron.
Treei. Pastel Iron Tree Back Up Solution. Iron Tree is a cost effective online data backup service for SME’s. The back- up process is automated which means no room for human error. If you lose data that is critical to your business, you can access backed up information 2. Go to www. pastelirontree. Pastel Support Consultant. How to Restore a Backup.
To restore the data repeat the steps to backup your data as above, but select the Restore option. If the company does not already exist on the local drive (e. The company must have the same name as that of the company you are estoring. The Restore option will then restore the data into the newly created company. NB: Ensure that you are in the correct company within Pastel that you wish to restore data to, or you may receive an error. To run the Data Integrity before your final Year End backup: – Go to File.– Select Data Integrity.– Click on Next and the following screen will be displayed.
Select the option to Verify Data only and then click on Process to start the integrity check– Select the option Verify the Data Only.– Click Process. Should you encounter any problems with your data verification please refer to the Troubleshooting section at the end of this guide. Note. You also have the option to make your backup from within the Year End Assistant. The Retained Income Accounti. What is the Retained Income Account?