FAMILIARISE YOURSELF WITH PASTEL EVOLUTION

Transcription

1 FAMILIARISE YOURSELF WITH PASTEL EVOLUTION LESSON 2 LEARNING OUTCOME The purpose of this lesson is to successfully log into and navigate within Pastel Evolution. LEARNING OBJECTIVES On completion of this lesson, you will be able to: A. Log into Pastel Evolution. B. Administer important operational and maintenance functions. C. Use the Utilities menu. D. Navigate within Pastel Evolution. E. Use the Help function. F. Use shortcut keys. G. Identify the different icons. Lesson 2: Familiarise yourself with Pastel Evolution Requirements: Use the Mike s Photo Shop Company you created in Lesson 1.

2 LESSON OVERVIEW Lesson 2: Section A Login procedure. Lesson 2: Section B Important operational and maintenance functions. Lesson 2: Section C Utilities menu. Lesson 2: Section D Navigating in Evolution. Lesson 2: Section E Help Function. Lesson 2: Section F Shortcut keys. Lesson 2: Section G Distinct Evolution icons. A LOGIN PROCEDURE The following procedure will assist you to successfully log into a company: 1. Open Pastel Evolution by double clicking on the shortcut that was created on your desktop during the installation process. The following screen will appear: 2. Select the company and click on OK. 2 2 Lesson Evolution Practitioner Core Course

3 3. To work in a company, you need an agent name (a user name), and a password. Only one person can access the company at a time using the same agent name. In addition, it is good security to give authorised people their own agent name and password. There are two reasons for this: You can assign access rights to each agent individually. The system tracks many processing functions by agent name. Evolution creates default agents and they are as follows: Agent Name: Password: Use: Admin System Guest Admin SystemUser (None) This agent has full control over every function. You cannot restrict the access of this agent in any way, nor can you delete this agent. This user initially has access to all functions on the system, but you can change access permissions for this user. Various functions default to this agent, which you cannot delete. You can use this agent to allow users who do not usually access the system to log in from time-to-time. You should first restrict the access of this agent, since their default access is to everything. Usually, you prevent a guest agent from being able to make any changes to the system. We will look at how to create Agents later on in this lesson. 4. Enter the agent s name as Admin and the password as Admin. Click OK. 5. Reflect back to the log in screen and identify the following checkboxes on the screen: Checkbox: Save Password Default profile Purpose: Check the Save Password check box if you want the system to remember the password you enter. You should only use this option if your computer is secure or you are training on the system. If you check this option, anyone who knows your Agent name can login to the system. Check the Save Password check box, then check the Default Profile check box if you wish the system to default the agent name as well. This is very insecure on a live, confidential, system. Evolution Practitioner Core Course Lesson 2 3

4 6. If your Evolution package needs an upgrade or update the system will prompt you at this stage by displaying the following screen: 7. The system will run the updates and prompt for a transaction session date. 8. Select the options applicable to your business and click OK. 9. At this stage, the system might have identified the following: Status: Program update / upgrade Not registered Expiration Expected prompts: If there has been a program update, the system may need to upgrade the company database and/ /or the common database. If this is the case, the system issues an appropriate message and asks for confirmation. Once you provide the confirmation, the database upgrade executes. If you have not registered your system, you may receive a registration prompt. If your registration is about to expire, reminder. you will receive a i Note that only the Admin agent can process an upgrade. Other agents cannot processs in this company until the Admin agent processes the upgrade. i We suggest that you make a backup of the company prior to performing an upgrade, as a power interruption during the upgrade can cause data loss and corruption. ACTIVITY 2-1 The objective of this activity is to successfully log into a company. Use the knowledge you have gained thus far and perform the following task: 1. Log into Mikes Photoshop. If you should requiree assistance during this activity refer to the detailed processes in the previous pages or ask your facilitator / coach to assist you. 4 2 Lesson Evolution Practitioner Core Course

5 LOCATE, EDIT AND REMOVE DATABASES FROM THE LOGIN SCREEN As you might have noticed, the Login Screen has a list of buttons on the right, namely: Locate Edit Remove New If you wish to locate, edit or remove existing databases you click on the applicable button and follow the easy process thereafter. i Note that if you remove a database, you are not deleting it and can be located again. If you wish to create a new database, click on New and follow the process thereafter. CREATE NEW AGENTS Let us create new agents. ACTIVITY 2-2 The objective of this activity is to create new agents. 1. Click on the Agents Administration tab in the main menu or system tree. 2. Select Agents. 3. Click on Add. The following screen displays. Evolution Practitioner Core Course Lesson 2 5

6 4. Create Douglas Bell as an Agent. Click on the General tab. You can add contact details and address details using the tabs at the top. 5. Click on the Options tab. This tab allows you to set up the agent s password options, out of the office options and incident options. For Doug, un-tick the box allowing him to change his password. Leave the other options as its defaulted settings. 6. Click on the Defaults tab to set the agent s default settings, whichever applies. 7. Click on the Groups tab. This tab will allow you to select the group that the agent is part of. 8. Click on the Access Permissions tab. The following screen willl appear: 6 2 Lesson Evolution Practitioner Core Course

7 This screen allows you to set up permissions for agents. This will determine what the agents can and cannot access in Evolution. 9. Click on the System Tree tab. Here you can view the agent s system tree and double check that the agent has the correct permissions set up. CREATE AGENT GROUPS We will create agent groups by means of the following activity: ACTIVITY 2-3 The objective of this activity is to create agent groups. 1. Click on the Agents Administration tab in the main menu or system tree. 2. Select Agents Groups. 3. Click on Add. 4. Create the IT Department as an Agent Group. 5. Click on the Member tab and link Doug to this group. AGENT REPORTS To generate Agent Reports follow the following process: 1. Go to the Administration tab in the main menu or system tree. Evolution Practitioner Core Course Lesson 2 7

8 2. Click on the Agents Administration. 3. Select Reports. 4. The following reports are available: Report Agent Groups Agent Listing Agent Sessions Contents This reports details the different agent groups you have set up in your system. This report lists all the different agents that use or have access to the system. This report details the agents that are currently logged into the system. B IMPORTANT OPERATIONAL AND MAINTENANCE FUNCTIONS During this section of the lesson, the following processes will be explained: Changing the Regional Settings on your system. The Evolution Database Management: o Restore process o Back-up process o Remove company database process o Delete company database process o Attach and detach databases Copy company database process CHANGING THE REGIONAL SETTINGS This section of the lesson will be introduced by means of the following activity: ACTIVITY 2-4 The objective of this activity is to change the regional settings applicable to your country. Requirements: Refer to the Data Disc and open the video file called Change Currency. Double click on the file, select the process for either Windows XP or Vista, which ever applies to you. View the video by using the forward and back buttons on the bottom right hand corner. Click on Exit to close. 8 2 Lesson Evolution Practitioner Core Course

9 BACK-UP, RESTORE, DELETE, ATTACH AND DETACH DATABASESS 1. To back up, restore, delete, attach and/or detach databases, start the Database Management console via Windows by going to Start...Programs....Pastel Evolution...Pastel Evolution Database Management. 2. Select Backup Database. 3. In the Destination block, depending what your action is, browse and select the applicable database that you wish to restore, delete, attach, detach etc., as well as select where the database should back-up to. 4. Click OK. i The process is the same for all the processes mentioned in this section. For more detailed information about these processes view the video file on your dataa disc called Maintenance Functions.exe. Double click on the file and wait for it to open. Follow the instructions on the screens. Evolution Practitioner Core Course Lesson 2 9

10 COPY COMPANY You can create a new company database by copying some or all elements of an existing database. You may want to do this for two different reasons: 1. This feature can save you a lot of time if, for example, a related new company may need the same general ledger structure as a current company. Alternatively, a branch may use the same inventory items and suppliers. 2. At year-end, you can make an exact security copy of your company. You can then produce year-end reports at your leisure in the copied company. i We cannot stress enough that copying a company is NOT another way to do a backup. You need to put backups onto removable media, and at least occasionally take a backup to another geographical areaa for added security. Copying a company onto the same network as the original company data is insufficient. ACTIVITY 2-5 The objective of this activity is to copy a company. Follow the process below to copy a company database: 1. Go to the Pastel Evolution Login screen and select the company you wish to copy. In our case we, will use our Course Company. Make sure you have entered your Agent Name Admin, and password Admin. 2. Click OK. 3. Select the correct options on the Transactions Session Date screen. 4. Click on OK. 5. From the Main Menu Bar select Administration... System Tools...Copy Company: 6. The following screen displays: 10 2 Lesson Evolution Practitioner Core Course

11 7. You would now enter the name of the new company. We will keep the default name Copy of Course Company. 8. Click the Options tab and the following screen will display: 9. There are two ways to copy the company. Full Copy (including transactions) Selective Copy (without transactions) To copy the company fully, for example, at year-end, choose the Full Copy option. The whole company copies, including transactions. To copy a company on a selective basis, choose the Selective Copy option. Then, in the table, choose the elements you need to include in the new file. You can click All to select all elements, and None to de-select all elements. Note that choosing the Selective Copy option and then choosing All is NOT the same as choosing the Full Copy option. In the Full Copy option, the system copies transactions and balances. In the Selective Copy option, the system never copies balances or transactions, only master file records. 10. For now, select the Full Copy option. Evolution Practitioner Core Course Lesson 2 11

12 11. Click Next to continue the process. The Create New Database window opens: 12. Click Next. 13. The Create New Pastel Evolution Database screen displays, select a (local) SQL Server Name as well as the Database Name as EvolutionCommon. 14. Click Next. 15. The following Payroll screen will display. 16. Click Next. 17. The Create New Pastel Evolution Database screen displays: 18. Click Finish. 19. The Confirm New Database screen displays and will run the confirmation. 20. Once this process has completed the following screen displays: The system defaults the fields to the same ones as the database you are copying, except for the database name, which it obtains from the first screen of this process. 21. Click Finish Lesson Evolution Practitioner Core Course

13 22. The system copies all the information from the Company you selected to the destination you entered. 23. The following dialog displays: 24. Select Yes and take note of the contents. 25. Close the Log File. 26. You will be redirected to the System Tree of the Course Company. 27. Choose the File... Exit and Log Off menu option. 28. This takes you back to the Login screen where you can either go to another company or as another agent in the same company. Evolution Practitioner Core Course Lesson 2 13

14 C THE UTILITIES MENU The Utilities menu is only available on the main menu. This menu allows you to administer the following actions in Pastel Evolution: Option Reset from defaults Rebuild Icon Cache Explorer Options Check for updates Registration Change password Set Agent Out of Office Change Session Date Contents You can customise each form you work with. For example, you can customise the menus and/or toolbars of that form. These customisations remain in place once you save them. If, however, you wish to revert to a form s default setting, use this menu option while the form is open. When you next open the form, your customisations will no longer be there. Use this to recreate or refresh the icons of Pastel Evolution on your system. You use this menu to configure general personal settings per agent. If you are connected to the Internet, this option checks to see whether you have the latest version of the software. You can download the latest version. Use this option to register your product. Use this option to change your password from time to time as a security measure. If an Agent will not be in the office for a certain amount of time or days, you can set a message here for the system to prompt other agents. To change the processing data of the system Lesson Evolution Practitioner Core Course

15 These are functions that will usually be done by the System Administrator. Let us look at a few of these functions. REBUILD ICON CACHE When your system opens and the icons displays, for example, like this: Go to your Utilities menu and select Rebuild Icon Cache for it to change to this or the setting you saved on your workstation. i Remember that your display might look different to the screens used in this course. This is reliant on all the different add on modules you have registered on your system. Evolution Practitioner Core Course Lesson 2 15

16 CHANGE PASSWORD If you select the Change Password option from the Utilities menu the following screen will display: Change your password here, confirm it by re-typing it and if you want the characters to show, tick the box. This screen allows you to record a hint for in case you forget your password. As it states on the screen, do not enter your password here, just enter a hint or tip etc. that will make your remember it. Click OK to save your new password. SET AGENT OUT OF OFFICE When you or one of the agents are out of the office for lunch or a meeting, you can record this in a message form that will pop up when other users are looking for you. Tick the box Agent is Out of the Office, the fields will become active and then you can record the reason and specific the date or times you or other agents will not be available. This is very handy when you have the Resolve Module of Pastel Evolution Lesson Evolution Practitioner Core Course

17 D NAVIGATING IN EVOLUTION OVERVIEW Once you have logged into the company the System Manager Screen will display: Familiarise yourself with the different menu and navigation options within Evolution, displayed in the following table: Options: Display: Menu Bar Module Toolbar Navigation Toolbar Continued on next page Evolution Practitioner Core Course Lesson 2 17

18 Work Area The work area refers to the white area where the dialogs will display when you drill down into a specific module. System Tree The system tree displays on the left of the System Manager screen. It outlines the modules that you have available in Evolution. NODES AND DIALOGS There are two types of program functions, they are: Node Display on the system tree and execute in the work area. Dialog Do not display on the system tree and they execute in separate windows. We will now look at the navigations options in more detail. THE MAIN MENU BAR The following table outlines the different main menu bar options with a brief description of what you can do under each. Menu Name File View Administration Maintenance Function This lets you login and logout, close the program, and open a copy of the Explorer. This lets you access system tree functions. This menu contains administrative functions, some of which we cover in this course. This menu lets you create master file and other records for each application. Examples are customer, inventory, and fixed asset records, discount pricing, and so on. Continued on next page 18 2 Lesson Evolution Practitioner Core Course

19 Reports Transactions Enquiries Charts Utilities Help This lets you createe printed reports. You have powerful filtering and ranging tools. In addition, you can customise the report layouts and save the layouts for later use. This menu is wheree you perform the day-to-day entry of transactions. Examples are orderr entry, customer contacts, and purchasing. You use this menu to conduct detailed screen enquiries. You can filter and sequence your dataa using powerful tools, customise the fields you wish to see, and save the filters and screen layouts. This menu shows information in graphic format. This menu lets you your password. reset some defaults, register your system, and change The menu gives you access to the on-line help. In addition, you can link to Internet sites that contain additional support information and program update information. [Refer to the data disc for more detailed processes on this option.] We will now look at the General Ledger options in the main menu bar: If you want to access maintenance options for the General Ledger Module, click on the Maintenance General Ledger and the following options will appear: This will be the same for when you want to access General Ledger Reports, process General Ledger Transactions, Enquiries and Charts. When you select the tabs in the main menu, select the General Ledger option and a list will expand containing the different options available. Evolution Practitioner Core Course Lesson 2 19

20 THE MODULE TOOLBAR The Module Toolbar contains all the different modules available in Evolution. Click on the General Ledger icon and all the options relating to the General Ledger module will display in the work area, as shown below: THE NAVIGATION TOOLBAR This refers to the icons displayed in the work area when you log into Evolution. They are the modules available in Evolution and are displayed as large icons. Click on the General Ledger icon and the same icons will display in the work area as it did when you took the Module Toolbar route. THE WORK AREA The work area, as previously mentioned, is the white background where the icons display. These icons are known as the dialogs and opens in separate windows for processing etc Lesson Evolution Practitioner Core Course

21 THE SYSTEM TREE Using the System Tree, the following as in the previous menus, namely: Maintenance Transactions Enquiries Reports Charts options become available. They are exactly the same As you select an option, the applicable dialogs will be displayed in the work area. ADJUST, HIDE, CLOSE AND RETRIEVE THE SYSTEM TREE It might happen that you accidentally closed your system tree and do not know how to retrieve it. The system tree allows you to adjust the width, hide and / or close it. Let us take a look at how to perform these functions. Evolution Practitioner Core Course Lesson 2 21

22 ADJUSTING THE SYSTEM TREE Move the mouse cursor onto the border between the System Tree and the work area. The cursor changes shape to a resize icon. Hold the left mouse button down, and drag the border until the system tree is the size you require. Release the mouse button. HIDE THE SYSTEM TREE Click on the bar to hide the system tree. When you would like to restore the system tree, click on the bar again and the system tree re-appears. CLOSE AND RETRIEVE THE SYSTEM TREE To close the system tree click on the x, displayed at the top of the tree: To retrieve the system tree go to the main menu bar, select View Show System Tree Lesson Evolution Practitioner Core Course

23 E HELP FUNCTIONN (F1) The Help Function is also only available on the main menu bar of Pastel Evolution. If you click on the Help tab the following list of options displays. 1. The most important function you must remember is that if you press F1 at any stage when you are working in Evolution, the Help function will direct you to the help files associated with the area you are working in at that moment. 2. You can also use the help functionn from the menu bar and search for your query by typing in the key words. 3. The last important option is when you go to Help About. The screen that displays outlines the following important information about your system: Version Registration Status Company Name Server Name Database Name A list of all the registered Add on Modules. Evolution Practitioner Core Course Lesson 2 23

24 F SHORTCUT KEYS The shortcut keys will be introduced by the following activity: ACTIVITY 2-6 The objective of this activity is to familiarise yourself with some shortcuts in Evolution. 1. Build the Evolution box: Requirements: Refer to the template on the data disc. Print the template on an 120gms white A4 paper and cut the box out, including the gluing flaps. Fold and glue the box together. The box is a job aid, you can put on your desk at work or at home, wherever it will be useful. i Please note that this tool does not include all of the shortcuts in Evolution. ACTIVITY 2-7 The objective of this activity is to use your keyboard to navigate within Evolution. 1. Press Alt on your keyboard, at the bottom left or right of the keyboard. 2. When pressing Alt, notice how the File option highlights. 3. Use the right and left arrow keys to search the different main menu options. Navigate to the Charts option using the right arrow key. 4. Press the down arrow key to activate the drop down menu. 5. Go to General Ledger and using the arrow keys again select the next menu option Account Movement. 6. Press Enter to select the option. The facilitator will guide you through the activity Lesson Evolution Practitioner Core Course

25 G DISTINCT EVOLUTION ICONS Familiarise yourself with the following icons displayed in Evolution: Icon: Name: Description: General Ledger This icon will open the General Ledger Module. Accounts Receivable This icon will open the Accounts Receivable Module. Accounts Payable This icon will open the Accounts Payable Module. Inventory This icon will open the Inventory Module. Order Entry This icon will open the Order Entry Module. Common This icon will open options relating to the company s bank/s, details etc. Add Edit Delete This tab allows you to add transactions, customers and so on. This tab allows you to edit transactions, customers and so on. This tab allows you to delete the unnecessary transactions etc.. This tab is not always available. Continued on next page Evolution Practitioner Core Course Lesson 2 25

26 Notes Search Preview Refresh This tab allows you to addd notes. This tab allows you to search for transactions and so on. This tab allows you to preview any transaction, reports and so on. This refreshes the screen. i The icons introduced in the table cover just the basic functions available in Evolution. SUMMARY In this lesson we logged into a company and worked our way throughh the different menu options in Evolution. Some learning points to reflect on: Changing the Regional settings. Default users of Evolution. Different navigation options within Evolution. Shortcuts and icons.? FORMATIVE ASSESSMENT 1. How do you change the currency of your system? 2. How do you activate the main menu bar menus in Evolution using your Keyboard? 26 2 Lesson Evolution Practitioner Core Course

27 3. Indicate whether the following statements are true or false: Statement True False 1 The three default agents are Admin, System and Guest. 2 To back up, restore, delete, attach and/or detach databases, start the Database Management console via Windows by going to Start...Programs...Pastel Evolution...Pastel Evolution Database Management. 3 The work area is the white space located in the system tree. 4 The work area contains dialogs. 5 The system allows you to hide and retrieve the system tree. 6 A Dialog displays on the system tree and executes in the work area. 7 A Node does not display on the system tree and executes in a separate window. 8 F1 is a shortcut for activating the Help files. 9 Copying a company is a familiar method to back up a database. 10 It is advisable to back-up databases on moveable drives. [15 marks] The solution will be available on the data disc. Evolution Practitioner Core Course Lesson 2 27