[ Training Manual ] Pastel Partner Version 12 Bridging Manual for Dealers: Version 12.1.1

[ Training Manual ] Pastel Partner Version 12 Bridging Manual for Dealers: Version 12.1.1

V e r s i o n 1 1 T r a i n i n g M a n u a l Notices This product is copyrighted to: Softline Pastel, Softline Technology Park, 102 Western Services Road, Gallo Manor Ext 6, Johannesburg, 2191 Disclaimer: While Pastel takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without warranty whatsoever, including, but not limited to warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of fictitious companies. Any resemblance to current or future companies is purely coincidental. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the External Sites ). Softline Pastel is not responsible for the availability of, or the content located on or through any External Site. Please contact Softline Pastel if you have any concerns regarding such links or External Sites. Copyrights: This product is owned by Softline Pastel and is protected by copyright laws and international treaty provisions. All rights reserved. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system. All of the copyright, trademarks, trade names, patents and other intellectual property rights subsisting in or used in connection with the product including all documentation relating thereto are and remain the property of Softline. This book conveys no rights to the software or other products about which it was written; all use or licensing of such software is held by Softline Pastel and users of this book are required to adhere to licence agreement conditions as specified on the software. Information in this manual is subject to change without notice and does not constitute a commitment on the part of the supplier. Softline Pastel reserves the right to revise this publication and the product, and to make changes to the content thereof, from time to time, without obligation of Softline Pastel to notify any person or organisation of such revision or changes. Is this Material a genuine Pastel Product? All original manuals printed by Pastel and its affiliates will carry a green organic shape on the bottom right of every alternative page. Should organic shape not be in colour please report this to the Pastel Training Department: training@pastel.co.za. Acknowledgements Softline Pastel wishes to acknowledge the following people in the production of this manual. Content Developer: Craig Frankel Content Editor: Craig Frankel Layout and Design: Craig Frankel Graphics: Gerhard van der Berg Proof Reader: Gerhard van der Berg Project Manager: Sandra Claassen Help us improve our Courseware Your comments are important to us. Please contact us at Softline Pastel, Softline Technology Park, 102 Western Services Road, Gallo Manor Ext 6, Johannesburg 2191, Attention: Training Development or via email: training@pastel.co.za. Table of Contents Preface Introduction... iii Workshop Flow... iii Methodology... iii Working with this Manual... iv Contacting Pastel... v Online Assessments... v Training Feedback... vii Pastel Version 12 Bridging A. Introduction... 2 B. Tax Manager... 3 C. Customer Processing... 13 D. Point of Sale... 13 E. Pastel Debtors Manager... 18 F. Automatic Updates... 21 G. Conversion Assistant... 27 ii

V e r s i o n 1 2 T r a i n i n g M a n u a l Introduction Welcome to the Pastel Version 12 bridging workshop. This material is designed to equip you with the knowledge and skills to utilise the new features. Workshop Flow Introduction. Tax Manager. Customer Processing Point of Sale. Pastel Debtors Manager. Automatic Updates. Conversion Assistant Methodology During this workshop, we will use the Demo Company to show you how to use the new features in Pastel Version 12. iii

V e r s i o n 1 1 T r a i n i n g M a n u a l Working with this manual You may come across some of the following icons to make your learning experience more interesting and visual: Important Note Item where caution and attention is required or additional insight and information is provided. Activity Your opportunity to practice a concept. Case Study Scenario based activity for you to complete. Summary Overview of the most important items covered in a section or lesson. Formative Assessment Review questions at the end of a lesson to check your understanding and ability to implement concepts. End of Activity Path Notes Additional Information Indicates the end of an activity or a case study. Indicates the path to open the screen or application. An area to write additional notes. Additional information or an additional explanation to a specific screen. iv

V e r s i o n 1 2 T r a i n i n g M a n u a l Contacting Pastel Training Pastel offers limited technical software assistance to students. To get help from Pastel you need to take a print screen image of the error code you are receiving. Paste this into an email and send it to: training@pastel.co.za with your name, student number, name of the institution where you are studying and your contact number. Your lecturer/facilitator is to be your first source of assistance for all course related queries, i.e. the processing of transactions and accounting related items. Pastel certified trainers have extensive product knowledge and are thus equipped to give you back up and assistance whilst you are studying Pastel. Online Assessments Research has shown that in today s economy it is more important than ever for individuals to obtain solid technical skills and certified proof of their knowledge to secure the best job opportunities. Certification is becoming a requirement for many and the demand for certified professionals has dramatically increased. Pastel certification assures proof of your expertise. Once you have completed a Pastel training course, we would therefore encourage you to take the Pastel competency assessment. Assessments are offered only in English and in an online environment. How to register for your ONLINE assessment? 1. Visit the www.pastel.co.za or www.sagepastel.com website. 2. Select the Login to Pastel Zones tab. 3. Select the Training Zone option. 4. If you have already created an online profile, log in with your user name and password. 5. If you do not have an online profile, click on the here link or the Create Personal Profile link to create your online profile. 6. Using the Serial Number that you received with your course material, select the Register Serial Number option. Enter the Serial Number and select the Register button. 7. Select the Write My Assessment option. 8. On the next screen, select your registered assessment. 9. Select the Start Assessment button. 10. Select the assessment link that displays in the new screen. 11. Read the assessment instructions and select the Let s begin button. The Online Assessment is not an open book assessment. v

V e r s i o n 1 1 T r a i n i n g M a n u a l Pastel will issue a Certificate of Competency to delegates who successfully achieve a minimum mark of 75% for the assessment associated with this course. Training centres may not use the name Pastel or it s branding on their certificates. Training Feedback Once you have completed this course you will find a Training Evaluation Check List at the end of the manual. You may complete this hard copy version and hand it in to your trainer. Alternatively, should you wish to send your feedback directly to Pastel, please go to the following link and complete the Training Evaluation Form on-line: http://www.pastel.co.za/capturesurvey.asp?surveyid=473 Your input and feedback is very important to Pastel, it helps us to constantly improve. It also assists us in enhancing the training experience you receive through our Authorised Training Centre providers. We sincerely hope that you enjoy this training experience. vi

[ Pastel Version 12 Bridging ] [ Learning Outcomes ] During this workshop, you will be introduced to the new features that have been implemented into Pastel Version 12. You will also gain the required knowledge to be able to configure and utilise the new features. [ Learning Objectives ] On completion of this section, you will be familiar with the following concepts: A. Introduction B. Tax Manager C. Customer Processing D. Point of Sale E. Pastel Debtors Manager F. Automatic Updates G. Conversion Assistant

V e r s i o n 1 1 T r a i n i n g M a n u a l A. Introduction 1. In this workshop, you will be introduced to the new features that have been implemented into Pastel Version 12. 2. With the release of Pastel Version 12, the desktop icons were changed. The new look desktop icons are as follows: Pastel Partner Version 12 Pastel Xpress Version 12 Pastel Point of Sale Version 12 Debtors Manager 2

V e r s i o n 1 2 T r a i n i n g M a n u a l B. Tax Manager [ Introduction ] To ensure correct VAT reconciliations and VAT reporting to SARS, it is essential that the VAT reporting frequency is closed. In Tax Manager you will set up your VAT reporting frequencies and process your transactions as usual. At the end of each tax period, you will print your report and close the tax period. Any transactions that are backdated to a closed period will automatically form part of the next Tax period. [ New Tables ] The following tables have been included in the software: Tax Periods Tax Transaction Tax Manger Setup [ Tax Manager Set up ] 1. When you register your company for VAT, you register to submit your VAT monthly, bi-monthly, quarterly, half yearly or yearly. Select Setup Tax Tax Manger to select the category that you have registered your company with. 2. Once you have selected the Tax Reporting Frequency Category, click on the OK button to save the selection. 3

V e r s i o n 1 1 T r a i n i n g M a n u a l [ Tax Manager Assistant ] 1. In the Tax Manager Assistant, you can view the Tax Type Report or Tax Box Report for the current period or for previous periods as well as close the current Tax period. 2. From the main menu, select Change Tax Manager Assistant. The following screen will display: Option View Reports View current Tax Period View closed Tax Period(s) Close the current Tax Period Description You can select to view the Tax Type Report or the Tax Box Report by selecting the specific report from the drop down box. This option will display the current Tax Period for the report selected to view. This option will display the closed Tax Period for the report selected to view. You select this option to close the current Tax Period. 3. To view the report, click on the Next button and the following screen will display: Option Print To Tax Period Tax Type Start Tax Type End Show Details Print Description Description Select the output for the print. Select the period to print. Select the first Tax Type to print from. Select the last Tax Type to print to. Select this tick box to show details on the print out. Select this tick box to print descriptions on the print out. 4

V e r s i o n 1 2 T r a i n i n g M a n u a l New Page per Account/Item/Type Offset Credits against Sales/Purchases Select this tick box, to print each account, item or type on a separate page. Select this tick box, to offset the credits against the sales or purchases. 4. The following report will display: 5. Close the report. 6. To view the closed Tax Periods, select the View Tax Period(s) option and click on the Next button. 5

V e r s i o n 1 1 T r a i n i n g M a n u a l 7. Select the required parameters for the report and click on the OK button. 8. The following report will display: 6

V e r s i o n 1 2 T r a i n i n g M a n u a l 9. To close a Tax Period, tick the Close the current Tax Period tick box and click on the Next button. 10. On the next screen, enter a comment to close the Tax Period. This comment is to identify the closed Tax Period. Once you have entered the comment, click on the Process button. 11. You will receive a message indicating the Tax Period has been closed successfully. 12. Click on the Finish button to close the screen. 7

V e r s i o n 1 1 T r a i n i n g M a n u a l [ VAT 201 ] 1. To print your VAT 201 select Tax Box Report from the View Reports drop down menu., in the Tax Manager Assistant screen, 2. Confirm you have selected the option View Closed Tax Period(s) and click on the Next button. 3. On the next screen, select the period to report on and select the path in the Tax Form Name field where the taxsa.eng form is saved. 4. Click on the OK button to generate the report. 8

V e r s i o n 1 2 T r a i n i n g M a n u a l 5. The following report will display: 6. Once you have emailed or printed the report, you can close the report and close the Tax Manager Assistant. 9

V e r s i o n 1 1 T r a i n i n g M a n u a l [ Reopen Tax Period / Clear Tax Manager Settings ] Before reopening a Tax period or clearing the Tax Manager Settings, it is important to back up your company. 1. You can reopen a previous Tax Period or you can clear all Tax Periods and Tax Manager Settings if you have incorrectly set up the Tax Manager. 2. From the main menu, select Change Reopen Tax Period / Clear Tax Manager Settings. The following screen will display: 3. Select the Reopen Previous Tax Period option and click on the Next button. 4. You will receive a screen to confirm your action. Click on the Process button to continue. 10

V e r s i o n 1 2 T r a i n i n g M a n u a l 5. An Operation Complete screen will display. This will indicate that the period is now open. Click on the Finish button to close the screen. 6. If you selected the incorrect Category for your Frequency Report when setting up Tax Manager, you can clear the setting and select the correct Category for your Frequency Report. 7. Select the Clear all Tax Periods and Tax Manager Settings option and click on the Next button. 8. On the next screen, you will be informed of the action you have selected. Click on the Process button to continue to clear all the tax periods and Tax Manager Settings. 11

V e r s i o n 1 1 T r a i n i n g M a n u a l 9. Once the operation is complete, you will receive the following screen: 10. Click on the Finish button to complete the operation. 11. From the main menu, select Setup Tax Tax Manager and the following screen will display. You can now set up your Tax Manager again. Each time the tax period is cleared, the action will be recorded in the System Audit Trail report. 12

V e r s i o n 1 2 T r a i n i n g M a n u a l C. Customer Processing When using the same reference number per customer on All Updatable Customer Documents, a warning will display indicating that the reference number has been duplicated. D. Point of Sale A new facility, Pack Size, has been added to Point of Sale. Pack Size is a facility that allows you to purchase a product that is pre-packed and you can break the pack up into smaller units or pack the items together to make a single larger unit. An example of this would be you purchase a case of cold drinks. You break the case up into 6 packs and single units. Alternatively you can purchase single units and put these single units together to create a pack of 4 or a pack of 6. [ Pack Size Set up ] 1. To set up Pack Size in Point of Sale, open Point of Sale and select Setup Pack Size from the main menu. 2. The following screen displays: 13

V e r s i o n 1 1 T r a i n i n g M a n u a l Field / Option Inventory Code Description List Pack Sizes Edit pack Sizes New Pack Size Description Select the Inventory Item that needs to be repacked. The description of the inventory item will automatically be populated. Displays a list of pack sizes already created. Select this option to edit a specific pack size. Select this option to create a new pack size. Assume you have purchased an item in packs of 6. 3. To create a new Pack Size from a pack of 6 items to a single item, you will divide the item by 6. 4. Click on the New Pack Size button. Field Pack Size Code Pack Size Description Pack Size Barcode Pack Size Store Copy Prices Qty/Ratio of Pack Size Pack Size Action Selling Prices Create Description Enter an Item Code for the new Pack Size been created. Enter a description for the new Pack Size been created. Enter the barcode for the new Pack Size. Select a store for the new Pack Size when using the multi-stores module. Click on this button to copy the prices to other stores when using the multi-stores module. Select the quantity or ration that the original back will be divided by or multiplied by. Select to Divide or to Multiply the new Pack Size by the Base Unit of the original inventory item. Enter the Exclusive or Inclusive selling price for the new Pack Size for each available price list. Click on the Create button to create the new Pack Size. 5. In the Inventory Code field, click on the inventory item browse button and browse for the item that you need to repack. 6. In the Pack Size Code field, enter a new code for the new item. 7. Enter a description in the Pack Size Description field. 8. If you are using barcodes, enter a barcode for the new item. 9. If you use multi-stores, select the store where the new item will be stocked. 14

V e r s i o n 1 2 T r a i n i n g M a n u a l 10. In the Qty/Ratio of Pack Size field, enter the new quantity of the pack size. If you are breaking a 6 pack up into units, enter 6 and select Divide in the pack Size Action field. If you have a case of 24 and will be breaking the case into six packs, enter 4 in the pack Size field as 24 / 4 = 6 11. Enter the new prices for each price list and click on the Create button to create the new item. 12. To create a new Pack Size, from a pack of 6 items to a case of 24 items, you will multiply the item by 4. 13. Click on the New Pack Size button. 14. Select the Inventory Code of the item that needs to be multiplied. 15. In the Pack Size Code field, enter a new item code for the new item. 16. Complete the rest of the fields and click on the Create button. 15

V e r s i o n 1 1 T r a i n i n g M a n u a l [ Pack Size Editing ] 1. To edit a Pack Size, select the Pack Size to be edited and click on the Edit Pack Size button. 2. Edit the applicable field and click on the Update button to save the changes. 3. Once the Pack Size has been edited, click on the Update button to save the changes. 16

V e r s i o n 1 2 T r a i n i n g M a n u a l [ Pack Size Processing ] 1. When processing a customer document, you select an item from the Code column. Click on the drop down arrow in the Code column as normal. The Inventory Item Search function opens. Select the Pack Size option from the list of options at the top of the screen. 2. All Pack Size items that have been created will be listed. Select the item to process. 3. You will notice that when you search your inventory, the items that have been repacked and processed will no longer be whole items. 17

V e r s i o n 1 1 T r a i n i n g M a n u a l E. Pastel Debtors Manager Pastel Cash Manager has been renamed to Pastel Debtors Manager. New features added to Debtors Manager include: Debtors Dashboard Sales Analysis Report SMS Payment Reminder Summarised Contact Report [ Debtors Dashboard ] 1. The dashboard gives management instant visibility of debtor s status and collection activity. To view the Debtors Dashboard, select Debtor Manager from the main menu and click on the Dashboard option. The following screen will display: E-mail Payment Reminder Setup 1. To set up the e-mail reminder, click on Setup Setup from the main menu. 2. On the screen that displays, complete the fields with the relevant information to be displayed on the e- mail reminder and click on the Apply button. 18

V e r s i o n 1 2 T r a i n i n g M a n u a l [ Sales Analysis Report ] 1. The sales analysis report displays a 12 month rolling sales analysis, displaying sales per customer, per month. 2. To view the report, click on Sales Analysis from the main menu. 3. The following report will display: [ SMS Payment Reminder ] 1. Instead of sending payment reminder via email to the overdue customer, you can now send an SMS payment reminder to overdue customers. SMS Payment Reminder Setup 1. To set up the SMS reminder, click on Setup from the main menu. 2. Click on the Setup option from the menu that opens. 3. Ensure that you tick the Enabled check box to enable the SMS Setup. 4. Complete the fields as required and click on the Apply button. 19

V e r s i o n 1 1 T r a i n i n g M a n u a l 5. To close the setup screen, click on the OK button. SMS Payment Processing 1. To send an SMS reminder, select Debtor Management from the main menu and click on the SMS Payment Reminders option. 2. Select the debtor to SMS and click on the Send sms s button. [ Summarised Contact Report ] 1. The summarised contact report displays an overall view of the age analysis, the latest contact notes saved, as well as PTP s saved. 2. To run the report, select Debtors Management from the main menu and click on the Summarised Contact Report option. The following report will display: 20

V e r s i o n 1 2 T r a i n i n g M a n u a l F. Automatic Updates An automatic update feature has been included which will automatically update your Pastel Accounting product. The automatic update can be set to check for updates when opening Pastel Accounting, on a daily basis or on a weekly basis. A setting has been included to always ask before downloading the updates and while downloading the update a progress bar displays. Before the update is downloaded, a history of changes made will be displayed. 1. To configure the settings, click on Start All Programs Softline Pastel Pastel Partner Version 12 Update Settings. 2. The following screen will display: 3. Removing the tick next to Use the registration server will allow you to specify a different location to download the updates to. 4. When you open Pastel Accounting, Pastel will automatically search for any new updates. 5. If new updates are available, the Update Assistant screen will display a list of updates. Click on the Download button to start downloading the updates. 6. There is a progress bar to indicate the progress of the download. 21

V e r s i o n 1 1 T r a i n i n g M a n u a l 7. Before the updates can be installed, you are required to close your Pastel Accounting software. 8. Once you have closed your Pastel Accounting software, click on the Run Update button to install the new updates. [ Setup Controlled Update ] 1. If you have registered Pastel for a multi-user environment, you will need to open the update settings on the registered server by selecting Start All Programs Softline Pastel Pastel Partner Version 12 Update Settings. 2. On the screen that displays, click on the Multi-User tab. 3. The following screen displays: 4. Selecting the option to follow the standard update rules will automatically run the update on the computer. Selecting the option to control the activation of the updates will allow an administrator to control when the updates are installed. 5. The administrator will enter a message on in the open field. This message can be customised by each administrator. Once the message is entered, click on the Save button and close the update assistant. 22

V e r s i o n 1 2 T r a i n i n g M a n u a l 6. Open Pastel Accounting on the workstations. 7. The first workstation to have a connection to the update instruction on the Pastel update service (internet) will download the available updates. The other workstation will continue working as normal. 8. All the workstations will get the update information (History of Changes) and the message on opening Pastel Accounting after the download is successful. 9. On the workstation, click on the Close button to close the message. 10. Open the Update Settings on the server or workstation. 11. On the screen that opens, click on the Manage button on the Multi-User Tab. 23

V e r s i o n 1 1 T r a i n i n g M a n u a l 12. On the screen that opens, all the updates that were successfully downloaded will be displayed. 13. Select the update with the highest build to activate. All other updates listed with lower builds will automatically be activated with the highest build activation. 14. Right click on the update and click on the Activate option that displays. 15. The blue tick next to the update indicates the build is a prerequisite for the higher build update and this update cannot be deactivated. 16. The orange tick indicates that the build update is active but is not installed. 17. Only build updates that are not installed and are not prerequisites can be deactivated. 18. Once the build updates have been activated, click on the Save button and then click on the Close button to close the update settings screen. 19. Once the build updates have been activated, these build updates will be available for installation on the workstations when Pastel Accounting is opened. 24

V e r s i o n 1 2 T r a i n i n g M a n u a l 20. Once Pastel Accounting is opened, the user will receive the history of changes screen without the notification message. 21. Click on the Update button to install the updates. 22. On the workstation, the updates will now execute. 23. Once the updates have completed, click on the Close button to close the Update Assistant screen. 24. To view a history of the workstations that have installed the updates, return to the Update Settings screen and click on the Manage button on the Multi-User Tab. 25

V e r s i o n 1 1 T r a i n i n g M a n u a l 25. The following screen will display: 26. Click on the Close button to close the Update Settings screen. 26

V e r s i o n 1 2 T r a i n i n g M a n u a l G. Conversion Assistant The conversion assistant can now convert multiple companies in one session. 1. On the Data Location screen, select the company to be converted. 2. Click on the Add Company to the List of Companies to be Converted button. 3. The company will be added to the list of companies to be converted. You can select multiple companies to be converted in a single session. 27