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How You Get To 21.67 Days Per Month

52 Weeks x 5 days (working days per week) = 260 working days per year, divided by 12 to get working days per month.

Receipting Overview

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.

Receipting Workflow

  1. You set up receipting options in the following functions:
  2. In the Receipts Control function, you set up control accounts, analysis codes, and other items.
  3. In the Receipts Configuration function, you set up payments methods and rules.
  4. In the Receipts tab of the Customer Documents function, you set up the entry type to use for transaction, the paper type for receipts, and a default message to print on receipts.
  5. In the General Ledger Accounts function, you enter bank details for the bank account you are using for receipting.
  6. You invoice customers. You can use analysis codes directly in the invoicing function, or you can invoice financial lines and/or service items.
  7. You enter receipts in the Receipting function. This has the following features:
  8. You can create as many separate sessions as you require over time.
  9. You can enter postdated cheques.
  10. If you wish to perform a sales analysis, you can use analysis codes that allocate receipt values to sales accounts. You can have multiple analysis codes per receipt.
  11. You can process discounts.
  12. If customers pay you via Internet banking or any other EFT method, you can enter the payment via the receipt. The system will not include the amount in the deposit, since it is already in the bank account. However, it will appear in the cash book batch.
  13. You can customise the receipt layout using the Forms Designer.
  14. You create a cash book batch using the Deposit Assistant function. You can choose which session(s) to use for creating the cash book. The system includes postdated cheques in the deposit as and when the cheque date is earlier than or equal to the deposit date. If you use some of the cash received, you can allocate all or a portion of the cash you receive into expense accounts instead of the bank account.
  15. If you update a receipt in error, use the Receipt Reversal Assistant to reverse the receipt.
  16. You can print receipt related reports.

You use this function to enter receipts.

To access this function

  1.   Select the   Process…Receipts…Receipting menu option.
  2.   You can also use the System Navigator to navigate to   this function.

 

Session Number

You enter receipts in sessions. You maintain sessions in the Deposit Assistant function.

Once you open a session, all receipts you enter belong to that session until you close it and thereby open a new session.

When you process deposits in the Deposit Assistant, you choose which closed sessions to include in the deposit process. Sessions therefore let you limit the deposit process.

This field displays the session number, and you cannot adjust it here.

Receipts Number

In the Company tab of the Company Parameters function, you specify how the system controls document numbers.

If you use the automatic numbering method, which we recommend, the system allocates receipt numbers for you as you process, and you cannot edit this field.

If the settings in that tab allow you to enter document numbers, you enter the receipt number here. The system checks that the receipt number you enter is unique.

Account Type / Account

You can process three types of receipt:

Account Type Used For
Customer This lets you process a receipt from a   customer. This is the usual method.
Supplier This lets you process a receipt from a   supplier, which is very uncommon.
G/L This lets you receive amounts from   non-customers.

Once you select the type, select the relevant account number. This is a standard database entry field. You can enter the code to select a record. In addition, you can use the Zoom facility to select or edit records, and the Add facility to create records.

Notes

  1.   You can only process a   receipt for home currency customers / suppliers.
  2.   You cannot process a receipt   to a general ledger bank account.

Outstanding Balance

If you are processing to a customer or supplier, the system displays the current balance for the account in this field.

Period / Date

You use these two fields to enter the date of the transaction.

Note  If you enter a period / date after the date on which you   process the deposit, the system will hold the receipt until the deposit date   is equal to or greater than the transaction date. You can therefore accept   postdated cheques and the system will not include them in the deposit too   early.

The way you enter dates and periods depends on the choices you make when setting up entry types and user access rights:

  • For each entry type, you set whether the date sets the period, or whether the period defaults the date
  • For each user, you set whether they use single period processing or multi-period processing

If the user is set to process in single periods, the system sets the period to the current period, and the user cannot change it. The user can only enter a date that falls within the current period. This applies irrespective of the entry type date settings.

If the user is set to process in multiple periods, then:

  • If the entry type setting is that the date sets the period, the period field disables. The user enters a date, and the system sets the period according to the financial calendar.
  • If the entry type setting is that the period defaults the date, the user enters both the period and the date field. If the date does not fall within the period range, the system issues a warning message, but you can continue.

If the period field is available, choose the period from the list box. Then, enter the date in the date field. For details about entering dates, click here.

Description

Enter a description of the text you wish to appear on the receipt. You can set a default description in the Receipts tab of the Customer Documents function.

Cost Code

If you use cost codes, you can enter a cost code for this receipt. For details about cost codes, click here.

This is a standard database entry field. You can enter the code to select a record. In addition, you can use the Zoom facility to select or edit records, and the Add facility to create records.

Exclusive / Inclusive

Enter the amount you are receiving. If you enter the exclusive value, the system calculates the inclusive one, and vice versa.

Discount

If you wish to process a discount, enter the inclusive discount amount here. If you enter analysis codes which we look at later, you divide the discount between the analysis codes.

Match <F3>

This button enables if you are processing to an open item customer or supplier. Once you enter an amount in the Amount to Pay field, you can match the receipt to the original invoice.

You use the same matching window that you use in the Journals and Cash Book functions. For details about this, click here.

Payment Details

In this area, you specify how the customer or person is paying the amount. You have to specify the full amount between the payment options. In the Receipts Configuration function, you can specify what information you must enter per payment method.

The payment area allows you to process payments as speedily as possible, without using a mouse:

  • If the customer does not require change, which will usually happen by means of cheque, or credit card, press <Alt>+N, where N is the payment method number that displays on the button. If you do this, the system moves the Still to Pay amount into that payment’s amount field automatically.
  • If the customer does not pay the exact amount, they are usually paying cash. The cursor starts in the Cash amount field, and you can type in the cash value immediately. If the customer pays by multiple methods, press <Alt>+N for each payment type.
  • As you move onto a payment amount, the system opens a frame in which you can enter fields that are specific to that payment method. Press <Tab> or <Enter> to get to the remaining fields. You can specify which of these fields are compulsory, optional, or disabled, in the Receipts Configuration function.
  • If there is change to provide the customer, the system tells you how much to hand over.

At the bottom of the window, the system displays the total amount the customer is paying, the amount you have entered so far, and any change you need to hand over to the customer.

Note that there are two credit card options. These both work in the same way as regards the information they request. The difference between these two methods is whether you have a credit card reader that processes the amount immediately (Card Auto), or whether the reader takes an imprint for processing later (Card Manual).

You use the EFT method when the customer pays directly into your account, for example via Internet Banking. It works as follows:

  • If you use the EFT payment method, you cannot select a payment date that is in the future.
  • When someone pays on-line, they receive a reference number, which you enter here.
  • In the Deposit Assistant, EFT transactions appears on the Cheque and Credit Card Transactions screen. You can edit the reference number if necessary.
  • EFT transactions appear in the Cash Book receipt batch.
  • EFT transactions do NOT appear on the deposit slip, but will appear on the transaction listing report.

Message

You can enter a message that prints on the receipt. The message consists of up to three lines of 30 characters each.

You can set a default message in the Receipts Configuration function,

Total Amount to Pay / Total Amount Paid / Change

The system displays these totals and updates them as you enter amounts.

Next Receipt / Print Receipt

When you finish processing a receipt, you proceed to the next document by clicking the Next Receipt or Print Receipt button.

These buttons both save and close the current receipt, and let you enter another one. The difference between them is that the Print Receipt button always prints the document irrespective of the printing settings for this receipt and user. The Next Receipt button prints the receipt if the print settings are set to print at this point, or will not print if the settings are not to print.

You setup print settings for receipts, per user, in the Customer Documents function.

You can customise the receipt layout using the Forms Designer.

Cancel Receipt

Click this button to cancel the current receipt you are entering, and to leave this window.

Show Analysis / Hide Analysis

If you use analysis codes, which you set up in the Receipts Analysis Codes tab of the Receipts Control function, you can enter the codes by clicking the Show Analysis button. If you click the Show Analysis button, the Analysis frame overlays the Account Details frame:

To work in the Analysis frame

  1. You must first enter the Amount to Pay and the Discount fields, and fill in the Payment Details.
  2. In the Code field, select the analysis code.
  3. In the Amount column, enter the amount for the analysis code. The total of all the sales analysis amounts must tally with the Amount to Pay field above.
  4. If you wish to delete a line, select it and then click the Delete Line button.
  5. If you entered a discount in the Discount field earlier, you must enter a discount value for one or more analysis codes. The total discount must tally with the Discount field. You can do this in two ways:
  6. If you are allocating the discount equally among the analysis codes, click the Auto Match Discount button. The system will distribute the discount in the Discount field equally to each analysis code.
  7. You can enter the discount amount in each analysis code line. The total you enter must add up to the Discount field.
  8. The system updates the Total Discount and Total Amount fields as you enter values. These must tally with the Amount to Pay and Discount fields when you complete your entry.
Note  If you wish to use tax on analysis codes, and you have   balance forward customers, you must set these customers to force a tax type.   Discounts on analysis codes will not work correctly without this.

 

 

 

Paper setting and printer drivers on Windows 2000 or XP machine

When setting the paper on a Win 2000 or XP machine it is a bit different from the previous operating systems. Basically to create the paper size for customized forms is different

How do I set-up the printer?
1. To set a printer driver or install a printer driver you would have to go to start – setting – control panel – printers.
2. Click on add a printer driver and add the printer that you would require.
3. For pastel we suggest for network printers – setting the printer as a local printer and then mapping a drive to the printer.

How do I set the paper on the printer? ( customized paper size – pastel )
· Go to start – settings – control panel – printers. (in windows)
· At the toolbar on the top of the screen click on file – server properties – forms
· On this screen you would be able to give the form you are creating a names and specify the size of the paper.
· The pastel paper is 21.59cm by 21.59cm however the windows settings does not allow more that 20.5 in cm.
· Please choose the option to set the size in metric.
· Once you have set the paper size – click on save form.
· Then going back to the printer driver – right click – properties – device settings – auto select – click on the drop down arrow and find the form that you have just saved.
· Should that form not be on there – then the form was not save properly and the above steps need to be done again.
· Choose the form under device settings – auto select.
· Then go to the general tab – where it has the block for available paper – make sure that you customized for appears there – if you are only printing to a particular type of paper make sure that the type of paper appears there only.
· Then click on the general tab – click on advanced toward the bottom right corner of the screen – and where it has the paper size please choose the paper that you have customized.
· Click on apply and OK for windows to save your changes

I have A4 paper?
· You would follow the same basic procedure as above however you would not have to create the customized form but just choose the A4 form from the drop down list.

Are there Changes that have to be done in Pastel as well?
· In Pastel go to – file – printer /font set-up – and specify the printer driver and font for each tab — Forms – labels – Reports – are all separate setting and have to be set for each tab.

To overwrite the accfcurr.date file

To overwrite the accfcurr.date file (if you do not use Foreign Currency), please do the following:

 

  1. Close Pastel, on all machines, and then on the machine where the data is kept, double click on My Computer.
  2. Double click on your local drive C, and then on the Pastel07 folder.
  3. Double click on the company folder and look for the file called cfcurr.dat.
  4. Right click on the file, select the rename option and substitute the .dat extension with .old (Your file should then be accfcurr.old).
  5. Under your Pastel07 folder, where you’ve selected the company folder, there is a folder called Custom, double click on it.
  6. Double click on the folder called Language, and look for the file called accfcurr.eng.
  7. On the file right click and copy. Then go back to your company folder, inside the folder, right click and paste.
  8. Then rename the file to accfcurr.dat (substitute the .eng extension with .dat.).

 

Open Item out of Balance

The ACCOI.dat file is corrupt
– After running a data integrity test an error report is generated with the details ”Open Item out of Balance”. This means that your Masterfile balances and transactions are correct but the Open Item history is corrupt.

– Ensure you have a backup of your data

– Make a copy of your company by going to File…New and the select “Copy from another company” and select your company to copy from

– In the original company, print the following reports on the customer(s) or the supplier(s) affected:
– Detailed Ledger for the affected customer(s) or supplier(s)
– Statement/Remittance for the affected customer(s) or supplier(s)

– Compare these reports and find the transactions that are missing from the Statement/Remittance

– Open the Copy Company

– Process the missing transactions in exactly the same way that they were processed originally (this is using the same date,

reference, amounts and accounts) in the Copy Company and update them.

– View only the Statement in the Copy Company and make sure the missing transactions are there and that the statement is correct

– Close Pastel

– Open Windows Explorer and browse to your Original Company folder

– Look for a file called accoi.dat, right-click on it, click on Rename and rename it to accoi.old

– Browse to your Copy Company folder

– Locate the file called accoi.dat and copy it to your Original Company folder

– Run the data integrity in the original company – verify data only

– If there are no errors, you should delete the copy company as to avoid confusion

– To make sure that everything is working correctly, print the statement and detailed ledger again – they should now be in balance.

 

PARTNER 2011 YEAR END GUIDE

WELCOME TO YOUR PASTEL PARTNER YEAR END GUIDE

 

As 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 PROCEDURE

The Pastel Partner Year End procedure is broken down into four major steps:

STEP 1: Before the Year End

a) User Access and Multi-Period Processing

b) Making Use of Period 13

c) Running a Year End on a Network or Multi-User site.

 

STEP 2: Preparing for the Year End

a) The importance of making a Backup

i. How to make a backup

ii. Pastel Iron Tree backup Solution

iii. How to restore a backup

 

b) The Retained Income Account

i. What is a Retained Income Account

ii. How to create the Retained Income Account

 

c) Processing a Foreign Currency Revaluation

 

d) Updating Point of Sale Cash on Deliveries/Documents on hold

 

e) Completing a Stock Take / Inventory Count

 

f) Making a copy of the company

 

g) Completing the necessary Printouts

 

h) Completing the checklist

 

STEP 3: Running the Year End

a) What happens during the Year End Procedure

b) Running the Year End

 

STEP 4: After the Year End

a) Ensuring the Year End has been successful

b) 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.e. ‘move’ the system from the current period to the next. e.g. change from month 1 to month 2 for repetition).

You will have to do this at the end of every month or first thing the following month to ensure the user is able to process in the correct month.

a) User Access and Multi-Period Processing

– Go to Setup and select Users/Passwords.

– The following screen will display:

– Select the relevant user’s setup

– Under the heading General Ledger, deselect the option Multi-Period Processing and click ok.

– To change the period you will need to do the following:

  •   Select Change at the top of the screen.
  •  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.
  •   This must be done every month.

b) Making Use of Period 13

In Pastel Partner 2005 onwards we added functionality to make use of an additional period and to allow a period of ‘grace’ or ‘extend’ the time in which your Year End has to be completed.

Period 13 can be used in two ways but must be setup prior to completing the Year End process.

1. Period 13 can become period 1 of your new financial year (New way)

a. Making use of period 13 in this way it will allow you to continue your normal day to day processing without the pressure of completing your Year End on the last day of the financial year.

b. After the Year End has been completed, any transactions processed in period 13, will automatically be ‘moved’ to period 1 of the new financial year.

c. The previous financial year will reflect only 12 periods.

d. If you make use of this option, you must ensure you are aware of what the last period is.

e. If you have this option checked and your last period is period 12 and not 13, then period 12 will become period 1 of the following year.

 

2. Period 13 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 13.

b. Making use of Period 13 in this way will increase your financial year by one period which means the financial year has 13 months as opposed to 12. e.g. if Period 1 in your current financial year is March 2008, after the Year End, Period 1 in the new financial year will be April 2009.

c. If you make use of this option, you must remember when extracting reports you will need to use 13 periods to get an accurate annual figure.

 

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 13 to become Period 1 of the New Year.

Remember to ensure the last period is correct before running the Year End

c) 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 End

 

a) The Importance of Making a Backup

Data loss is an unforeseen but very real danger. Backups are therefore vital to retain the integrity of

your 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.e. an odd

and even set of disks for different days of the week). With this method, previous backups could be

used 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 specific

files, even if your backup program allows this type of operation, since it’s very easy to miss the

one file that’s crucial to the restoration process.

 

Pastel is now offering all customers the ability to backup their data online to an independent, mirrored

data centre infrastructure. The facility, known as Pastel IronTree automates the full backup process

and ensures that data is secure and accessible 24 hours a day, anywhere in the world. For more information

on Pastel IronTree, contact Pastel Sales on 011 304 3600, or alternatively Pastel IronTree on

0861 112 429 or visit www.pastelirontree.co.za

 

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 no

choice, 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.

i. How to make a Backup

1) In your company, go to File and select Backup.

2) On the next screen, select the Verify Method as Ensure Files Readable.

3) 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 IronTree

i. 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 24 hours a day. Go to www.pastelirontree.co.za to sign up or speak toyour Pastel Support Consultant.

ii. 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.g. you made a backup from one machine and you wish to restore on another) then you will first need to create a company, with no data. 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.

 

b) The Retained Income Account

i. What is the Retained Income Account?

a. The Retained Income account is a Balance Sheet account to which the Profit or Loss for the year is posted. This account must exist in order for the Year End procedure to be processed.

ii. How to create a Retained Income Account

a. Go to Edit and select General Ledger.

b. Click on Accounts and search for the Retained Income Account to make sure it does not exist.

c. If this account already exists then ensure that it is allocated to the B15 Retained Income Balance Sheet Financial Category.

d. If this account does not exist then you can create it by clicking on New which will display

Make sure the account falls within the 5000 range

Ensure you select the option Balance Sheet

Select the B15 Financial Category

e. Type in an account number, which should be within the range of Balance Sheet accounts, which are normally in the 5000-9999 range.

f. Type in a description and then allocate the account to the B15 Retained Income Financial Category.

g. Click on the Save icon to save your changes and then the Exit icon to leave the screen.

If you are using the default standard Generic Chart of Accounts the Retained Income account number will be 5200/000.

c) Processing a Foreign Currency Revaluation

It is important that the foreign currency revaluation is processed before the year end is done. Once a year end is complete, you cannot run the revaluation for any period in the previous financial year. The Foreign Currency Revaluation will, depending on the exchange rates, calculate either a profit or a loss. These values will in turn affect the Trial Balance and the Income Statement reports.

To process a Foreign Currency Revaluation go to Process | Foreign Currency Revaluation.

Select the account type that needs to be revaluated and click Next

Select the Period you would like to revaluate. Enter the exchange rate by clicking the Edit Exchange Rates button.

This will give you the edit exchange rates screen. Here you enter the exchange rate per period. Pastel will process the revaluation for the period selected in the assistant above, using the exchange rate you enter for that period

During the revaluation, the system creates transactions to adjust the relevant bank, customer and supplier accounts. Each transaction requires a unique reference number. You enter the starting reference number in the reference number field.

On the next screen, you have the option to print a foreign currency variance report. Click Print Report to see which accounts are going to be affected by the Revaluation.

Click on Next to complete the foreign currency revaluation.

 

d) POS Documents on Hold and COD’s

Before the Year End process is run, all the Open Batches need to be updated. This includes documents that are On Hold and Cash on Delivery (COD) transactions in Pastel Point of Sale.

To update documents that are On Hold and COD transactions do the following:

i. Log into POS as the user that processed the COD or On Hold transaction. Once in the program, go to Process | Point Of Sale, if you are not taken to the processing screen automatically.

ii. Click on the Edit button.

iii. Select the document type that you would like to edit from the Search Types drop down list. A list of invoices will display. Left click on the first invoice and click on select.

iv. The invoice will display on your screen. Deselect the option On Hold or Cash On Delivery by clicking on the Place on Hold or Cash on Delivery tab.

Then go to Process | Update all Batches. Click on Start and all the invoices will be updated and will not show on the Open batches screen.

 

e) Running the Inventory Count Procedure

i. Update outstanding customer and supplier documents as well as any unposted inventory journals in order to ensure an accurate count.

ii. Go to Process, and select Count Inventory

iii. You will be asked if you wish to rebuild your batch quantities before doing your inventory count, we recommend that you do this to make sure that the physical quantities reflected during the inventory count procedure are correct.  We recommend you select Yes to rebuild the batch quantities.

iv. The first step in the Inventory Count procedure entails taking a Snapshot of your inventory file.

v. This Snapshot is a copy of the theoretical quantities on hand at this point in time, as it is reflected in Pastel Partner

Click Next to take a snapshot

vi. Click on Next to continue with creating the Snapshot for this Inventory Count. The following screen will be displayed:

Select to print a count sheet

vii. Select the option Print a count sheet, which will print a document with the selected Inventory Items and you can then enter the physical quantity on hand.

viii. No quantities are printed on the sheet, but a space is left to enter physical quantities that you count.

ix. Click on Next to print the count sheets. Once you have completed counting all your stock and entering the physical quantities onto your count sheets you can then click on the Next button on this screen.

x. The following screen will be displayed:

Select the option ‘Enter or edit physical quantities on hand’ to fill in the counted quantities

xi. Now select the option Enter or edit the physical quantities on hand.

xii. Click on Next again to begin to enter the physical quantities. Before updating this screen you need to ensure that the physical items have been counted as these may well differ from the quantities that you have in the snapshot.

Items in red may be service items or could have been left out of the snapshot

Enter the counted quantities

If you make use of Serial Number Tracking, it is essential to ensure you enter the corresponding number of serial numbers to match the quantity entered

 

Note

xiii. Once the physical quantities are entered you can print an Inventory Count Variance Report to

show the difference in physical and theoretical quantities. If necessary you can adjust any of the physical quantities entered in the previous step.

Choose the option to Print the count variance report

xiv. You will be required to make selections on the report pertinent to your business.  Make the required selections in order to print the Inventory Count Variance Report

xv. Once you have printed your Inventory Count Variance report you are able to update your stock file if you are happy with the variances reported.

xvi. If however you are not happy with the reported variances do not update the Inventory Count but return to the Enter or edit the Physical Quantities option to make changes to the quantities entered in order to correct your Inventory Count variances.

Select the option to Update the differences between the counts and clear the snapshot

xvii. Once you resolved any differences, you instruct the system to update the variances.

The system makes the adjustments via inventory journals. If there are no differences to update, you can clear the snapshot without updating.

It is critical that you update the differences in the correct period and on the correct date to avoid ‘Date out of Period Processing’ errors. This update is normally done in the last period of the year.

Note

Ensure the Inventory Variance is processed in the correct period

 

xviii. It is critical that you ensure the Snapshot has been updated correctly. You can do this in one of two ways:

a. Run the Quantity Report by selecting View, Inventory and selecting this report. Make sure that the ‘Show Zero Quantity Items’ option is selected. Check to see that the quantities have actually been updated.

b. Alternatively go back into the Snapshot by selecting Process and Count inventory and  following the wizard as detailed above. Ensure that the quantities have no value which will indicate that they have been updated.

 

f) Making a Copy of the 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. You can also choose whether you wish to run the Year End in the original company or in the copied company.

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. This is done under Setup, and by then selecting Users and Passwords.

 

g) Completing the Necessary Printouts

We recommend that, at the very least, you make the following printouts before running the Year End. You should then re-run these reports after the Year End to ensure that the process has been successful.

i. Trial balance for the year including sub accounts.

ii. Balance Sheet and Income Statement for the year.

iii. Detailed Ledger for all accounts and all periods.

iv. Customer and Supplier Age Analysis reports.

v. There may be other reports which are important to your business or are required by your auditor. Be sure to print these reports as well.

vi. Budgets for this year and last year.

vii. Inventory Valuation and Quantity report.

You can create this company from a screen within the Year End Assistant.

Copying the company is not a procedure which is sufficient as a backup, if your hard disk fails you will lose the data of both companies.

 

Note

Create a copy

Run the Year End in the new or copy company

 

The above reports are recommendations only. Please consult with your accountant or auditor to make sure that you have the comprehensive list of requirements prior to running the Year End process.

h) Completing the Checklist

Use this handy check list to ensure you are prepared for your Year End procedure:

 

TASK DONE

BASE MODULE

  1. Have you updated all your Batches?
  2. Have you run the Data Integrity with the following options:
  • Verify history files only
  • Verify data files only?
  • Rebuild batch quantities?

4.  Have you set up your Retained Income account?

5.  Are you happy with the way in which Period 13 will be treated?

6.  Ensure there are no unreconciled bank transactions from more than 2 years ago.

 

INVENTORY MODULE

Have you completed your Inventory Count?

 

ADD ON MODULES

Have you printed your Foreign Currency Revaluation report as this cannot be re-run after Year End?

Have you updated your Point of Sale CODs and Documents On Hold?

 

GENERAL

 

Have you printed the following reports:

– Trial Balance for the full year with sub accounts?

– Balance Sheet and Income Statement for the year?

– Detailed Ledger for all accounts for all periods?

– Customer & Supplier Age Analysis reports?

– A list of outstanding Sales Orders, Purchase Orders and GRNs?

– Inventory Valuation and quantities report?

– Budgets for this year and last year?

Have you made reliable backups and a Copy Company for easy reference purposes?

Have you logged in as the Supervisor?

 

 

STEP 3: Running the Year End

a) Running the Year End and what happens during the Year End Procedure:

 

During the Year End process a number of things happen:

i. General Ledger, Customers, Suppliers & Retained Income

a) For Income Statement accounts, current year balances move to last year.

b) For Balance Sheet accounts, last year balances are retained as one total, and the current balance moves to last year.

c) Current year balances are set to zero, except your opening balances for Balance Sheet accounts.

d) Current budgets move to last year budgets, future budgets move to current budgets, and next year budgets are zeroed.

e) The Profit or Loss for the year is posted to the Retained Income account.

f) This year’s balances and sales/purchase values are zeroed.

g) This year’s transactions become last year’s transactions and no activity will be displayed for the current year.

 

ii. Inventory

a) Costs, sales, and quantity values for the year are accumulated into the last year totals, and the current values are cleared.

b) The closing balance of last year will be the opening balance for the current year.

iii. Periods

a) In the period table, the year will be incremented by an additional year and the period end dates are adjusted if necessary, for example, for leap years.

b) The current period is set to one for single period users.

c) Note that the setting you selected for Use Last Period as First Period of Next Year, will remain unchanged.

You run the Year End procedure by selecting the Change and then Year End menu option. The Year End is assistant-driven and will prompt you within the relevant screens, to guide you through a successful Year End. Here are the steps in the Year End Assistant:

Click on Next to begin the Year End Procedure or click on Backup if you wish to do your Backup now

Choose to either Create a new copy company or not. If you choose to create a copy company, type in the copy company name. Click on Next to continue.

Be sure to have run the relevant reports required for your business. Click on Next to continue

This screen confirms what the Year End procedure does. Click on Next to continue

The period table does not need to be updated manually. This increment will be done automatically.

 

Note

STEP 4: After the Year End

Pastel Partner retains transaction history for two financial years. It is possible to post transactions in both the current year and last year. However the last year transactions are limited to Journals, Cashbook & Bank Reconciliations. You cannot process any Customer or Supplier documents into last year.

In order to process in the new financial year, a Year End has to be done at the end of the current financial year. Although the Year End is not time critical, you will not be able to process any Documents, Cashbook Transactions, other Journals or the Bank Reconciliation in the new financial year, until the current Year End has been completed.

Any invoices that are “ON HOLD” at the time of running the Year End procedure can be left on hold, however, when the time comes to update these invoices they will have to be updated in the new year. They cannot be updated in the previous year.

a) Ensuring the Year End has been Successful

Your final steps in successfully completing your Year End procedure are as follows:

i. Run the Data Integrity again, for more information, see the Step 2: Preparing for the Year End.

ii. Print the entry type details report for this year and look for date out of period entries.

 

a) To find this report select View, General Ledger and then Transactions and click on Entry Type Details. (E.g. if the start of your current year is March 2009 and you find transactions for March 2008 it means that the Year End did not complete successfully).

b) If you do find date out of period entries, you will need to restore your backup and re-run the Year End process.

iii. Print the Age Analysis and compare it to the Trial Balance and control accounts.

iv. Check the budgets to verify that the current year’s budgets are transferred to last year and next year’s budgets (if you entered them previously) are now displayed in this year.

v. Print the Trial Balance and compare it to the previous year. Should your Trial Balance not balance refer to the next section, Troubleshooting.

 

b) Settings for the New Financial Year

i. Make sure that the period setup is correct by going to Setup and then Periods to ensure the dates for the new financial year are correct.

ii. If you have made a copy company, ensure that you are processing the information in the correct company for the new financial year.

iii. If you have completed your Year End on the server or local drive, ensure the other users on the net work are able to gain access to the correct company to continue the day to day activities.

Congratulations, your Year End should now be complete!

 

TROUBLESHOOTING YOUR YEAR END

When starting the Year End procedure you receive the following error message: Open batches

This means that the company you are trying to run the Year End procedure in currently has open batches. You will not be able to run a Year End procedure until all open batches have been updated.  To locate which users have not updated their batches use the following procedure:

1. Select View, then Open Batches option. The following screen displays:

2. Select the open batch, Click on the Jump To button. This will take you to the relevant batch in order for you to update it.

3. Take note of the detail displayed at the bottom left corner of the screen – the above example shows that there are open Pastel POS batches. The user would then need to open the POS application and update the batches.

Username

Transaction Type

Jump to

Should you continue to receive this message after updating all the batches, contact your Pastel Dealer or the Pastel Support Line.

 

Note

Point of Sale System Date Error

Pastel Point of Sale uses the computer date for all the processing that is done. If a yearend has not yet been run, and the system date is set to the 1st day of the new financial year, users will get an error message that the date does not fall within the financial year set up in Pastel:

To resolve this, users should run the year end procedure in order for the current dates to roll over to the next financial year.

Alternatively, you can delay running the year end process by extending your financial period to 13 months. Follow these steps to set this up :

• Login as a Supervisor user in Pastel.

• Go to Setup | Periods.

• In the number of periods box, type in 13.

• Tick the option Use Last Period as the first Period of Next Year. This will carry over all transactions processed in the 13th period to the first period of the new financial year.

• Click on the OK button to save your changes.

 

Data Integrity Errors

When running your Data Integrity you may receive any one of the following errors:

Account xyz is missing

 

Pastel runs through the transaction file and the master files for the General Ledger, Customers and Suppliers. The integrity check may find a transaction to a specific account in the transaction file, but when it gets to the master files, that account is not there. It then stops the integrity check immediately and gives you this error.

 

You then need to re-create the account in Pastel. Please be aware that since the integrity check stops at this point and reports an error, there may be other errors which have not yet been found. After creating the account to correct the error, you will need to start the integrity check from the beginning again.

 

Due to the complexity of the correction of the Main account Balances / Sub Account Balances and the Account Balances / Transactions and Last Year Profit and Loss out, we recommend that these errors be corrected by a Certified Pastel Dealer only. Alternatively contact the Pastel Support Line.

 

Note

Main Account Balances / Sub-Account Balances

In your General Ledger Master file, you have records for each Main Account and immediately following each Main Account, are records for the related Sub Accounts should there be any. Pastel adds up the values in each group of sub accounts, and checks whether the total for each period is the same as the values for that period in the main account record. If it is not, you will get the error relevant to the Main / Sub Account Balances. This discrepancy between the balances in the main and sub accounts needs to be corrected before doing anything else.

 

Account Balances / Transactions

 

Pastel goes through the transaction file and adds up the transactions per period, per account. It then goes to the Customer, Supplier, or General Ledger Master Files and checks whether the balance stored for that period for the relevant account, corresponds with the total of the transaction records in the transaction file. If they do not correspond, you will have errors appearing under this section heading. The error will list the account, the master file balance, the transaction file balance, and the difference between these two amounts.

 

Last Year Profit and Loss out by X amount

 

Each year a profit / loss is made by the business and this can be seen on the Income Statement.

When a Year End is run, the profit / loss for the New Year is reset to zero, because the profit / loss  figure is added to the Retained Income for the previous year (The retained Income balance is made up of all the previous profits / losses since the business began) and you can see this figure on the

Balance Sheet.

 

FREQUENTLY ASKED QUESTIONS

 

This section provides a list of common Year End queries and answers to help you quickly resolve

any problems you may encounter.

 

Q: Can I print my previous year Financial Reports after I have run a Year End procedure?

A: Yes you can, when printing your reports make sure that you un-tick the “This Year” tick box.

Deselect this tick box

 

Q: Can I process transactions in the previous year once I have completed the Year End procedure?

A: Yes, you are able to process General Ledger Transactions, Customers and Supplier Journals, Cashbook transactions and a Bank Reconciliation in the previous year by clicking on Settings on any batch processing screen and un-ticking the “This Year Transactions” option.

 

Q: What other types of problems can I encounter during Year End and what should I do if I do encounter them?

A: You could encounter any one of the following problems whilst running your Year End procedure:

 

• A power failure.

• Your computer could freeze.

• You could encounter a data error.

 

In the above situations you will need to restore your backup, correct the errors, and restart the Year End procedure.

Deselect the This Year

Transactions option

 

You cannot view or change the Read-only or the System attributes of folders in Windows Server 2003, in Windows XP, in Windows Vista or in Windows 7

You may experience any of the following symptoms:

  • You cannot view or change the Read-only or System attributes of a folder by using the Properties dialog box for the folder. For example, you may experience the following symptoms:
  • When you view the General tab of a folder’s Properties dialog box, the Read-only check box is not available, and there is no check box to change the System attribute.
  • You click to clear or click to select the Read-only check box on the General tab of a folder’s Properties dialog box. When you click OK or Apply, you receive the following message:

Confirm Attribute Changes
You have chosen to make the following attribute changes:
unset read-only
Do you want to apply this change to this folder only, or do you want to apply it to all subfolders and files as well?

If you click Apply changes to this folder only, the Read-only attribute is changed for all the files in the folder. However, the Read-only attribute is not changed for the folder, its subfolders, or any files in its subfolders. If you click Apply changes to this folder, subfolders, and files, the Read-only attribute is changed for all files in the folder and all files in the subfolders. However, the Read-only attribute is not changed for the folder or its subfolders.

  • Some programs may display error messages when you try to save files to a folder that uses the Read-only or System attribute. As a result, these programs may not be able to save files to the folder.

CAUSE

Unlike the Read-only attribute for a file, the Read-only attribute for a folder is typically ignored by Windows, Windows components and accessories, and other programs. For example, you can delete, rename, and change a folder with the Read-only attribute by using Windows Explorer. The Read-only and System attributes is only used by Windows Explorer to determine whether the folder is a special folder, such as a system folder that has its view customized by Windows (for example, My Documents, Favorites, Fonts, Downloaded Program Files), or a folder that you customized by using the Customize tab of the folder’s Properties dialog box. As a result, Windows Explorer does not allow you to view or change the Read-only or System attributes of folders. When a folder has the Read-Only attribute set it causes Explorer to request the Desktop.ini of that folder to see if any special folder settings need to be set. It has been seen where if a network share that has a large amount of folders set to Read-only, it can cause Explorer to take longer then what is expected to render the contents of that share while it waits on the retrieval of the Desktop.ini files. The slower the network connectivity to the share the longer this process can take to the point where Explorer may timeout waiting for the data and render nothing or appear to hang.

Note In some previous versions of Windows, you can change the Read-only attribute for folders by using the Properties dialog box for the folder, but no versions of Windows permit you to change the System attribute by using Windows Explorer.

 

Steps to work around this problem

To work around this problem, use the Attrib command at a command prompt (Cmd.exe) to view or to remove the Read-only or the System attributes of folders.

 

To view or to remove the Read-only or the System attributes of folders in Windows Server 2003 or in Windows XP

  1. Click Start, click Run, type cmd, and then press ENTER.
  2. To view the syntax for the Attrib command, type attrib /? at the command prompt.

Warning If you remove the Read-only or System attribute from a folder, it may appear as a ordinary folder and some customizations may be lost. For example, Windows customizes the Fonts folder and provides a special folder view that permits you to hide variations, such as bold and italic. It also permits you to change the folder’s view settings in ways that are specific to fonts. If you remove the Read-only and System attributes of the Fonts folder, these customized view settings are not available. For folders that you have customized by using the Customize tab of the folder’s Properties dialog box, the folder icon and other other customizations may be lost when you remove the Read-only attribute.

If a program cannot save files to a folder with the Read-only attribute, such as My Documents, change the Read-only attribute to System by using the Attrib command at a command prompt.

To remove the Read-only attribute and to set the System attribute, use the following command:

attrib -r +s drive:\<path>\<foldername>

For example, to remove the Read-only attribute and to set the System attribute for the C:\Test folder, use the following command:

attrib -r +s c:\test

Be aware that some programs may not operate correctly with folders for which the System attribute and the Read-only attribute are set. Therefore, use the following command to remove these attributes:

attrib -r -s c:\test

 

To view or to remove the Read-only or the System attributes of folders in Windows Vista or Windows 7

  1. Click Start, click Run, type cmd, and then press ENTER..
  2. To view the syntax for the Attrib command, type attrib /? at the command prompt.

To remove the Read-only attribute and to set the System attribute, use the following command:

attrib -r +s drive:\<path>\<foldername>

For example, to remove the Read-only attribute and to set the System attribute for the C:\Test folder, use the following command:

attrib -r +s c:\test

Be aware that some programs may not operate correctly with folders for which the System attribute and the Read-only attribute are set. Therefore, use the following command to remove these attributes:

attrib -r -s drive:\<path>\<foldername>

For example, to remove both the Read-only and the System attributes from the C:\Test folder, use the following command:

attrib -r -s c:\test

If the Run command is not listed on the Start menu, do the following:

Click Start, click All Programs, click Accessories, and then click Run.

 

STATUS

This behavior is by design.

MORE INFORMATION

Windows stores file and folder attributes in the file system with the file and folder name, extension, date and time stamps, and other information. The Read-only check box for folders is not available because it does not apply to the folder. You can use this check box to set the Read-only attribute for files in the folder. However, you cannot use Windows Explorer to determine whether a folder has the Read-only and System attributes set. To determine the attributes that are set on a folder, or to change these attributes, you must use the Attrib command at a command prompt.

 

APPLIES TO
  • Windows 7 Enterprise
  • Windows 7 Enterprise N
  • Windows 7 Home Basic
  • Windows 7 Home Premium
  • Windows 7 Home Premium N
  • Windows 7 Professional
  • Windows 7 Professional N
  • Windows 7 Starter
  • Windows 7 Starter N
  • Windows 7 Ultimate
  • Windows 7 Ultimate N
  • Microsoft Windows Server 2003, 64-Bit Datacenter Edition
  • Microsoft Windows Server 2003, Enterprise x64 Edition
  • Microsoft Windows Server 2003, Datacenter Edition (32-bit x86)
  • Microsoft Windows Server 2003, Enterprise Edition (32-bit x86)
  • Microsoft Windows Server 2003, Standard Edition (32-bit x86)
  • Microsoft Windows Server 2003, Web Edition
  • Microsoft Windows XP Professional
  • Microsoft Windows XP Home Edition
  • Microsoft Windows XP Professional x64 Edition
  • Microsoft Windows XP Media Center Edition 2005 Update Rollup 2
  • Microsoft Windows XP Tablet PC Edition
  • Microsoft Windows Small Business Server 2003 Premium Edition
  • Microsoft Windows Small Business Server 2003 Standard Edition
  • Windows Vista Home Basic 64-bit Edition
  • Windows Vista Home Premium 64-bit Edition
  • Windows Vista Ultimate 64-bit Edition
  • Windows Vista Business
  • Windows Vista Business 64-bit Edition
  • Windows Vista Business N
  • Windows Vista Business N 64-bit Edition
  • Windows Vista Enterprise
  • Windows Vista Home Basic
  • Windows Vista Home Premium
  • Windows Vista Ultimate

 

Runtime Error Overflow 6 : Updating Invoices, Viewing General Ledger

When this error occurs on supplier invoices, run the fixes. In those fixes is a link number fix. Hopefully that should work

Status 54 File 9 accprd.dat

Rebuild the file

Status 54 File 7

Overwrite the accuser file

Remember the following:

1. To setup all users again (if more than one user on system)
2. To check the document numbers still in sequence
3. To check the date and period on all open batches.

IF THIS IS HAPPENING IN PARTNER2005, DATA MUST BE SEND FOR A DATAFIX TO PASTEL

Runtime Error 9 : Subscript Out Of Range – Printing Employee Labels

Scenario – Go to View, Masterfiles, Employee Labels.  Select to print a customized label, label.enz.

Cause : the customized label contains user defined fields.

Solution : go to View, Payroll Reports, Reprint Pay slips.  Reprint a pay slip, then go back to View, Masterfiles, Employee Labels and select to print the label.enz again

Error 12, File 30 : Opening A Company In The Reporting Module

When opening a company in the reporting module, you get Error = 12, file = 30, opcode = 0, see the manual, program ending

Cause : The Payroll directory contains spaces

Solution : Rename the directory in which Payroll was installed in Windows Explorer and delete any spaces within the directory.  Ensure that you create a new shortcut as well after renaming the directory

Error 22, File 29 : Opening A Company

After updating to Pastel Payroll 2006 update 2a, open a company and you get Error 22 (Data buffer length) file = 29 (user access file – payacess.dat) Opcode=5 (get equal)

Cause : the user access file did not convert properly

Solution : open the company directory in windows explorer.  Delete the file payaccess2.dat from the company directory.  Open the company in Payroll, go to Setup, Users/Passwords and reselect the User Type for each user that has been set up.  You do not need to setup the supervisor again.

Error 12, File 46 : Running A Legislative Release

Cause : The company files were not converted completely after installing an update

Solution : Remove Payroll though Add/Remove programs on the Control Panel and then reinstall the latest CD.  After installing, open the company again, it should run a conversion.  The leg release should now run without any problems

Runtime Error 75 : Printing Invoices

Two levels of sharing i.e. the c drive and the Pastel directory is shared. Only the Pastel directory must be shared.

 

Another scenario would be where the Pastel directory are both shared and Permissions are not set to Full Control but Read-Only (this is on the Pastel directory)

 

Problem with the mapping- must re-map the drive

Path/file access error

When opening a company or while processing

 

It could be that the client just restored from a CD and the file attributes are still on Read only. Change all files to Archieve.

 

If a client processors a backup on the server and a ‘path/file Access Error’ occurs

Reasons: too many users on the server or the user doesn’t have write access to the srever or there’s a network error.

Solution: remove users from the server or give write access to this user or check the network connection or hardware on the client and the server.

Rebuilding files

This procedure for rebuilding files will only be as effective if the file is a recognizable Btrieve file. If there is data corruption, Btrieve will still recognize the file.

Make a backup of the data.

Go to dos. And then go to the company dir

Rename the dat file to old

Copy the skeleton file from the paywin dir into the compant and rename it to at.

Go to the Btrieve file manager click on DATA…save, from btrieve file…full path C;\paywin\company\file,old, from sequential file c:\paywin\company\file.tmp. it might ask you for you owner name- upper case OMHWTTC

Then click on DATA…load. From sequential file C:\paywin\company\file.tmp to Btrieve file C:\paywin\company\file.dat.

If this does not work you will have to edit the file in DDF.

Zip Backup

The ZIP backup we use is Exceed.Zip, and not a Pastel written application. They must have backed up via Pastel in order to use the restore in Pastel. If they get an error, try backing up to stiffy disks. If you want to backup on one PC and restore it on another, you must first create a blank company on the new PC with the same name as the backed up company.

 

If, on a backup, a literal displays that says ‘literal file out of date’, it is not an error. A new literal has been written for it, and it will be corrected on the next batch.

 

Does not want to back to the Hard drive or either he A drive: remove the ZIP files out of the company directory.

Year to date figures not carried over to the next period

YTD figures not carried over after pay period update: Utility rebuild total works in many cases, else restore from backup and make sure that 8000 and 8001 is on default tab, try putting it on default tab in current period

Using a lot of disks when backing up

When you normally backed up to one disk and are now backing up to 2 or more, go into the company directory and make sure that the only files inside there ends with a DDF or DAT.

Be on the lookout for files ending with .ZIP. This is already made backup files that take up space on stiffies. Just cut and paste these files out of the company directory into another directory.

 

As soon as you make a backup to the harddrive, Pastel will automatically backup to the company directory, so if you make a backup to a stiffy, this ZIP backup will also be backed up onto the disk, therefore increasing the number of disks required to backup to disks.