The purpose of this lesson is to successfully log into and navigate within Pastel Evolution. At the end of the 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. Create User Defined Fields. F. Use the Help function. G. Use shortcut keys. H. Set up the Common module specifications. LEARNING OBJECTIVES LEARNING OUTCOME 2 FAMILIARISE YOURSELF WITH PASTEL EVOLUTION LESSON 2
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
The purpose of this lesson is to successfully log into and navigate within Pastel Evolution.
At the end of the lesson, you will be able to:
A. Log into Pastel Evolution.
B. Administer important operational and maintenance functions.
Pastel Evolution creates the following default agents:
Agent Name: Password: Use:
Admin Admin 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.
System SystemUser
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.
Guest (None)
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 for 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 on the OK button.
5. Reflect back to the log in screen and identify the following tick boxes on the screen:
Checkbox: Purpose:
Save Password
Tick the Save Password tick 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.
Default profile Tick the Save Password tick 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.
6. If your Pastel 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 company and click on the OK button.
9. At this stage, the system might have identified the following:
Status: Expected prompts:
Program update / upgrade
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.
Not registered If you have not registered your system, you may receive a registration prompt.
Expiration If your registration is about to expire, you will receive a reminder.
Notes
Note that only the Admin agent can process an upgrade. Other agents cannot process in this
company until the Admin agent processes the upgrade.
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.
Agents are the users of the system. You login to a new company as an agent, Admin, which is a default agent created with the database. There are a few other default agents as well. Each person who works on the system has his or her own agent code. You will therefore create and remove agents for the life of the system. You access agent maintenance via the Administration…Agent Administration…Agents function.
Notice that the blocks are filled. These filled blocks mean that no permissions have been set and
the agent has full access and functionality to Pastel Evolution maintenance settings, processing and
reporting. In order to set strict permissions, you need to amend these permissions by making ticks
in the appropriate boxes next to the respective function of each module listed.
The right side of the window contains tick boxes. Unlike usual tick boxes, which are on or off (two states), these tick boxes have three states: If the tick box is ticked, access is on. If the tick box is unticked, access is off. If the tick box is blue, access is set at a higher level.
Use your mouse to make ticks in the tick boxes next to the functions that the agent will be allowed
to perform in Pastel Evolution. Ensure that you make ticks in the correct tick boxes and remove
ticks (blank box) in the tick boxes that the agent has no access or permissions.
15. Click on the System Tree tab to view the system tree for the agent after taking into account the
Set your decimal, currency, time and date specifications. Click on the Apply button and then on the OK button.
1. To back up, restore, delete, attach and/or detach databases, start the Pastel Evolution Database Management console via Windows by going to Start...Programs...Pastel Evolution...Pastel Evolution Database Management.
2. You can access the Pastel Evolution Database Management console via the shortcut on your desktop.
Attach Select Attach Database if you want to move a specific database to another server or workstation.
Detach Select Detach Database if you want to save the Attached Database to the selected server or workstation.
Backup Select Backup Database to make a backup of the database for security reasons.
Restore Select Restore Database if you want to open a database that you have backed up.
Delete Select Delete Database if you want to permanently delete a database from a server or workstation. Please note, once you have selected this option, this database will be deleted and not be able to be relocated or restored.
6. In the Destination block, depending on what your action is, browse and select the applicable database
that you wish to restore, delete, attach, detach etc., as well as select the final destination for the
database.
7. Click on the OK button.
You can create a new company database by copying some or all elements of an existing database. You
may want to do this for three 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.
3. Testing purposes or support purposes.
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 – Mzanzi Construction. Make sure you have entered your agent name Admin,
and password Admin.
COPY COMPANY
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 area for added security. Copying a company onto the same network as the
To copy a complete company database, for example, at year-end, choose the Full Copy option. The whole company copies, including transactions.
Selective Copy (without transactions)
To copy a company on a selective basis, choose the Selective Copy option. In the table, choose the elements you need to be included in the new file. You can click on 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 this activity, select the Full Copy option. 11. Click Next to continue the process. The Create New Database window opens:
22. The system will inform you that no errors were found.
23. Click on the Yes button to view the log file.
24. Close the log file. 25. You will be redirected to the system tree of Mzanzi Construction. 26. To open the copied company, click on the Exit and Log off menu option.
27. This takes you back to the Login screen. Log in as normal into an existing company or click on Locate to find the copied company. The following screen displays:
28. Click on the Next button. 29. Select the common database:
The Utilities menu is only available from the main menu bar.
This menu allows you to administer the following actions in Pastel Evolution:
Option Contents
Reset Form Defaults
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.
Rebuild Icon Cache Use this to recreate or refresh the icons of Pastel Evolution on your system.
Explorer Options You use this menu to configure general personal settings per agent.
Check for Updates If you are connected to the Internet, this option checks to see whether you have the latest version of the software. You are able to download the latest version of Pastel Evolution.
Registration Use this option to register your product.
Change Password Use this option to change your password from time to time as a security measure.
Set Agent Out of Office
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.
Change Session Date
To change the processing date of the system.
These functions are normally done by the System Administrator. Let us look at a few of these functions.
If you select the Change Password option from the Utilities menu the following screen will display:
Change your password here, confirm your password by re-typing the password and if you want the characters to show, tick the Show Password Characters tick 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 that will help you remember it. Click OK to save your new password.
When you or an agent is out of the office for lunch or a meeting, you can record a message that will pop up
Tick the tick box Agent is Out of the Office and the fields will become active for you to record the reason and specify the date or times you or other agents will not be available. This is very handy when you have the Pastel Evolution Contact Management add-on module.
Once you have logged into the company the System Manager screen will display:
This icon represents common or standard company details. This module will assist you to keep you company details up to date and create other standard master files such as branches, banks and so on.
General Ledger This icon will open the General Ledger module. You will use this module to process all your cashbook and journal transactions.
Accounts Receivable
This icon will open the Accounts Receivable module. This module will assist you to maintain and process customer transactions.
Accounts Payable This icon will open the Accounts Payable module. This module will assist you to maintain and process supplier transactions.
Inventory This icon will open the Inventory module. This module will assist you to maintain and process your stock or inventory requirements.
Order Entry This icon will open the Order Entry module. This icon will assist you to process your purchase and sales order documents.
Study the following table and familiarise yourself with the different menus and navigation options within
Pastel Evolution.
Options: Display:
Main Menu Bar
Module Toolbar
Navigation Toolbar
This refers to the icons displayed in the work area when you log into Pastel Evolution. These are the modules available in Pastel Evolution and are displayed as large icons.
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 Pastel Evolution.
You have two program functions, namely:
Node A node displays on the system tree and executes in the work area.
Dialog A dialog does not display on the system tree and they execute in separate windows.
The following table outlines the different main menu bar options together with their functions:
Menu Name Function
File This menu allows you login and logout, close the program, and open a copy of the explorer.
View This allows you access system tree functions.
Administration This menu contains administrative functions, some of which are covered in this course.
Maintenance This menu allows you create master files and other records for each application. Examples of these master files are customer, inventory, fixed asset records, discount pricing, and so on.
Reports This menu allows you create printed reports. You have powerful filtering and ranging tools. In addition, you can customise the report layouts and save the layouts for later use.
Transactions This menu is where you perform the day-to-day entry of transactions. Examples would be order entry, customer contacts and purchasing.
Enquiries You use this menu to conduct detailed screen enquiries. You can filter and sequence your data using powerful tools, customise the fields you wish to see as well as save the filters and screen layouts.
Charts This menu shows information in graphic format. This is only available for certain modules.
Utilities This menu allows you reset some defaults, register your system, and change your password.
Help The menu gives you access to the online help. In addition, you can link to Internet sites that contain additional support information and program update information. For easy access to the Pastel Evolution Help, press F1 on your keyboard.
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.
When you create a record, the Add User Field window displays.
The fields in this screen are:
Field Content
Field Name This is the name of the field. It must be unique in the database. The program will prefix the name you enter with “uc.” This name must be unique for all master files in the company.
Description This description appears in the maintenance screen where you enter the data.
Page Name / Page Index
You can create tabs (pages) on which you group related data fields. For example, you may group additional contact information for a customer in a page which you name "Contact". You can then create another page called, "Credit", where you keep credit information fields. To create pages, enter a page name. If you enter an existing page name, the system places this field on the same page as other fields that have the same page name. Note that you must enter the name exactly the same in order to have multiple fields on one page. If you have multiple pages, you can set the sequence in which the pages display by using the Page Index field. The system displays the pages in the sequence in which you order them with this field.
The data type determines what type of field this is. For example, is it numeric or text? Depending on the data type, you may also be able to set the size of the field. The following table shows all the options:
Data Type Description Field Size
String Text 1-250
Integer Numbers with no decimals
10 digits
Double Numbers with decimals
17 digits
Date Date Fixed
True/False Check box Fixed
Lookup Creates a list box with entries
Fixed
If you set a field to be a certain size, you can edit the size to a larger value. However, you cannot decrease the size of an existing field.
Sort Order This field lets you determine the sequence in which the fields display on the edit screen. The lowest number appears first. If you use multiple pages (see the previous field), you set the order per page.
Force Value
Check this check box if agents have to enter a value in this field for each record. If you uncheck the check box, entry is optional.
Data Values
If you create a Lookup field, you enter the values for the list box here. A semi colon (;) separates each value. For example, you can create a lookup field called "Colour", and then create a list "Red;Yellow;Green;Blue".
Tip: You can use the Lookup field for string and / or numeric values with validations. For example, you can create a field for customers called Delivery Method, and create values Courier, Expedited Post, and Normal Post. The user cannot enter other fields or misspell a field.
Default Value
You can optionally enter a default value for this field. If you do so, the system defaults this value for a new record.
The Evolution Help file is only available on the main menu bar of Pastel Evolution.
1. The most important function you must remember is that if you press F1 at any stage when you are
working in Pastel Evolution, the online help will direct you to the help files associated with the area you are working in at that moment.
2. You can use the online help 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
9. In the File Detail tab, you set up some options specific to your company.
10. The following table explains the different options:
Option Purpose
Name of Output File / Extension of Output File
Enter these fields to set up a default file name. When you perform an actual transfer, you specify where to save the file. You can change the default file name at that time. Pastel Evolution displays the output file name above these fields. The output file is a text file, and it contains confidential information, especially if you are paying employees. Do not write the file to a publicly accessible folder.
Delimiter You can choose how Pastel Evolution should separate fields in the same record. It is unlikely that you will ever change this from the default value.
End of Line Character
You can choose how Pastel Evolution should separate each record. It is unlikely that you will ever change this from the default value.
Seed Number
Some banks require this number. You obtain the number from your bank and enter it here. If the particular layout you are using does not require this field, the system disables it.
Max No of Transaction Records
Enter the maximum number of records you expect to output. This is an additional validation tool. If the export contains too many records, it would point to some error in the export process.
Allow Test Run
Some banks allow, or even insist, on a test run. A test run is a run whereby you
provide the bank with output information, but no transfer of funds takes place.
You use the test run to ensure that you are providing the bank with the correct
layout.
If you tick this tick box, the agent can choose to produce a test run when they actually export the data.
Creation and Action Date Difference
In this field, you specify how many days in advance you are preparing the data.
For example, if you usually provide the bank with a file on the 20th of each
month, but you only wish to transfer data on the 25th of the month, then enter
five here.
If processing runs late for any reason, be sure to adjust this field. Using the
above example, if you only send the file to the bank on the 24th of the month,
and you leave this value at five, the transfer only occurs on the 29th.
Automatically Increment File if Exist
If the file name that you write to already exists when you process payments, the
system can increment the file name automatically. If you wish to do this, tick the
tick box.
If you untick the tick box, and the file exists, Pastel Evolution asks whether you
wish to overwrite it.
11. The Header Records, Transactions Records and Trailer Records will automatically update in
accordance with the selected layout. You do not have to amend anything under these tabs.
Study the following table about the rest of the functions in your Common settings.
Option Purpose
Cost Centre You can create different cost centres for your company. Cost centres are analysis codes for a company.
EU Countries If you use European Union (EU) processing, you need to define your own country code, and the country codes of your customer and suppliers.
Foreign Currency
You need to create a currency record before you can use the currency. You use this function to maintain currencies and enter exchange rates.
Notes You can view all notes for all records at once.
Branches This option only becomes available when you use the Branch Accounting add-on module. This allows you to set up and configure your branches to the head office.
Priorities When you create an incident you assign a priority to it, and you can report and see incidents in priority sequence. You can change the priority of an open incident at any time. You can create as many priorities as you wish.
Projects You use project codes to group transactions together and then report on them. You can use this to analyse projects, jobs, cost centres, and so on. You can produce a profit and loss report per project. The use of projects is optional.
States You use this option to list your different states or provinces you do company with.
Tax Types Here you can view all the default tax types of the system as well as create new tax types that are applicable to your company.
Here is a generic procedure to access and create the abovementioned options:
1. You will access all of the abovementioned options under Maintenance…Common in the main menu or
Common…Maintenance from the system tree.
2. Click on Add to create a new option or Edit to amend information on existing options.
3. Complete the screen with the necessary information.
4. Click on Delete if you want to delete options. Remember you can only delete inactive options.
5. Click on the OK button.
OTHER FUNCTIONS
For more information on these elements, press F1 on your keyboard to invoke the online help file