Trouble shooting Year End Errors

Transcription

1 Error Checklist While running the Year End you could encounter some of the following errors. For detailed information regarding each error, hover over the heading and Ctrl + Click. Point of Sale Data Integrity Errors Runtime Error 53 Runtime Error 70 and Runtime Error 75 Runtime Error 5 When Opening a Company Other Errors Runtime Error 6 Tax Manager Trouble shooting Year End Errors

2 Point of Sale Point of Sale is a system that uses the current dates and if your financial year is out of the current date you would need to run a Year End. If the Year End is not due, please look at the following solutions below. Open the Pastel program Select Setup > Periods Change the last periods date to the same date that you are running the year end Select OK Open Point of Sale Select Process Point of Sale and update the open batches, close Point of Sale Open, select Setup > Periods, change the date back to the correct period Select OK Select Change > Year End

3 Multi Period Processing If the user logging into POS does not have Multi Period processing rights, this means that they can only process in the current period. Select Setup > User and Paswords > Users, type in the Supervisor password The Setup User/Passwords screen will display, select the magnifying glass, a list of users will display, select the user that does not have the relevant access Click on the Process Options for the user that was selected The Menu Access screen for the user will be displayed, select Multi Period Processing, the option Can Change Transaction Date will be selected automatically Select OK

4 Select the button to save the changes made Log back into POS with the user Incrementing a period if a non-supervisor user needs to move to the next period This will allow you to manually change the periods to the current period Log into Pastel as a supervisor user Select Change > Period Increment, it will display the current period Select Process and then Finish. This process needs to be followed until you are in the correct period

5 Activating the 13 th Period The period 13 th is setup to allow the user to process transactions in the next year period 1 (which is period 13th this year) of next year while completing the processing in period 12. Select Setup > Periods ensure the Number of Periods are set to 13 and the option Use Last Period as First Period of Next Year is selected Select OK Data Integrity Errors When running the Data Integrity, you may receive an error report showing some of the following errors. Account xyz is missing Re-create the missing Customer/Supplier or General Ledger Accounts. After the accounts have been recreated, run the Data Integrity again you will receive another errors report. This will result in a Data Fix; the data can be fixed by a Certified Pastel Dealer that specialize in Data fixing or sent through to the Data fix team.

6 Runtime Error 53 This error will occur when running the Year End over a network or there are missing files needed to run the Year End. To check if the company is accessed locally: Select File > Open, the Open a Company screen will display Select the Company ensure it is highlighted in blue, at the bottom of the screen verify the company path, this should point to C: Pastel17/18/ Xpress17/18 The company must not be inside another folder, but it must be inside C:/Pastel folder Make sure you run the Year End for the server machine Company being accessed remotely/running a yearend on the Workstation: Copy the company from the network location (server) to the Pastel folder found on the local drive (workstation) Follow the steps below to copy the company to the workstation: Press the Windows and E keys simultaneously Navigate to the company folder on the network location as shown below, right click on the company folder and select Copy

7 Select your Local Drive/ C Drive, double click on the Pastel17/18/Xpress17/18 folder. Anywhere in the folder, right click paste Add the company from the local drive and process the Year End Once the Year End has completed, copy the company back to the server. Remove it from the workstation. Runtime error 53 due to missing files The error message below indicates the missing file in Sage Pastel Xpress or Partner. You would need to run a repair on Sage Pastel Xpress/ Partner Running a repair on Sage Pastel Xpress/ Partner: Locate the Sage Pastel Xpress/ Partner Installation file This file is usually saved in the downloads folder or you can access the Download Manager, provided you have an internet connection Select Start > Computer > Xpress / Pastel folder

8 Double click on Custom Double click on DownloadManager Double click on CrossSellDM, select the product that needs to be downloaded Double click on the Setup.exe to start the installation, select Next The Program Maintenance screen will display, select Repair Select Next Select Install and then Finish, open Sage Pastel Xpress/ Partner and run the Year End Runtime Error 70 and Runtime Error 75 These errors occur when something is blocking the Year End process. Ensure the user is a Windows Administrator Ensure that the Year End is run on the Server Make sure the company is sitting directly to the Pastel folder Remove the read only attributes from the company and Pastel folder Ensure all POS users are logged out of the company and POS is closed on all machines To check if the company is accessed locally: Select File > Open, the Open a Company screen will display Select the Company ensure it is highlighted in blue, at the bottom of the screen verify the company path, this should point to C: Pastel17/18/ Xpress17/18 Permissions on the Company folder: Press the Windows and E keys found on your keyboard simultaneously Double click on the C: Drive Double click on the Sage Pastel Xpress/ Partner folder Right click on the company folder and select the option Properties. Ensure the Attributes are removed

9 Select the Security tab on top, select each Group or user name under Group or user name, ensure the Permission is set to Full Control Should you still receive the error message, you can add a user Everyone Select Add, type in Everyone, select OK Ensure Full Control is selected Select Apply and OK

10 Full Control added to the Pastel folder: Press the Windows and E keys simultaneously, browse to the Pastel folder Right click on the Pastel17/18/Xpress17/18 folder, select the option Share With > Specific People Type in Everyone, select Add Change the Permission Level for Everyone to Read/Write by selecting the drop down Select Share and then Done to complete the process Runtime Error 5 When Opening a Company This error occurs when the company folder name exceeds 8 characters or there is a special character in the company folder name To check the Company Folder Name: Select File > Open, the Open a Company screen will display, search for your company and look at the name in brackets, this is the folder name, this folder should not have more than 8 characters or any special characters

11 Correcting the company folder: Select File > Open > Manage, select the company Select Remove Company and close Pastel Press the Windows and E keys found on your keyboard simultaneously Double click on the Xpress17/18/Pastel 17/18 folder Right click on the company folder, select Rename, remove the special character or reduce the number of characters. Open Sage Pastel Xpress/ Partner Select File > Open > Add Company Select Add Company again, browse for your company Double click and select OK Select Close, log into your company and run the Year End

12 Other Errors Runtime Error ( ) when creating Period 13 under Setup Periods This error occurs due to corruption in the General Ledger Parameter file. Contact support for assistance to upload the data for a Data Fix Runtime Error 6149 when creating Period 13 under Setup Periods This error occurs due to corruption in the General Ledger Parameter file. Contact support for assistance to upload the data for a Data Fix Open batches containing serialised items have been found when running the Count Inventory Ensure all batches that affect inventory quantities have been updated, refer to the document Before Processing the Year End for assistance with open batches Should the error persist, contact support to book the data in for a Data Fix Runtime Error 6 Please follow the steps below to resolve the error Rebuild the ACCTRN.DAT, ACCMAS.DAT and ACCOI.DAT files through the Rebuild Utility. Windows 7 Go to start > All Programs > Xpress/Partner 17/18 Select Rebuild Utility Select the Company Select the File to Rebuild Windows 8 or 10 Select the magnifying glass Search for Rebuild Utility, select the one with green icon Select Rebuild Utility Select the Company Select the File to rebuild, ensure they are the only ones highlighted in blue Please make sure you have a backup before proceeding to rebuild the files Please ensure that all records within the file have been rebuilt as per the example below

13 Select Rebuild If the error persists after the rebuild, please run a Data Integrity test Go to File and select Data Integrity Select Next Select Verify the Data Only Select Process If there are any errors on the Data Integrity, the data needs to be fixed by our Data Fix team. The turnaround time is 24 to 48 hours excluding weekends and holidays from the time the data is received No processing can take place while our team is fixing the data If there are no errors, please follow steps below Go to File > New Select Copy Another Company On the left-hand side ensure the company you want to copy is highlighted

14 Type a name in the New Company Name field to provide a name for the copy company This Copy Company will be the company that will be used to do the Year End. Please ensure this folder name is appropriate for the new financial year Select Create, to create the company Select File > Open Select the copy company (example: NEW19) to open Select Change > Year End > Next Select Do not create a new company Select Next > Process to complete the Year End Tax Manager Changing your Financial Periods in Sage Pastel can have some effects on Tax Manager, while running the Year End. Should you wish to change your Financial Year and getting the below error when you are busy changing your periods you would need to follow the steps below to correct the Tax Manager settings. Please view the Tax Reports for all Tax Periods after these steps have been completed and compare to submitted reports to ensure the information has not changed Make a backup of the company Select Setup > Tax > Tax Manager, change the Tax Reporting Frequency from Category A to Category C

15 Select OK Select Setup > Periods and deselect Use Last Period as First Period of Next Year Select Change > Year End, proceed with the Year End. Create a New Company and run the Year End in the New Company. Once the Year End is completed select Setup > Periods, change the Number of Periods to 12. Ensure that the description for periods are correct e.g. Period 1 is March, Period 2 is April etc. Select Setup > Tax > Tax Manager, change the Tax Reporting Frequency from Category C to Category A Select View > General Ledger > Tax and view for current tax period to ensure the periods are correct.