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Year end preparation - Open batches

Created on  | Last modified on 

Summary

How to check for and update open batches in Sage 50cloud Pastel.

Description

Before processing your year end, you'll need to update all open batches. This includes Sage Pastel POS Cash on Delivery (COD) and Sage Pastel POS On Hold documents.

If you have open batches the Year End Assistant won't run, and you'll receive an Error: ' You currently have open batches...'.

 CAUTION: Quotations, Sales Orders, Purchase Orders, Documents placed on hold, won't generate the 'Open batches found' error message. This doesn't include POS cod and on hold documents. 

Resolution

  

View an open batch

  1. Click View, then Open batches.
    You'll see the document types and batches that need attention, including which user processed the batch.
  2. If your account is a Supervisor, select Jump To for another user’s batch.
    If not, ask the user that processed the batch to log in and follow the steps. 

You can update, delete or put the batch on hold with documents processed within Sage 50cloud Pastel. If the batch is a journal, you can update or delete the batch.

On Hold assistant

With the On-Hold Assistant, you can put documents on hold or take them off hold. Follow the same process for both.

  1. Select Process, then On Hold Assistant.
     NOTE: Only the documents types with open batches will be selectable. 
  2. Select the document Type you want to put on hold, then select Next.
  3. Select Customers or Suppliers who have open documents, followed by Next.
  4. Select the documents you want to place on hold, then select Process.

You'll need to update or delete any documents not placed on hold or the year end won't run.

Pastel Point of sale (POS) Open Batches

When using Point of sale, view Year end preparation - Point of sale (POS) open batches to update your POS batches.

▼ Not using POS

You'll need to delete the Documents.mdb file found in your company folder. 

  1. Press the Windows and E key on your keyboard. 
  2. Go to your Company folder.
  3. Search for the file Documents.mdb as shown below.
  4. Right-click this file and delete it.

Batched without users

When you have a batch with a missing user, you'll get a message similar to below. Follow the onscreen instructions. 

Image of the message that tells you which user is missing.

 

Deleting batch files from the company folder

At times even though you’ve updated all batches you'll still receive the open batches error message. This could be due to the batch files that you can remove when you update a batch remaining in the company folder.

  1. Press the Windows and E key on your keyboard.
  2. Go to the company folder and double-click the company folder to display the data files.
  3. If you find any of these files followed by a number, for example accbtn5.000, delete them. 
  • ACCBTN.xxx
  • ACCBTR.xxx
  • ACCBTP.xxx
  • ACCBSJ.xxx
  • ACCTGRID.xxx
  • ACCSJCTL.xxx

If you're running the year end and you’ve tried all the above solutions and you’re still getting the 'Open Batch' Error. Log a ticket with support for a datafix.