Sage 50cloud Pastel Accounting Year End Troubleshooting Guide

Summary

In this article, you will learn how to resolve some of the errors or issues that may occur when processing year end in Sage 50cloud Pastel Accounting.

Description

You might receive errors or have issues before, during and after the year end procedure. This article contains these errors or issues and the solutions.

Resolution

We have divided the errors and issues according to before, during and after the year end procedure for your convenience.

NOTE: We have used collapse to make the content easier to read. You will need to click on each error or issue to expand and see more details.

TIP: Click on each error or issue to expand and collapse and tick an item once step has been completed.

Errors or issues before year end procedure

Check below steps you can take to troubleshoot and resolve the issues before year end procedure.

1. Open batches message when trying to run year end

Open batches message when trying to run year end

You might get messages as below about open batches.

Open batches containing serialised items have been found when running the Count Inventory
The year end procedure will not run if you have any open batches

Ensure all open batches have been updated. Refer to the step above "Update open batches and place documents on hold" for assistance with open batches.

There might be open batches for users that have been deleted. You will need to recreate these users so you can see the open batch under Open Batches screen. When you go to View...Open Batches, you will get message as below. Click Yes, for the batch to be copied to current user.

Once the batches has been copied you can access these and update or delete the batch.

CAUTION: If you delete batch for documents e.g. tax invoice, you still need to update the documents batch to clear the open batch message.

Deleting batch files from the company folder

If you still get the error you can delete open batch files for cash book batches, journal batches and inventory journal batches from the company folder as per steps below.

Press the Windows and E keys found on your keyboard simultaneously
Double click on the company folder to display the data fi les
Look for the following fi les in your company, right click and delete them (where XXX represent the user number)
1. ACCBTN.XXX
2. ACCBSJ.XXX

For POS open batches, ensure all open batches have been updated. Refer to the step above "Update open batches and place documents on hold" for assistance with open batches. If you still get error, there might be POS documents that are on hold or COD. To update documents that are On Hold and COD transactions do the following:

Click on View…Batch Listing to check for documents that are on hold or COD
If the user does not have access to the View menu, give user access to be POS Supervisor temporarily as illustrated below.

CAUTION: Please ensure you deselect this after updating the POS open batches for the user.
Select Tax Invoice on Document Type when viewing the Batch Listing report
The report will show which tax invoices are on hold or COD and for which customer as illustrated below.

Follow steps below to access POS COD or On Hold transaction and update it.

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.
Click on the Edit button.
Select the document type that you would like to edit from the Search Types drop down list. A list of invoices will display. Click on the invoice and click on Select.

CAUTION:

If the documents do not show after clicking Edit, close the Search screen, click on <F9> On Account, select customer account with on hold or COD document as per report above and the click Edit. If there is more than one customer you will need to do this for each customer account.
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. You can then complete the transaction and print if required.
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.
The documents should now show. You can also change the document type from On Hold to COD. You can the take the document off hold or off COD and update the documents as per above steps.

If the error persists it could be due to corruption in the General Ledger Parameter file. The errors can be fixed via Data Fix. The Data Fix can be done by a Certified Pastel Dealer that specialize in data fixing or contact our Support Team on [email protected] for assistance to upload the data for a Data Fix.

2. Quantities not updating after stock take

Quantities not updating after stock take

The first thing is to ensure that you are selecting the correct filters when running reports to check if inventory count quantities were updated correctly.

We recommend that you print the count variance report when processing count variance. You can print the count variance report from the Count Inventory Assistant.

NOTE: Ensure you select all items and all store when printing the report.

The report will show as below with the count variances. These are the quantities that will will show on the Inventory History Item Sequence report under Transaction Type Inventory Count.

NOTE: A variance of 0.00 will not be posted.

Also take note of period and date that you wish the quantities to be adjusted in. This is the date that you need to select when viewing the Inventory History Item Sequence report to check if quantities were updated.

Next you will need to view reports after processing count inventory.

You will need to view the Inventory History Item Sequence report by going to View...Inventory...History...Item Sequence menu option to check if adjustments were processed and updated. You can print the report using the options as illustrated below.

The report will display as below with the quantities that showed on the count variance report.

NOTE: If the variance was 0.00 on the count variance report no transactions are posted and will not show on this report.

If the inventory count transactions are showing, you will need to view the Inventory Activity Summary Report by going to View...Inventory...Activity Summary menu option to check if adjustments were processed and updated in the correct period. You can print the report using the options as illustrated below.

The report will display as below with the adjust quantities for each period. You can drilldown to get more details.

If the inventory count transactions are not showing, you will need to clear the snapshot and run stock fix.

Process backup of the company
Select Process…Count Inventory
Select Yes to rebuild batch quantities
Follow the prompts to rebuild the batch quantities
After rebuilding batch quantities, select Clear the snapshot without updating inventory quantities and click Next
Click Process and Finish
Close Sage 50cloud Pastel Accounting

Refer to article How to use the stock fix utility? for steps on how to run stock fix.

After running stock fix successfully, you can reprocess count inventory again. If you still have issue contact our Support Team on [email protected] for further assistance.

3. Data Integrity Errors

Data Integrity Errors

When running the Data Integrity, you may receive an error report showing errors e.g Verify Balances and Transactions.

If you get the error that there are missing accounts as shown, you will need to recreate the missing customer, supplier or general ledger accounts. After having created the account, run the data integrity again because, the process was stopped when the missing accounts were detected.

The errors can be fixed via Data Fix. The Data Fix can be done by a Certified Pastel Dealer that specialise in data fixing or contact our Support Team on [email protected] for assistance to upload the data for a Data Fix.

4. Runtime errors when creating period 13 under Setup Periods

Runtime error 6149 or runtime error -2147417848(80010108) when creating Period 13 under Setup Periods

These errors sometimes occur when the dates for the periods are selected from the calendar. You can try entering the dates manually, i.e., typing them in physically, instead of selecting the date from the drop-down calendar.

If the error persists it could be due to corruption in the General Ledger Parameter file. The errors can be fixed via Data Fix. The Data Fix can be done by a Certified Pastel Dealer that specialise in data fixing or contact our Support Team on [email protected] for assistance to upload the data for a Data Fix.

5. Financial periods are not compatible with the Tax Manager when trying to setup 13th period

Financial periods are not compatible with the Tax Manager when trying to setup 13th period

Changes made to the financial periods are not compatible with the Tax Manager when trying to setup 13th period

Should you wish to change your Financial Year and getting the below error when you are busy changing your periods you would need to contact our Support Team on [email protected] for assistance as the solution will differ for each company.

Errors or issues during year end procedure

Check below steps you can take to troubleshoot and resolve the issues during year end procedure.

1. The number of This Year Periods and Last Year Periods are not the same

The number of This Year Periods and Last Year Periods are not the same

The error can come up for example when you have 13 periods under last year and the dates for 13th period last year is same as first period this year. You will need to contact our Support Team on [email protected] for further assistance.

2. Runtime Error 53

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.

NOTE: Make sure you run the Year End for the server machine.

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 local path e.g.

C:\Pastel19

If you are running the year end on the server and the error occurs then, please follow the steps below.

Create a copy and run year end on the copy company. To create a copy company, please follow the steps below.

Go to File...New
Click on the option Copy Another Company in the Method block.
In the New Company Name field provide the copy company with an appropriate name. Remember this copy company will be the new company that is normally created when going through the year end process. Therefore please give the file an appropriate name that represents the new financial year. Please find example below illustrating the options that should be selected.
Click the Create button to create the company. The system creates the new folder and copies the company data from the original company.
Once the copy (new) company has been made. Please go through the year end process again in the copy (new) company. On the Copy the Company to Another Company screen, please select the option Do not create a new company option as shown in the example below.

3. Runtime Error 70 and Runtime Error 75

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

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

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

4. Runtime Error 5 When Opening a Company

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

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

5. Runtime error 6

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.

Refer to article How do I rebuild a Btrieve file using the Rebuild Utility on how to

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.

NOTE: 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

Type a name in the New Company Name field to provide a name for the copy company

NOTE: This Copy Company will be the ccompany 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 ccompany
Select Next > Process to complete the Year End

Errors or issues after year end procedure

Check below steps you can take to troubleshoot and resolve the issues after year end procedure.

1. Incorrect financial periods

Incorrect financial periods

You need to restore backup that was done before processing the year end and process year end again.

Follow the steps below to restore backup.

Log into your company on Sage Pastel Accounting
Select File...Restore menu option to restore data
Sage Pastel will automatically pick up any backup that has been created on the computer or on the external drives
You will be able to select the most recent backup due to the date and time stamp visible on the backup. If the backup is not in a .zip folder, it will not be visible in the Backed Up Files column
Select the backup you wish to restore and ensure that the backup is highlighted in blue.
Click Process to confirm the operation.
You will receive a warning message if you are restoring from your local drive, click Yes to proceed with the restore process.
You will receive another warning message, advising you that you will be restoring live data, click OK to proceed.
Log back into the company and confirm that the necessary changes have been made to your data.

2. Errors detected on Data Integrity

Errors detected on Data Integrity

You need to restore backup that was done before processing the year end and process year end again.

Follow the steps below to restore backup.

Log into your company on Sage Pastel Accounting
Select File...Restore menu option to restore data
Sage Pastel will automatically pick up any backup that has been created on the computer or on the external drives
You will be able to select the most recent backup due to the date and time stamp visible on the backup. If the backup is not in a .zip folder, it will not be visible in the Backed Up Files column
Select the backup you wish to restore and ensure that the backup is highlighted in blue.
Click Process to confirm the operation.
You will receive a warning message if you are restoring from your local drive, click Yes to proceed with the restore process.
You will receive another warning message, advising you that you will be restoring live data, click OK to proceed.
Log back into the company and confirm that the necessary changes have been made to your data.

If there were no errors before running year end but errors are being detected after running year end again, please contact our Support Team on [email protected] for further assistance.

3. Year End ran in wrong company

Year End ran in wrong company

This error normally occurs when the client select the option to create a new company and forget to tick the option to run the year end in the new company.

During the Year End process you have the options:

Create a new company
Do not create a new company
Run year end in the new company

If the Year End has been run in the incorrect company you have two options:

Restore the Year End Backup and run the Year End again ensuring you select the option 'Run Year End in the New Company'
You can change the company names around

Restore the Year End backup and re-run the Year End

Restore your Year End Backup
Re-process the Year End as per steps 2 on article Sage 50cloud Pastel Accounting Year End Guide

NOTE: Ensure you select the option to Run the Year End in the New company.

Change the Company Folder Names around

Select File> Open> Manage> Add company
Remove the companies where the Year End is wrong
Navigate to the company folders
Right click on the first company and select rename
Enter the name of the other company folder with an a at the end
Select the other company right click and select rename, rename it to the first company folder name
Go back to the first company and select rename remove the a
Open your Software and add the companies back

EXAMPLE: Company A is called Demo2019 Company B is called Demo2020. The Year End was run in company A but it should have been company B. You will need to rename Demo2019 to Demo2020 and Demo2020 to Demo2019.