Sage 50cloud Pastel Accounting Year End troubleshooting guide

• The Point of Sale transactions date does not fall within the financial year set up
  
• Data Integrity Errors
• Runtime Error 53
• Runtime Error 70 and Runtime Error 75
• Runtime Error 5 When Opening a Company
• Other Errors

The Point of Sale transactions date does not fall within the financial year set up

Pastel Point of Sale uses the date on your computer system for all the processing that is done. Users may sometimes encounter the error below when trying to access the processing screen.

Refer to article Error : The Point of Sale transactions date does not fall within the financial year set up on how to resolve the issue.

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 specialise in data fixing or contact our Support Team on [email protected] for further assistance.

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

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

Make sure you run the Year End for the server machine

When you try to create a new company to run the year-end in:

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 an 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.

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
  • 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

• 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

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

Other Errors

Runtime Error -2147417848(80010108) 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 our Support Team on [email protected] 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.

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 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.

NOTE: 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

• 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.