Ten tips to help you take full advantage of Evolution’s fantastic functionality

1. Adding exported data in MS Excel

It is sometimes convenient to export Pastel Evolution data into Microsoft Excel for easy manipulation of data or to do calculations. When data has been exported to MS Excel, the user might find that the numeric value columns cannot be easily summed up using the Autosum function because the format of the column is not numeric.

To fix this, highlight the whole column you wish to use the Autosum function on, select Data in the menu bar at the top and then select Text to Columns. A Convert Text to Columns Wizard will appear. Click the Finish button on the bottom of the screen. You can then be able to use MS Excel’s Autosum function as normal.

2. Password protecting emailed statements

If your clients are cautious about sharing information on statements emailed to them, it is possible to password protect such documents. Under Maintenance | Accounts Receivables | Customers edit the relevant account. Select the Bank and Other tab. At the bottom you will enter the password that will be needed to open the statement in the Password for Statement and Multiple Document Printing block.

Of course, you would need to determine the password with the client receiving the statement.

3. Tax reference number on documents

Current legislation requires that a tax reference number must be shown on tax invoices where the total transaction value is R3000.00 or more. As legislation may change in future regarding the exact amount, Pastel Evolution allows you to change this amount whenever required. You can do this by going to Maintenance | Accounts Receivables | Defaults, select the Transactions tab and change the amount in the Tax Reference Prompt Amount field.

Also note that if there is no tax number entered on the customer’s details (under the Customer tab), the user will be prompted to enter a tax number when an invoice is created for that customer.

4. Checking default email program

How do you ensure the correct email program (e.g. Microsoft Outlook) is used when you want to email Pastel Evolution documents?

Click on the Windows Start button and go to Control Panel. Double click on Internet Options and go to the Programs tab. Ensure that the correct email program is selected in the Email field.

For users running Windows 7, in the Programs tab, go to Set programs and to Set your default programs. To set the email program you would like to use, choose from the list on the left side of the screen and click on the option Set this program as Default.

5. Setting up favourites

To get to commonly used functions of Pastel Evolution quickly and easily, use the Pastel Evolution Favourite function.

To create a favourite, go to the Pastel Evolution function you frequently use (e.g. invoicing) and select the Favourites tab on the menu bar at the top. Click Add to Favourites. A shortcut key (for example Ctrl +1) will also be created. You can use these keys to bring up the required function from anywhere within the program.

A favourite can also be created by right clicking on the function you wish to add to Favourites and selecting Add to Favourites.

You can also select the Favourites tab to display a list of features you have added to select from.

6. Ensuring general ledger lines can be selected on an inventory document

Should you be unable to see the required General Ledger account when selecting a General Ledger line on a Customer or Supplier Inventory document (for example, an invoice) check the following:

Under Maintenance | General Ledger | Accounts, edit the relevant account. First ensure that the Active block is ticked. Next, select the Inventory tab in the edit screen and ensure that the blocks Allow Sales Transactions and Allow Purchases Transactions are ticked. Click on OK to save changes and process the document.

7. Linking multiple quotes to a job

More than one Job Costing Quote can be linked to the same Job Card. This would be useful in situations where there are large jobs and certain line items need to be quoted in stages. To understand this functionality better, follow this process:

• Create a new Job card, with status: Quote and add one line (note the default status on the line: Quote)
• On the Invoice Details tab, enter the quote number eg. Quote001
• Select Save, Process and Close
• Open the same Job and add another line (still remain on Status Quote)
• Select Save, Process and Close again and now notice the prompt to enter a new Quote number – enter quote number: Quote002
• Select again Save, Process and Close
• Open the same Job again and select Print | Archived Quotes
• Type in the specific job Card number and select the Find button
• Notice two quote documents displaying – the first one is Quote001 and the other Quote002

8. Opening more than one company simultaneously on a computer

Should you be registered for more than one Pastel Evolution user, it is possible to open more than one company at the same time on the same computer. This would be useful if you need to compare data in different companies.

To do this, right click on the Pastel Evolution icon and select Properties. Select the Shortcut tab. Click on the Target block and go to the end of the line in the block. At the end of the line put a space and type in the following: /multiinstance. Click Apply and OK to save your changes. This will allow you to have multiple companies open on the same computer simultaneously.

9. Allowing the selection of sales rep code when processing accounts receivable

Should you make a new Accounts Receivables or Accounts Payable Transaction Type, the Rep check box needs to be ticked for the Sales Rep field to be available on the actual Receivables Standard Transaction screen.

The Sales Rep field will be greyed out if the Rep block is not ticked.

10. How to drill down on a transaction

Should you be doing an enquiry (on the General Ledger, Payables, Receivables or Inventory) and you would like more information on a particular transaction (for example the list of general ledger accounts that a transaction has posted to) you are able to drill down. To drill down, you can either double click on the transaction in the enquiry screen or right click and select Drill Down from the menu that comes up. Here you will get information such as audit trail number and the accounts a transaction has affected. If it is an inventory transaction (such as an invoice) that you have selected, you will get the option Source at the top of the screen that allows you to open the original document (if it has not been purged.)