Pastel Evolution Accounting
Pastel Evolution delivers an entirely new dimension in business management software, taking your business way beyond the traditional realms of accounting software. With business activity management functionality interwoven into the core of the accounting application, Pastel Evolution brings all aspects of your operations together, providing you with an integrated, holistic view of your business.
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Pastel Accounting 2004




FEATURES

Standard features and Optional Modules for Pastel Accounting version 6
Accounting V6 include :
General Ledger
Unlimited sets of account for as many companies as you require.
Consolidate any number of these at any time and produce consolidated reports.
Trial Balance, Income Statement and Balance Sheet are standard reports. A Report Writer Assistant also allows you to write any customised reports based on general ledger values. Compute and print actual and percentage variances.
Run up to 99 user-defined GST (tax) types to cater for existing GST (tax) rates as well as any future changes. A user-defined GST tax report ensures that filling in your BAS return is easy. GST (tax) validity dates ensure that GST (tax) types cannot be used when they are not applicable.
Run up to 30 cashbooks / bank accounts per company, with full cash book reporting, including bank reconciliation's.
All cash book entries balance automatically to the relevant bank account. Preview the accounting entries from any transaction on the screen or printer before you post, to ensure that they are correct. Post in detail or in summary to the contra account. Print cheques in any format. Post one cheque to many accounts.
Enter post-dated transactions and let Pastel's Post-dated Assistant (wizard) determine when they become current and therefore need to be posted to the general ledger.
You can also automate recurring entries with Pastel's Recurring Assistant (wizard). Pastel will perform standard accounting on your command every month / quarter / year. Use this to easily account for regular payments (rent, electricity, provisional taxes, etc.) or other recurring transactions.
Post to any period at any time, this year or last year (password controlled). There are no month-ends and the year-end procedure is performed with the help of a Year-end Assistant (wizard).
All journal entries are automatically balanced by the system. Enter amounts as Inclusive / Exclusive or Debit / Credit. Preview the accounting entries from any transaction on the screen or printer before you post to ensure that they are correct. Post in detail or in summary to the contra account. All reports can be printed to screen. Control which types of accounts can be used per journal type and capture transactions by date or by period.
Use General Ledger main and sub accounts to analyse any account or use this feature to report on costs per project, department, branch, cost centre, etc. Create accounts `on the fly'.
Use Pastel's Budget Assistant (wizard) to help you enter budgets per account per period. Generate future budgets by adjusting existing figures. Export budget figures to a spreadsheet and re-import them after your spreadsheet adjustments. Print actual to budget variance reports.
Use Pastel's in-built Financial Ratios to analyze key areas of your business.
A Cash Movement Report shows you your net inflow / outflow of cash.
Use graphs to analyze income and expenditure.
Multi-Company
Create and work in as many companies as you require. Consolidate multiple companies into a single company.
Report writer
You use the general ledger report writer facility to create reports that suit your own reporting requirements. The main strength of the facility is that it offers you great flexibility in accessing and presenting general ledger current and last year values, including current, last year, and next year budgets. You can create up to 96 reports in any one company. If you use the Setup Assistant, Version 6 creates sample reports that include income statements, balance sheets and budgets. You can either study these report formats to learn about this facility or fine-tune them to meet your reporting needs.
Inventory (Optional Modules)
Inventory Master Screen
Import inventory master file information. This can be used for take-on, and also to update selected selling prices.
Unlimited inventory items.
Identify each inventory item by means of a picture.
Enter barcodes for individual inventory items. When you invoice, you can use the barcode instead of the item code.
Print barcode labels.
Inventory item descriptions can be modified while invoicing or can be locked to prevent operators changing them.
Inventory User Defined Fields Inventory User Defined Fields
Enter bin numbers for easy location of stock items in store. Print reports in bin number sequence.
Capture default tax rates per item (caters for multiple tax rates, exempt / zero-rated items, etc.). Globally change inventory item tax rates for rate increases / decreases.
Facility to change inventory item codes.
Specify inventory items as service items to override quantity accounting but still use default prices, tax types, etc.
Block inventory items that are no longer in use.
Specify whether or not an item can be discounted.
Specify whether quantity and unit should display on the invoice for an item.
Specify re-order levels and maximum levels. Pastel will print re-order reports with suggested order quantities with cross-reference to supplier / supplier part number.
Inventory Re-Order Screen
Optional low quantity warning while processing. This option will warn you if the quantity of items on hand fall below their re-order level.
Optionally allow "negative quantities" of inventory. Optional warnings indicate if inventory items go into negatives.
Calculate selling prices based on cost prices plus mark-up. Mark-up can be based on either average or last unit cost.
Have up to three price lists with user-definable names (e.g. local price / export price, or retailer / wholesaler / dealer, etc.).
Inventory Selling Prices
Set defaults per customer as to which price list applies.
Print price lists inclusive or exclusive for single or all lists.
Print labels for items.
Specify a Special Price with a start and end date. Pastel uses this price instead of the normal price list prices when it applies.
Set up customer specific prices with expiry dates, per customer, per inventory item, based on volume breaks.
Customer Selling Prices Wizard
Set up discount matrices per customer category per inventory group with volume breaks.
The Selling Price Adjustment Assistant (wizard) allows price list adjustments based on mark-up or mark down on the current price, or another price list, or mark up on average cost or last cost. You can also make prices end in a specific number (e.g. 9.99, 19.99, 29.99, etc.), or 'round to the nearest', e.g. 0.05.
Prepare new prices in advance and run a simple price change-over procedure when in effect. Run this procedure again to restore the old prices.
Export your price lists or inventory listings to your word processor or desktop publishing (DTP) program.
Use the Inventory Count Assistant (wizard) to perform a full inventory count procedure.
Print inventory count sheets.
Import inventory quantities.
Print inventory count variance reports.
Update variances between actual and theoretical inventory automatically. Variance accounts in the ledger are automatically updated.¡P Differentiate your inventory with up to 999 inventory groups for detailed analysis of inventory-on-hand, sales, cost of sales, and adjustment accounts.
All invoicing options integrate to general ledger and post inventory purchase, sale and cost of sale entries, as well as accounting for all tax. Inventory journals perform quantity or cost adjustments with full general ledger integration to any ledger account - use this for internal use of inventory items.
Inventory valuation reports display at moving average (actual) cost or last cost (e.g. for calculating replacement value for insurance purposes). ¡P Define number of decimals (0 to 4) individually for quantities, cost prices and selling prices.
Inventory Activity Screen
Print specific reports to identify slow-moving inventory items.
Use graphs to analyze inventory.
Cashbooks
A cash book has two elements:
A general ledger bank account the bank account is a balance sheet account. It holds the bank account balance, and it should correspond to one physical bank account. This can be your current account, a call account, a savings account, a credit card account, and so on. You can also use a cash book to control your petty cash.
Two sequential entry types you use one entry type to process deposits into the bank (customer receipts, interest received), and another entry type to process withdrawals (supplier payments, bank charges, interest paid). The two entry types use the same general ledger bank account number.
Bill of materials (Optional Modules)
Create bills of material.
Specify which components you require to manufacture an item, and how many of each item.
Specify additional costs for items such as labour, overheads, and buyouts.
Pastel calculates the cost of the manufactured item for you.
Determine the selling price on a cost plus mark-up basis, or use the selling prices of the components.
Manufacture from components according to the bill of material. Pastel removes the component items (raw materials) from inventory and the manufactured items are added into inventory.
Unmanufacture a manufactured item. Pastel reverses all the entries. ¡P Sell component items as normal inventory items.
Invoice manufactured items as normal inventory items.
Material requirements planning. Produce reports of projected production and raw materials requirements.
Linked codes. Specify a list of linked items with a linked code when you invoice. Pastel issues each component or linked item, and displays it individually on the invoice. Use this for the sale of kits, for selling items with containers, for items which replace or supersede other items, for treatment codes in the medical profession, or any other uses.
Linked codes can have remarks and these also transfer onto the invoice. Use this for extended inventory descriptions.
Budgets
A powerful and flexible Budget Assistant (wizard) enables you to generate this year and next year budgets and to report on actual-to-budget variances.
Point-Of-Sales (Optional Modules)
Interface to cash drawers and pole displays. (Control the cash drawer with an operator password.)
Receive payments by cash, cheque, credit card, or voucher at point of sale. Use more than one method at a time.
Complete cash control. Pastel controls a theoretical value for each operator's cash drawer.
Process journals to move cash in and out of the cash drawer.
Cash up procedures. Operators and supervisor have separate cash up procedures.
Process COD (cash on delivery) invoices and receipts. Pastel tracks COD payments until receipt.
Print invoices on standard printers or on slip printers.
Do a quick enquiry on an inventory item (e.g. a price search).¡P Process a cash sale to any customer account.
Pay out amounts in cash to customers (EFTPOS).¡P Set up users to go directly to point of sale processing, on opening a set of accounts.¡P Restrict user to only use point-of-sale functions.
Suspend a sale by putting an invoice on hold.
Specify compulsory data entry
Ms Office Integration
Integrate your data: Pastel enables you to integrate your general ledger, customer and supplier data with Microsoft Office 2000.
Send Merge Letters: Pastel's new merge form compatibilities means you can generate personalised reminders, letters, memos, envelopes and labels.
Transfer your reports to Excel: Pastel has an extensive range of reports and useful graphs; you can simply transfer your reports to Excel and can work with the data, create custom graphs and print the spreadsheet.
MS Outlook Export: Prevent duplication by exporting your customer and supplier contact information to Microsoft Outlook with Pastel MS Outlook export function.
Multi-Store (Optional Modules)
Pastel allows you to set up and use multiple stores.
Multiple stores enable you to control stock movements and quantities on hand through warehouses or stores that may be in different locations.
Multiple stores can be used in many different ways. Two of the most common are: Warehouses: You may have a business with separate physical warehouses. If you are running multiple branches, situated in different cities, each branch could then have its own warehouse. Pastel allows you to transfer items between these stores.
Manufacturing: If you manufacture goods, you may wish to split the process into different stores. For example, you could have a store for raw materials, another for work in progress, and another for finished goods.
Pastel allows you to transfer items between these stores as they proceed through the manufacturing process.
Invoicing
Flexible document numbering. Choose between global document numbers and document numbers per user.
Auto-create purchase orders directly from within customer documents.
Auto-manufacture an item directly from within customer documents.
Auto-create a back order for a customer if there is insufficient quantity to invoice.
Quick-mode invoicing can be used to speed up processing. Capture or scan the item code or enter a "hot-key" abbreviation and Pastel completes the entire line with defaults.
Specify GST (tax) per item for defaulting at time of invoicing. Can be overridden.
Email or print all customer documents. Print on plain or pre-printed, single sheet or continuous paper.
Design your own invoices with your name, logo, etc., or modify the default formats.
Modify an invoice after printing but before posting (password protected option) and re-print if necessary. Print multiple copies on laser printers.
Credit control messages warn if credit limits are exceeded. Credit data displays on the screen. Block bad accounts and Pastel will allow no further invoicing on the account. Credit control reports allow follow-up of overdue accounts. Notes attached to customer records can be viewed at any time.
Warning messages display if minimum gross profits are not achieved. Set invoicing line limits to check data capture.
Show specific messages on any document (free format) - these have defaults but can also be edited when invoicing.
Customer specific prices / volume based pricing. Create price matrices per customer category per inventory group or create customer specific prices per customer per inventory item, based on volumes. For foreign currency customers, enter prices in their currency.
Invoice exclusive or inclusive of tax. Choose either method when invoicing or set up defaults per customer. Print tax amounts or percentages per line or suppress tax printing on lines.
Give discounts on any single line of an invoice.
Calculate and show settlement discount (early payment discount).
Enter financial lines on an invoice - use this to invoice out charges direct to the general ledger (delivery, services, handling fees, agent's commission, etc.).
Capture unlimited narration lines on an invoice - this can be entered line-by-line or in a ?text window? format, with automatic word-wrap facilities.
Analyse sales by rep or area.
Set up a commission structure for each salesperson with volume breaks. Print rep sales commission reports based on sales or gross profit.
Enter one invoice and auto create it for all customers of a specified category. Use this for fee billing, invoices, subscriptions, etc.
Create recurring invoices and auto-generate them once a month / quarter / year. Use this for easy invoicing of contracts (e.g. rents, levies, subscriptions etc.).
Store all invoice history for as long as required. Look up invoice details for any customer, for any period. Optionally display gross profit.
Inventory levels of items being invoiced always display on the screen. Add or modify inventory items at any time while invoicing (password controlled). Pastel will optionally warn you if the quantity of items on hand fall below their re-order level.
Design your own customer invoices using Pastel's forms designer. Import your own company logo for professional looking invoices.
Put invoices on hold. Invoices on hold do not update until they are taken off hold.
Multi-Currency (Optional Modules)
Define a currency for each customer, supplier and bank account.
Pastel is fully euro compliant and supports European Union processin.
Create up to 30 currencies in addition to your home currency.
Report both in home and foreign currencies.
Process revaluations which automatically update an exchange rate variance account.
Purchase Orders
Email and / or print purchase orders.
Capture supplier documents inclusive or exclusive of tax.
Capture goods received notes when the goods arrive to update stock levels without updating the supplier until you receive the supplier invoice. Print outstanding purchase orders and goods received notes.
Link multiple purchase orders or goods received notes to a supplier invoice. Link the entire document or part of it into the supplier invoice automatically.
Auto-create purchase orders directly from within customer documents.
Create new inventory items `on the fly' with cost and selling prices. Modify inventory item details `on the fly'.
Optional warning messages display if you are purchasing from a non-preferred supplier, or if the supplier has charged a price in excess of the last unit price plus a definable mark-up.
Change inventory item selling prices at the time of capturing goods received notes and supplier invoices to ensure that cost increases are accounted for
Enter financial lines for any invoice - use this to capture charges direct to the general ledger (delivery charges, services rendered, handling fees, duty, etc.).
Facility to purchase linked codes and service item.
Costs are continually updated (weighted moving average) based on latest purchases. Full integration performs general ledger accounting entries for all inventory purchased.
Purchase history is tracked for as long as you decide - this includes narrative and financial lines.
Design your own supplier documents using Pastel's forms designer. Import your own company logo for professional looking purchase orders, etc.
Print inventory labels for a range of goods received notes.
Multi-Users (2-20) (Optional Modules)
Up to 20 users can work on the same company's data simultaneously.
5, 10 and 20 user packs are available.
Password access control - Define exactly which processing functions / accounting areas each user may access.
Bundled with Pastel Multi-User License is Pervasive SQL2000 Workgroup.
Or you can upgrade to the full client/server version of Pervasive SQL2000.
Suppliers
Unlimited number of supplier accounts. Create new accounts "on the fly?"
Set up email addresses per supplier. Email purchase orders to suppliers.
Run suppliers in open-item for full reconciliation of all payments, credit notes, etc. against invoices or balance forward. Use age analysis reports to determine payments to be made. Print cheques for supplier payments.
Set up customisable day-based payment terms (e.g. 7 day payment terms, 14 day payment terms, etc.).
Block suppliers from whom you no longer wish to buy.
Print labels for suppliers for mailing.
Attach an unlimited number of notes to supplier accounts. Use this to store contract details or any extra supplier information.
Link inventory items to preferred suppliers.
Use graphs to analyse purchases.
Sales Orders
Flexible document numbering. Choose between global document numbers and document numbers per user.
Process quotations and sales orders. Link multiple quotations or sales orders to invoices. Link the entire document or part of it into the invoice automatically.
Auto-create purchase orders directly from within customer documents.
Auto-manufacture an item directly from within customer documents.
Auto-create a back order for a customer if there is insufficient quantity to invoice.
Quick-mode invoicing can be used to speed up processing. Capture or scan the item code or enter a "hot-key" abbreviation and Pastel completes the entire line with defaults.
Specify GST (tax) per item for defaulting at time of invoicing. Can be overridden.
Email or print all customer documents. Print on plain or pre-printed, single sheet or continuous paper.
Design your own invoices with your name, logo, etc., or modify the default formats.
Modify an invoice after printing but before posting (password protected option) and re-print if necessary. Print multiple copies on laser printers.
Credit control messages warn if credit limits are exceeded. Credit data displays on the screen. Block bad accounts and Pastel will allow no further invoicing on the account. Credit control reports allow follow-up of overdue accounts. Notes attached to customer records can be viewed at any time.
Warning messages display if minimum gross profits are not achieved. Set invoicing line limits to check data capture.
Show specific messages on any document (free format) - these have defaults but can also be edited when invoicing.
Customer specific prices / volume based pricing. Create price matrices per customer category per inventory group or create customer specific prices per customer per inventory item, based on volumes. For foreign currency customers, enter prices in their currency.
Invoice exclusive or inclusive of tax. Choose either method when invoicing or set up defaults per customer. Print tax amounts or percentages per line or suppress tax printing on lines.
Give discounts on any single line of an invoice.
Calculate and show settlement discount (early payment discount).
Enter financial lines on an invoice - use this to invoice out charges direct to the general ledger (delivery, services, handling fees, agent's commission, etc.).
Capture unlimited narration lines on an invoice - this can be entered line-by-line or in a? Text window? Format, with automatic word-wrap facilities.
Analyze sales by rep or area.
Set up a commission structure for each salesperson with volume breaks. Print rep sales commission reports based on sales or gross profit.
Enter one invoice and auto creates it for all customers of a specified category. Use this for fee billing, invoices, subscriptions, etc.
Create recurring invoices and auto-generate them once a month / quarter / year. Use this for easy invoicing of contracts (e.g. rents, levies, subscriptions etc.).
Store all invoice history for as long as required. Look up invoice details for any customer, for any period. Optionally display gross profit.
Inventory levels of items being invoiced always display on the screen. Add or modify inventory items at any time while invoicing (password controlled). Pastel will optionally warn you if the quantity of items on hand fall below their re-order level.
Design your own customer invoices using Pastel's forms designer. Import your own company logo for professional looking invoices.
Put invoices on hold. Invoices on hold do not update until they are taken off hold.
Quotations
You can prepare estimates or quotations for your customers. Quotations do not affect inventory quantities or any other values. When a customer agrees to your quotation, you can link it to a sales order or an invoice. You can decide whether to use all item lines or not.
Customers
Unlimited number of customer accounts. Add new accounts or modify account details while working in any transaction.
Set up defaults to speed up new customer account creation. Create customer accounts `on the fly' .
Multiple delivery addresses can be entered for each customer for invoicing branches with consolidated statements to the head office.
Set up email addresses per customer, per delivery address. Email customer documents.
Create up to five user-defined fields for each customer for additional information. You can optionally access these when you invoice, and print them on documents, including statements.
Run customers in open-item for full reconciliation of all payments or credit notes against invoices, or balance forward for easy and quick processing. Suppress statement printing for any customer (e.g. cash customers).
Set up customisable day-based payment terms (e.g. 7 day payment terms, 14 day payment terms, etc.). Aged messages can be set up to print on statements for credit control purposes (e.g. 30-day message, 60-day message, etc.) ? The messages can also be suppressed, by customer.
Produce an age analysis and overdue reports for credit control.
Specify interest terms per customer and Pastel will calculate and post your interest journals. Suppress interest charging by customer. Vary interest rates at any time. Suppress trivial amounts of interest by specifying minimum interest charges.
Specify overall invoice discounts (trade discounts) per customer. Specify one of three price lists per customer. Override / change any of this when invoicing (password controlled). Specify a discount matrix per customer category, per inventory group or customer specific prices, based on volume breaks.
Attach an unlimited number of notes to each customer. Print these out for credit control or to track sales calls, etc.
Print form letters to all or specific ranges of customers. Use this for mass mailing customers or to follow up on overdue accounts. Address labels can also be printed for the same range of customers.
Design your own customer statements using Pastel's forms designer. Import your own company logo for professional looking statements.
Use graphs to analyze sales trends.
Use Pastel's easy "drag and drop" functionality to re-allocate payments to invoices.
Protect your data
Full rollback in the event of a power failure.
Built-in operating system independent ZIP backup.
Windows Features
Multiple windows may be kept open simultaneously.
An icon button bar and hot-keys speed up processing.
Pop-up calculator with easy transferring of answers into your current field.
Reporting
Output reports to screen, printer, word processing file, spreadsheet file, HTML file, or to an email address. Perform enquiries directly from any zoom screen.
Perform drill-down enquiries - for example, you can click on a customer's balance to see the transactions which make up the balance, and you can then click on a transaction and see the source document with individual document lines.
Use any size and type of font. You can preview reports on screen, and you can scroll up, down, left and right when viewing reports on screen.
The powerful financial report writer enables the creation of customized financial reports.
All general ledger reports can be produced in home currency or foreign currency.
Use Pastel's in-built Financial Ratios to analyze key areas of your business.
A Cash Movement Report shows you your net inflow / outflow of cash.
Design your own layout for any document on screen with the drag-and-drop forms designer. For example, you can design different delivery note layouts to accompany different invoice layouts.


 

 
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