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PasCheck |
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Making Shoprite-Checkers Statements a Breeze |
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· What is PasCheck ? |
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PasCheck is an Excel spreadsheet which automates the process of compiling a Shoprite-Checkers statement by extracting data from Pastel Partner and presenting it in the correct format (as specified by Shoprite-Checkers). This report can accomplish in a few minutes what it would normally take you hours, or even days, to perform manually. |
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BACKGROUND |
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· What are the requirements to run PasCheck ? |
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· Sage 50c Pastel Partner or Xpress · Microsoft Excel 2003 or 2007 (32 Bit) · Macros enabled (see here for help on enabling Macros) · A PasCheck licence |
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· What does PasCheck cost ? |
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PasCheck is priced at R1 700 (excl. VAT) per year. This includes free telephonic support and access to all PasCheck upgrades.
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IMPORTANT CONSIDERATIONS |
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· Accuracy of the statement |
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The accuracy of the report is based on two factors: 1. The statement can only reflect what has been captured on Pastel. Therefore if transactions have not been captured accurately on Pastel, they will not reflect correctly on the statement. 2. Correct initial setup of parameters on PasCheck. You are required to enter some details on PasCheck, such as the Shoprite-Checkers store numbers. If this is not accurate, the statement will not be accurate. |
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· Pastel Periods |
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PasCheck bases the statement on a specific Pastel Period, rather than the transaction date. Therefore you must ensure that you specify the correct Period when capturing a transaction on Pastel, else it will not reflect correctly in the statement. |
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INITIAL CONFIGURATION OF PASCHECK |
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1 - Create a connection to your Pastel database |
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This is done by creating an ODBC Pervasive Engine which paths to you live Pastel data folder. |
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2 - Open the PasCheck spreadsheet |
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3 - Ensure that Macros are enabled |
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4 - If Macros were not enabled, then you need to close and re-open the PasCheck spreadsheet. |
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5 - Configure database connection in PasCheck: In the “START” sheet, click ‘CHANGE CONNECTION SETTINGS’ button, enter ODBC settings as per step 1, and click ‘SAVE’ |
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6 - Licence the report: In the “START” sheet, click ‘LICENCE REPORT’, then click ‘ENTER NEW ACTIVATION’, and enter the activation code supplied to you by Selected Business Systems. You can then close the licence screen. |
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7 - Specify the Delivery Address number: Delivery Addresses are used to differentiate between the different Shoprite-Checkers stores. We can read any one of the 5 Pastel Delivery Address fields, depending on which one is most convenient to you. Please note that the actual Shoprite-Checkers store number does not need to exist in one of the Delivery Address fields - this will be specified at a later stage.
In the sheet “START” , enter the chosen field number (1 - 5) in cell B5. |
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8 - Specify reference field (if required):
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For many companies, the Pastel document number is not the reference number which should appear on the statement. So long as you capture the correct reference number anywhere on your Pastel document, PasCheck can insert the correct reference number on the statement. On the sheet “START” in cell ‘B6’, enter the database field name where the correct reference is being captured in Pastel . |
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9 - Specify the customer accounts to include in the statement : |
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Depending on how your accounts are setup in Pastel, you may be using one or several accounts for Shoprite-Checkers.
In the sheet “CUSTOMER LIST” , click on the button ‘FETCH CUSTOMERS FROM PASTEL’. The sheet will now be populated with all of you Pastel customer accounts.
You must now delete all except for the correct Shoprite-Checkers accounts from the list (any accounts in the list will be included in the statement). |
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10 - Specify Reference Option per customer account (if required) :
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As explained in step 8 , the Pastel document number may not be the correct reference number to use on the statement. If you wish to swop the document number with a different reference number (as specified in step 8) , then you can control this behavior per client with this setting.
In sheet “CUSTOMER LIST” , column ‘C’ : If you do not wish to swop the reference number for the specific account, leave the value blank. If you wish to swop the reference for credit notes only, enter a ‘1’ If you wish to swop the reference for credit notes and invoices, enter a ‘2’ |
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11 - Import Delivery Addresses from Pastel |
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Pastel’s delivery addresses are used to differentiate between the Shoprite-Checkers stores.
In the sheet “STORE REFERENCE” , click on the button ‘FETCH DELIVERY ADDRESSES FROM PASTEL’. The sheet will now be populated with a list of all delivery addresses which have been used on the Shoprite-Checker’s client accounts in Pastel within the last several months.
You can refresh this list at any time by repeating the process - any new delivery addresses which are found will be added to the bottom of the list. |
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12 - Specify Checkers Store Numbers |
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Having populated the list of delivery addresses, you can now specify the matching Shoprite-Checkers store number (as it should appear in the statement) next to each delivery address.
In the sheet “STORE REFERENCE” , in column ‘D’ , enter the corresponding Shoprite-Checkers store number for each delivery address. |
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13 - Import Entry Types from Pastel |
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Entry types are used to differentiate between the different types of transactions.
In the sheet “ENTRY TYPE REFERENCE” , click the button ‘FETCH TYPES FROM PASTEL’ .
The sheet will now be populated with the entry types as defined by your Pastel’s ledger parameters. |
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14 - Specify Checkers Document Types |
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Having a list of entry types, you can now enter the Shoprite-Checkers types next to any entry types which are relevant to the statement (eg. Sales, Credits and Payments).
In sheet “ENTRY TYPE REFERENCE” , in column ‘C’ , click on the cell and choose the correct description from the drop-down list. Please note - you don't need to specify all entry types, only those that are relevant to the statement ! |
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Having completed the initial setup, the statement can now be run whenever required.
In the sheet “START” , click the button ‘RUN REPORT’ .
A window will appear asking for the Pastel Period number and date. Pastel periods 1 to 12 relate to your current financial year. Period –1 to –12 relate to your previous financial year.
Please note - the date which you select will be used on the statement heading, but is irrelevant to the actual records which are included on the statement - this is entirely dependant on the period which you have selected !
You should now see the statement begin to process. Depending on the speed of your computer and network, it should take a few minutes, and will then tell you when it is complete. |
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RUN THE STATEMENT |
