Pastel Partner to Pastel Evolution Conversion Utility

Preparation

Ensure to perform the following tasks before attempting a conversion:

Pastel Partner together with Pervasive has to be installed on the computer that will perform the

conversion.

Make a backup of the Pastel Partner database.

Pastel Evolution has to be installed on the computer that will perform the conversion.

Create a new blank Pastel Evolution database.

Make a backup of the Pastel Evolution database.

It is crucial to set up your Regional Settings to display the date format as per the screenshot below:

Please take note of the following:

During the conversion process, the staging SQL database is dropped and re-created.

Please ensure to close any connections on the staging SQL database while running the conversion, for

example; Query Analyser Windows and so on.

If connections are open, the utility will not be able to drop and re-create the database and a number of

errors will occur.

Installation

Follow the next few steps to install the Conversion Utility:

1. Run the setup.exe file.

2. The following screen displays:

3. After the preparation was done by the Conversion Utility, the following screen displays:

4. Click on the Next button.

5. The following screen displays:

6. The Conversion Utility defaults to the destination path stipulated in the screen, however, you can

change the path by clicking on the Change button.

7. Click on the Next button once you have specified your preferred destination path.

8. The following screen displays:

Use the Back button to change information on the previous screen.

9. Click on the Install button.

10. The Conversion Utility will now install:

11. Click on the Finish button.

12. A shortcut will display on the Desktop.

Convert data from Pastel Partner to Pastel Evolution

Conversion Process:

Follow the next process to import the Pastel Partner data into a Pastel Evolution database:

1. Double click on the shortcut icon on the Desktop.

2. The following screen displays:

3. Click on the Next button to continue.

4. The following screen displays:

5. Click on the Browse button to locate the Pastel Partner database.

6. Ensure the path you selected displays correctly in this field.

7. Click on the Next button.

8. The following message displays, informing you that a successful connection was made:

9. Ensure that you have selected the correct company, and click on the Yes button to continue.

10. The following screen displays:

11. Select the new (blank) Pastel Evolution database that will be used during the process.

12. The SQL Server and Database fields will automatically be populated with the correct information, based

on your selection in the window.

13. Tick the Auto Correct Periods tick box to match the Pastel Evolution accounting periods with the Pastel

Partner database.

14. The following message displays:

15. Click on the OK button.

16. The following screen displays:

17. Tick the Use Evolution Details tick box if you want Pastel Evolution to populate the new (blank)

database’s details in the respective fields. If you want the information to be populated from the Pastel

Partner database, do not tick the box and ensure that the Conversion Utility is populating the correct

information.

18. Right click in the Telephone, Fax, Email Address, Registration Number and Tax number fields to select

information from a menu that displays. This menu contains information from the Pastel Partner

database.

19. Make your selections and click on the Next button.

20. The following screen displays:

There are a few options available for selection:

Areas Explanation

Conversion Type You can select to: Convert master files only Convert master files and balances Convert master files and transactions

Modules to Convert You can select to convert data for the following modules: General Ledger Accounts Receivable Accounts Payable Inventory

General Ledger Accounts You can select to delete Pastel Evolution’s chart of accounts and customise the chart of accounts to suite the Pastel Partner data being imported.

21. Click on the Next button after you have made your selection.

22. The following screen displays:

23. If you have used User Defined Fields in the Pastel Partner database, ensure to select the applicable

modules that will be affected. This will allow SQL to alter tables to accommodate these fields during the

import.

24. Click on the Next button.

25. The following screen displays:

26. Map the listed transaction codes with the correct credit, debit and tax general ledger accounts. This

step does not need to be completed at this stage. It can be done at a later stage.

27. Click on the Next button.

28. The following screen displays:

29. Select the suspense accounts for the respective modules. These suspense accounts will be used as

contra accounts when importing Accounts Receivable, Accounts Payable, General Ledger and

Inventory balances, respectively.

30. Click on the Next button.

31. The following screen displays:

32. Click on the Import button to start the conversion process.

33. The data will now be imported and the screen will display the progress:

34. The Conversion Utility runs validation for the following:

Documents without lines.

Document lines without headers.

Documents with customers that do not exist.

Document lines with customers that do not exist.

Delivery Address with customers that do not exist.

Documents with suppliers that do not exist.

Document lines with suppliers that do not exist.

Document lines with inventory codes that do not exist.

Transactions against master general ledger accounts.

Multi-Store transactions with invalid warehouses.

Warehouse links with invalid warehouses.

Document lines with invalid warehouses.

Bills of materials with invalid items.

Inventory items with invalid groups.

Date out of period transactions.

35. The Conversion Utility will notify you regarding any warnings or errors that may have occurred during the

import, if applicable. If only warnings are communicated, the user can still continue. When errors

occurred, you do not need to close or restart the Conversion Utility while errors are being rectified in the

source (Pastel Partner) database. You can keep the utility open and continue the conversion, it is not

necessary to start from the beginning or complete previous steps again. It is important to fix the errors

before you continue with the conversion. If you only experienced warnings during the conversion, you

can just make notes of the warnings and continue with the conversion.

36. The data will be imported.

37. The following relinks will be required:

Accounts Receivable

Accounts Payable

General Ledger

Inventory

38. After the conversion was successfully completed and you log into the Pastel Evolution company for the

first time, you will be prompted to run the relinks.