CONTENTS

1 Hardware requirements pg 2

2 How to install Sage Pastel Xpress Version 12 pg 2

3 Starting Sage Pastel Xpress Version 12 pg 6

4 Registering your software pg 7

5 Working with companies pg 11

6 Converting from older versions pg 13

7 Managing your multi-user environment pg 17

8 Upgrading Pervasive pg 19

9 Troubleshooting your installation pg 22

10 Keyboard shortcuts pg 26

11 Useful contact details pg 28

WELCOME TO sage PASTEL XPRESS Version 12

Thank you for choosing Sage Pastel as your accounting software, support and service
provider. This Sage Pastel Xpress Version 12 installation guide assists you with the
smooth and effortless installation of your accounting software, providing you with easy
to follow, step-by-step instructions.
1. HARDWARE REQUIREMENTS
Sage Pastel Xpress Version 12 requires a computer equipped with a DVD-ROM,
Microsoft® Windows XP, Windows 7 or Microsoft® Vista.

For a single user version, or a workstation on a multi-user version, the

minimum requirements are:
• 512 MB RAM (We recommend 1GB or higher)
• Screen Resolution of 1024 x 768
• Pentium IV

For a server, the minimum requirements are:

• 1GB RAM plus 128MB RAM per user
• Pentium IV

Sage Pastel Xpress will run on the following operating systems:

• Windows XP Professional SP3
• Windows Vista
• Windows 7

Note that neither Windows XP Home nor Vista Home can be used in a multi-user
environment.

Please note: Internet Explorer 6 or higher is required for the installation to continue.
Please ensure you have this version installed on your system.

2. SETTING UP YOUR PRODUCT IN FIVE EASY STEPS

Step one

Place the DVD in the DVD-ROM drive. The DVD should start up automatically. If the
DVD does not start up automatically:
• Click Start on the Windows taskbar.
• Click the Run option.
• The Run window opens:

2 | Installation Guide
In the Open field, enter the DVD-ROM drive letter together with “\Autorun\Autorun.
exe”. The above screen shows what you would enter if your DVD-ROM is drive D.
Instead of this, you can click the Browse button and select the file on the DVD-ROM.

Click the OK button to continue.

Step two

The system will automatically take you to the “Install My Product” Screen. The following
screen will appear:

Click on Sage Pastel Xpress Version 12 and the next screen will display. Click Next to
continue.

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The next screen to display is the License Agreement screen:

Read the Licence Agreement, and click on “I accept the terms in the license
agreement”. The installation will not continue unless you accept the license terms.

Note that you can click the Back button at any time to review earlier screens.

Step three

The Setup Type screen displays:

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A Typical installation will install the program in English. If you wish to install additional
languages, select the Custom option.

Click Next to continue.

Step four

The Destination Folder screen will display:

In this screen, you choose where to install Sage Pastel Xpress Version 12. Unless you
have a good reason, you should not change the default installation folder. If you do wish
to change the installation folder, click the Change button and select the folder into which
you wish to install.

Click the Next button to continue.

Step five

The Ready to Install screen displays:

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Click the Install button to begin the installation.

The system displays a progress indicator:

Once the install completes, the Completed screen displays:

Click the Finish button to complete the install.

3. STARTING Sage PASTEL XPRESS Version 12

You can start Sage Pastel Xpress Version 12 in two ways:
1. Locate the Sage Pastel Xpress Version 12 icon on your desktop:

Double click the icon to start the system

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2. From the Start menu, choose All Programs I Pastel I Pastel Xpress Version 12 I Pastel
Xpress Version 12.

4. REGISTERING YOUR SOFTWARE

You will have to register your package before you can make full use of it. To register, you
need to obtain a Registration Code from Sage Pastel. You can do this by phone during
normal working hours, or at any time via the internet. Registration is an annual activity,
at no cost. You will also need to register if you install the system on another computer,
or if you add more features. When you register, you do not lose any data you entered
prior to registration.

Step one

The first time you start Sage Pastel Xpress Version 12 the Welcome screen will display:

Click the Next button to continue. The Registration Type screen displays:

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Here you choose the configuration you are registering:

Use the Local/Server Registration option to register your package if you are
registering a:
• Single user;
• Multi-user Server;
• Demonstration.

Use the Workstation Registration option to link workstations to a multi-user registration.

Once you complete the registration of the multi-user version using the Local/Server
Registration option above, use this option to link each workstation installation to the
server registration. This works as follows: The Server Path field activates. Use the icon
to navigate to the CUSTOM\ REGISTRATION folder on the computer on which you
registered the product. The Assistant will skip to the final screen.

Use the Remote Server Registration option to register a multi-user version, where
the server is a non-Windows server. This will use the workstation you are on to write
registration information onto the non-Windows server, after which you can register
workstations as in the previous option.

Once you make your registration server choice, click the Next button to continue.

Step two

The Registration Details screen displays:

Work in this screen as follows:

• To register online, check the Register Online check box. This is the recommended
method, as you can register at any time. If you deselect the selection box, please call
us during normal business hours to register.
• To register a demonstration version, select the Demonstration selection box. The
Select Your Country list box activates, and you can choose your country. The
Assistant will skip to the final screen.

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• To register a live version, deselect the Demonstration selection box. Enter the Base
Serial Number that is on your packaging or DVD, and enter your registered name
in the Registered Name field. This name appears on all printouts you produce for
any company. Note that for security purposes you cannot use generic names. You
provide this name when you register.
• Once you enter registration details, click the Next button to continue.

If you are registering online, you need to be connected to the internet. The Web
Registration screen displays:

If you are registering for the first time, a screen will appear displaying the Base Serial
Number entered into the Registration Wizard. Click Next.

If you are upgrading from a previous version, a screen will appear displaying the Base
Serial Number entered into the Registration Wizard and you will need to enter the
serial number of your previous version. Click Next. The following screen is displayed:

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Fill in the relevant details or update the displayed details if necessary on the screen, and
click the Next Step button.

Step three

The additional modules registration screen displays:

If you purchased additional modules, enter the serial number for each module here.
Click the Complete Registration button to continue.

Your registration code will be returned to Sage Pastel Xpress Version 12. If you are not
registering online, the Registration Code screen displays:

This works as follows:

• The Access Code displays.
• You now need to contact Sage Pastel Registrations and provide us with the company
name, base serial number and this access code

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Register online or contact Sage Pastel Registrations

To register by email, send all the required information to [email protected].

To register by phone, call Sage Pastel Registrations: 086 11 COVER (26837) during
normal business hours.

TIP: Registering online is faster, easier and more efficient than registering telephonically
or via email. Save time and ensure accuracy by registering your product online.

Step four

When you receive your registration code, enter it into the Registration Code field. This
is a long code, so ensure you enter it correctly.

Click the Next button. If the code is incorrect, enter it again.

Step five

Once you complete the online or telephonic registration, the Summary screen displays.
Click Next to finalise your registration.

5. WORKING WITH COMPANIES

When you have installed Sage Pastel Xpress Version 12, the system adds the
demonstration company to the Open a Company screen automatically.

Step one

To create a new company, you will select File | New. Choose the Use Setup Assistant
option. This is the recommended method of creating a new company. The Setup
Assistant takes you through a series of screens and creates a company with all required
parameters set up. Once the Setup Assistant creates a company, you can work in it
immediately.

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If you want detailed information on this topic, consult the online help.

Note: Sage Pastel Xpress Start-Up is limited to a single company.

To open an existing company, choose File | Open. The following screen will appear:

Step two

Click on Add Company and you will see the following screen:

Step three

You will see your registered server. Click on Add Company and the following screen will
appear:

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Browse to where the data is located.
• Double-click on the data folder and then click OK. Now click on Close and you will
see your data in the list of companies available for you to open.
• If you are working in a multi-user environment, and the company you want to open
resides on another machine, you will need to map a network drive to the data folder.

6. CONVERTING FROM OLDER VERSIONS

The software contains a Conversion Assistant that assists in converting data from older
versions. To convert the data please follow these instructions carefully.

Step one

In the company you are going to convert:

• Update all outstanding open batches.
• Run the Data Integrity option to verify there are no errors on the data.

Step two

Make a backup of the data you are going to convert.

Step three

You must register your new product. (The conversion module only works with registered
versions. See Section 4 - Registering your Software).

Step four

In Windows, click on Start and select Programs. Click on Pastel and then Pastel
Xpress Version 12 option, and then the Conversion option.

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Step five

The initial screen that displays will be the Conversion Assistant, click Next to
continue.

Step six

The Version Selection screen displays:

• Select the version from which you are converting, and then click on the Next button
to continue.
• In this, and all subsequent screens, you can click the Back button to review or edit
your previous settings.

Step seven

The Data Location screen displays:

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You will need to select the location of the company that you wish to convert from in the
older version (e.g. C:\Xpress11\XYZ) by double-clicking on that data directory.

Click the Next button.

The system will request that the supervisor password be entered. (Should you not have
one, leave it blank and select OK).

Step eight

The New Data Location screen displays:

In the New Company Directory field, enter the name of the folder for the converted
company. You can enter a new name, however we recommend that the same name as
the original company is used to eliminate confusion, (e.g. XYZ). This folder will now be
created and appear within your Xpress12 folder.

Click the Next button to continue.

Step nine

Click the Process button to start the conversion.

Step ten

If you make use of customised forms in the older version, you will see a message that
asks whether you wish to overwrite the forms folder. To keep the customisation of your
documents, including customisations to stationery, click the No button. If you select
Yes, you will need to redo any changes that you have on your current forms, including
adding logos to your forms.

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Step eleven

Once the conversion is complete, select Finish. You will need to complete this conversion
process for each company that you wish to convert to Sage Pastel Xpress Version 12.

Once you have converted your data you will need to add it to your list of available
companies on the Manage screen in Sage Pastel Xpress Version 12. See Section 5 –
Working with Companies.

Step twelve

For each converted company you will need to execute the procedure below:
Go to Setup and select Validate Parameters.

This process will enable you to see which setup areas still need to be completed or
establish if any data is missing from the setup sections. Should any data be missing,
you will be required to add the necessary information.

Select Setup
and then Validate
Parameters.

Step thirteen

We suggest that you verify your data to ensure no problems have been encountered.
You can do this by selecting File | Data Integrity and then choosing the Verify Data Only
option.

Should you receive any errors on the report please contact the Sage Pastel Support team.

We also recommend that you run the Verify History File Only option. The verifying of the
data will need to be completed in each company that has been converted.

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7. MANAGING YOUR MULTI-USER ENVIRONMENT

In a multi-user environment, it is a good idea to identify and set up a Fixed Gateway for
the Sage Pastel Xpress Version 12 data files.

1. What does the Gateway do?

• On a network where there is no dedicated server and the server which stores the data
is also used to perform day to day functions, we refer to this type of setup as a peer-
to-peer network.
• The Gateway facility allows you to access data on other computers on the network.
• A Gateway therefore needs to be selected. The PC which is selected as the Gateway
will “act” as a server since it will control the access to the files and the computer on
which the data (company) is stored.

2. Which PC should be selected as the Gateway?

• It makes sense to select the PC with the best resources or specifications to act as the
Gateway.
• Selecting the same PC where the data is stored to act as the Gateway also results in
improved speed since the request for information to be supplied and the supply of the
information takes place on the same PC.

3. What are the consequences of not selecting a Gateway?

If no fixed Gateway is selected, then the system will operate on a “floating” gateway.
This means that the first PC on the network to open that company will act as the
Gateway for that data directory, until it is shut down or turned off. Potential problems
exist in this scenario:

• The machine with the least resources or the poorest specifications may be the first
to log in and act as the Gateway. This will result in poor speed performance for all the
machines accessing the data.
• Further, if the user acting as the Gateway shuts down the machine or stops the
Pervasive engine then all the other users will also encounter a problem (likely an error
code 20).
• Data corruption will occur if a user is trying to perform an update when this happens.
• Since this is difficult to track, it is strongly recommended that a Fixed Gateway be
selected.

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How and where does the Gateway get set?
Go to the PC on which you will be storing the data (or you can do this from any other
PC) and click on Start. Select Programs and then Pervasive. SQL. Now choose
Other Utilities and then Gateway Locator.

Click on this button

to browse.

Click Change to
assign the PC on
which the Gateway
will be setup.

Next to the window for Target Directory, click on the browse button to browse to the
company folder, for example C:\Xpress12\Demo.

NOTE: In the figure above the C: drive indicates the drive on the PC where the data will
be stored, and Demo refers to the company name.

If you are doing this from another PC, you will browse for the PC on which the data is
stored, and then for the company directory on that PC.

If you have more than one company, then you will need to do this for each company,
one at a time.

Under Directory Status you will see that the Gateway is unassigned. Click on
Change.

This will display another window where you can select the Gateway PC (Ensure you
have ‘Assign a Gateway’ selected).

Make sure the option to

Assign a Gateway is
selected.

Enter the name of the

computer that is selected as
the Gateway.

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• The system will default to the name of the PC that you are working from and you
will be required to alter it if you are not performing this from the PC selected to be the
Gateway.
• If you are doing this on the Gateway PC, the PC name is correct and no change is
required.

NOTE: If you have more than one company in Sage Pastel Xpress Version 12 you
can select to have a different PC act as the Gateway for each company. If one user
processes more often in a particular company, then we suggest you make that user’s
PC the Gateway for that particular data set.

• The Gateway for a particular company can be changed to a different PC at any time
by repeating the setup above.

8. UPGRADING PERVASIVE
When upgrading or if you have used Pervasive software beforehand, and you want to
make use of the latest version of Pervasive, you will have to uninstall the current version
of Pervasive from the workstations and where necessary from the server, to ensure that
there are no components of the software on your machine.

NOTE: Failing to uninstall Pervasive first will result in the new version of Pervasive not
being installed.

Follow these steps below to uninstall:

• Insert the Sage Pastel Xpress Version 12 DVD into the DVD-ROM drive.
• Once the autorun screen displays, select Exit.
• Go into My Computer either by double-clicking the icon on the desktop or by going
via the Start menu.
• Locate the DVD-ROM drive, right-click and select Open from the pop-up menu.
• Double-click on the Pervasive folder.
• Double-click on the Workgroup for Windows.

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• Double-click on the PSA folder.

Double click on the PSA

folder.

• Double-click on Setup.Exe
• When the Pervasive System Analyzer setup screen comes up, click on Next.
• Select Next on the first 3 screens until you get to the screen displayed below.

Ensure the first block is

selected an the other is not.

• Ensure that the Launch Pervasive System Analyser after Setup Completes
option has been selected.
• Leave the Show the Readme file option unchecked.
• Click on Finish.
• The Pervasive welcome screen will be displayed. Select Next.
• On the following screen as seen below, ensure that the Delete Components or
Archives is checked and then click on Next.

Ensure Delete components

or archives is selected.

Select Next to continue.

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• The Local Machine option must be checked on the following screen.

Select Local Machine.

• On the following Delete Options screen check both options, Delete Pervasive.SQL
components and Registry settings and Delete Pervasive Archives.

Select both options.

• Select Next to continue.

• You will be requested to select whether you want to have the items permanently
deleted, click on Yes.
• Once this is completed, select Finish to complete the uninstall process.
• You can choose to either restart your machine now or later.

NOTE: You will have to complete the uninstall process on each workstation and/or on
the server in a Workgroup or Single User environment.

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9. TROUBLESHOOTING YOUR INSTALLATION
In order to minimise potential problems, we recommend reading this section. For further
troubleshooting information, please refer to the Troubleshooting section in the online
help.

Prior to installation:
• Ensure that the minimum system requirements are met. These requirements are
detailed at the beginning of this guide.
• Restart your system before installation to ensure that the resources for the
installation process are cleared.
• Login as the Administrator of the PC – this will ensure that you have all the
necessary rights in order to install your software.
• Disable any virus checking software for the duration of the installation only.
This is necessary because anti-virus software blocks writing to system files (e.g.*.VBX,
*.DLL, *.OCX files) and the updating of some of these files may be required during
installation.

TIP: Should there be a problem in disabling the anti-virus software it may need to be
uninstalled completely and reinstalled after the installation. This is for the same reasons
as above.

Error Code 20 – Record Manager Inactive

This error occurs when the Pervasive Database Engine is not running on the local
machine or the server.
You should work through the following possibilities in sequence:
• Missing or Incorrect Installation;
• Firewall Settings;
• Anti-Virus Settings.

Missing or Incorrect Installation

Error 20 can occur if Pervasive was installed incorrectly, or if an older version is present
on the workstation.

To determine whether Pervasive is running and which version is running:

1. When you start Pastel, in the Windows Taskbar at the bottom right corner where the
time displays, there should be a Pervasive icon:

Pervasive.

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If this icon does not display, you should install Pervasive manually as outlined below.

2. If the icon is present, it may be the incorrect version. The Sage Pastel install program
will not overwrite an older existing version of Pervasive on the workstation. To check
the version, right click on the Pervasive icon, and choose About from the pop-up

The database version displays next to the OK button.

3. If the Pervasive version is incorrect, you need to install or re-install Pervasive. To do

this, you need to first terminate the version that is running. Right click the icon again,
and choose the Stop Engines and Exit option from the pop-up menu.

To remove an older version of the Pervasive Engine, refer to Section 8-Upgrading

Pervasive.

Firewall and Anti-Virus Settings

If you have a firewall installed on the workstation, it may be inhibiting communication

between a workgroup or client/server version and causing an error 20. If this is the
case, you must enable the firewall software to allow such communication. We show you
how to control this in using the firewall built into Windows XP SP2. If you are using a
different firewall, consult the software’s user guide.

Installation Guide | 23
1. To check and set firewall settings in Windows XP SP3

1. In Windows, open the Control Panel and double click the Windows Firewall
option.

2. Double click on Windows Firewall, and select the Exceptions tab

3. Ensure the Display Notification checkbox is checked. If it is not checked, then

check it and click OK, and try to access Pervasive once again. If there is no
message from Windows Firewall, then this is not the problem.

4. If you receive a message from Windows Firewall, start it up again as above, and
return to the Exceptions tab and do the following:

• Click Add Program, and browse to the program C:\PVSW\Bin\w3dbsmgr. exe.

Click OK to save the program.

• Click the Add Port button.

In the Name field, enter “Pervasive”.
In the Port Number field, enter 1583.
Choose TCP.
Click OK to save the new port.

• Click OK in the Windows Firewall to save your settings and close the window.

2. Anti-Virus blocking network communication

If you have anti-virus software installed on your workstation, it could be causing an
issue that gives rise to the error 20. You should disable the anti-virus software and see
if this helps. If it does, please get your Network or IT administrator to set the anti-virus
software to allow Pervasive communication across the network.

3. Check the network communication using the Pervasive System Analyzer

• Click on Start, then Programs.
• Click on Pervasive System Analyzer.
• A window will be displayed on the screen, click on Next.

Select the option Test Active Installation, and ensure all the options below that are
also selected.

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 Make sure Test Active
Installation, together with
all three options below, are
enabled.

• Now select the Server machine on the network. This will test network communication
between the Server and the Workstation.
• Click on Next.
• A summary indicating that ALL information sent has been received should display.

Ensure the tests are

successful.

• On the next screen run the Transactional Engine Test.

• Ensure that the results are successful.
• Click Next to proceed.
• Now run the Relational Engine Test and make sure it is successful.
• If errors were encountered on any of these tests, it is best that you request your
network or hardware technician to correct these.

Installation Guide | 25
10. KEYBOARD SHORTCUTS

Function/ Operation Comments

Shortcut
Key

F1 Access Help The help facility is available by pressing

F1 on any screen in your Sage Pastel product.

F2 Open the Note facility Select F2 to open the Note facility, which
can also be linked to customer and
supplier accounts.

F3 Allocate Open Item F3 allows you quick access to the

transactions Open Item matching screen when
processing in journals or cashbooks.

F4 Open the Price Useful for instant access to inventory

Search facility items’ selling prices. Also shows
quantities on hand of inventory items.

F5 Zoom in on a record F5 opens a zoom screen to perform

various record editing and enquiry
functions.

F6 Add a new record Quickly create a customer, supplier,

general ledger or inventory account at
the touch of a button.

F7 Reconcile function The F7 function key allows you to

reconcile your physical bank statement
with Sage Pastel’s cashbook transactions
quickly and easily.

F7 Modify a record when Modify or edit a customer in the

on a Zoom screen cashbook, supplier or general ledger
account when zooming in for either of
the above. Note: the F7 function only
works when on a zoom screen for an
account.

26 | Installation Guide
F8 Switch between VAT When processing in the cashbook or
inclusive and journal, select F8 to change an
exclusive transactions amount from exclusive to inclusive or
vice versa. Note: this function only
works in cashbooks and journals.

F9 Open the calculator F9 brings up the calculator from

Windows. Select View on the calculator
and then click on Scientific for access to
many additional, useful calculator
functions.

F12 Return to the previous When processing in documents,

column journals or cashbooks, and you are in
the Account field, you cannot move off
the field without selecting an account.
Pressing F12 while on the field will move
you to the previous field without forcing
you to select an account.

Ctrl + H Edit customer/supplier When processing document lines, you

address details can use Ctrl + H to jump to the Delivery
Address field instantly. Note: you need
to be on the transaction lines to use this
shortcut.

Ctrl + L Insert lines on invoices When processing documents, after

selecting the customer/supplier account,
you can use Ctrl + L to jump straight to
the lines without tabbing through the rest
of the fields in the header section.
Note: you need to be on a header field to
use this shortcut.

Ctrl + R Copy postal address In the Edit Customer/Supplier menu, you

to delivery address can use this function to copy your
field or vice versa delivery address to your postal address
field, and vice versa.

Installation Guide | 27
11. USEFUL CONTACT DETAILS

Cape Town
Switchboard +27 21 522 7400 [email protected]

Durban
Switchboard +27 31 537 7100 [email protected]

Johannesburg
Switchboard +27 11 304 3000 [email protected]
Registrations +27 86 112 6837 [email protected]
Product Sales +27 11 304 3600 [email protected]
Training +27 11 304 3670 [email protected]
Installation Assistance +27 11 304 3830 [email protected]
Support Desk +27 86 112 6837 [email protected]
Pastel Payroll +27 11 304 4000 [email protected]

International
Switchboard +27 11 304 3400 [email protected]
www.sagepastel.com

TIP: Your product comes with 30 days Sage FREE Pastel Cover. Unless you extend your
Sage Pastel Cover, support will no longer be available to you after the 30-day period.

Sage Pastel Cover is an annual support plan which gives you all the help your business
needs. As a priority customer with Sage Pastel Cover, you’ll receive unlimited telephonic
support, free software upgrades and updates, discounted training and more. To purchase
Sage Pastel Cover call (011) 304 3600 or visit www.pastel.co.za.

The specifications and information in this Installation Guide are correct at the time of
printing. We continuously invest in Research and Development, and all the information
in this guide is subject to change without prior notice. Therefore, Sage Pastel cannot be
held responsible for errors or omissions. Copying or reprinting of this guide or sections
thereof is not permitted without prior written authorisation.

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