Send and Receive Accountant Data Assistant

Overview of the Function

This tutorial will guide you through the steps required to send and receive data using the Accountant Data Assistant in Sage Pastel Partner. This function is essential for organizations that have internal accounts personnel, such as bookkeepers, who prepare initial financial records up to the trial balance, and external accountants who finalize the accounts, make corrections, and produce reports using the data compiled by the bookkeeper.

The Accountant Data Assistant allows:

1. Sending a full backup of the company data.
2. Restoring a full backup of the company data.
3. Importing the GAAP Category Allocations and Journal Batches.

We will focus on the first two parts: sending and restoring a full backup of the company data.

Part 1: Sending a Full Backup of the Company Data

Step-by-Step Guide

1. Access the Function
   • Click on File in the main menu.
   • Select Send and Receive Accountant Data Assistant.

Send a Full Backup of the Company Data

• • Click on Send a full backup of the company data.
  • You will see two methods to send the data:
    • Save to disk
    • Email to accountant

Method 1: Save to Disk

1. Select Save to Disk
   • Choose Save to disk and click Next.

Select Drive

• In the next window, select the drive where you want to save the backup file by clicking the drop-down arrow.
• Click Next.

Confirm Operation

• You will be taken to the confirm operation window. Read through the notes.
• Click Process.

Operation Complete

• The operation will run, and you will be taken to the operation complete window.
• Click Finish.

Send Backup via Email

• Use your normal email services to send the saved backup file as an attachment to the accountant.

Method 2: Email to Accountant

1. Select Email to Accountant
   • Choose Email to accountant and click Next.
2. Enter Email Details
   • Write in the email address of the receiver, the subject, and the body of the email.
   • Click Next.
3. Confirm Operation
   • You will be taken to the confirm operation window. Read through the notes.
   • Click Process.
4. Operation Complete
   • The operation will run, and you will be taken to the operation complete window.
   • Click Finish.

Using either method, you will have successfully sent a full backup of your company data.

Part 2: Restoring a Full Backup of the Company Data

Step-by-Step Guide

1. Access the Function
   • Click on File in the main menu.
   • Select Send and Receive Accountant Data Assistant.
2. Restore a Full Backup of the Company Data
   • Click on Restore a full backup of the company data.
   • Click Next.
3. Select Drive with Backup Files
   • In the next window, select the drive with your received backup files by clicking the drop-down arrow.
   • The received backup files will appear in the window.
   • Select the file you want to restore and click Next.
4. Confirm Operation
   • You will be taken to the confirm operation window. Read through the notes.
   • Click Process.
5. Warning
   • A warning will appear stating that you are about to do a restore. Click OK.
6. Operation Complete
   • The process will run, and once complete, click Finish.
7. Log into Restored Company
   • You will be prompted to log into the restored company.
   • Enter your password and click OK.

You are now ready to work with the restored data.

Conclusion

By following these steps, you can effectively use the Send and Receive Accountant Data Assistant to manage your financial data exchange between the bookkeeper and the accountant. This ensures that your financial records are accurately maintained and finalized, facilitating smooth and efficient accounting processes within your organization.