Sales Receipts

For this first of all we will go for the task menu and then there we will select the option Receipts and it will look like this.

When will click on the option Receipts, the following window will appear.

Ø  In this window first we have to select the Customer Id.

Ø  Then the reference no is to be entered and the Receipt no as well.

Ø  Then we will enter the Date here.

Ø  Then below the Customer Id block here is the other box that is has to be filled, we will enter the name here as well.

Ø  Then we will enter the quantity here and then we will select the item and description will automatically fill.

Ø  Then the unit price and amount has to be entered here.

Sales Invoice

For the sales invoicing first we will go for the task menu and then we will go for the option Sales Invoice and it will look like this.

When will select the option Sales Invoicing the following window will appear.

Ø  In this first of all we have to enter the Customer id no.

Ø  Then the date and the invoice no will be entered.

Ø  Then the quantity will be entered.

Ø  Then we will select the item and the description will be automatically entered.

Ø  After this the unit price and the amount will be entered.

Credit Memo

Credit memo is for the customers when the goods are returned. For this first of all we will go for the menu and then from that menu we will go for the option Credit memo. It will look like this.

When we will click on the option Credit Memos following window will appear.

Ø  In this window first of all we will enter the customer id here.

Ø  Then date and the credit memo will be entered.

Ø  Then in the second box here are the tabs of quantity, item, description, unit price and amount.

Ø   First we will enter the quantity here and the items and decription will be automatically entered.

Ø  Then the unit price and amount will be entered.

Assemblies

For assemblies first we will go for the Task menu then we will select the option assemblies and it will be look like this.

When will select the option Assemblies, following window will be appear.

Ø  In this window first we will select the item that is entered in the inventory item for assemblies

Ø  When we will select the Item Id the name will be automatically shown.

Ø  We will enter the reference id here and the date will be entered here.

Ø  We just have to enter the new quantity here.

Ø  After that reason to build will be entered.

Maintain Global Options

Ø  For the maintenance of the Global options first we will go for the menu Options then we will click on the option GLOBAL.

Ø  When we will click on this option a following window will appear.

Ø  In this window here are 4 tabs which I’ll explain below.

Accounting

Ø  In this first of all here is the Decimal entry option. In this option it is required to select h method of decimal posting. Whether you want to fill the decimal by yourself or by automatically.

Ø  Then here is the option of Hide ant GL account. If we want to hide to any account we can mention here.

Ø  Then in other options here are some points like Recalculate cash balances or the inactive accounts information.

Ø  It can show you the warning related to the accounts that are not saved.

General

Ø  When we will click on this option following window will appear.

Ø  In this window improved option has already been checked.

Ø  Then here is the option of line Smart Data entry in this you can automatically go down to the other window you want to.

Ø  You can also change the color scheme of the window that you are using.

Peachtree Partners

Ø  Following is the window of Peachtree partners.

Ø  In this window here are the other software’s of the Peachtree they can be called the Peachtree partners.

Spellings

Ø  Following is the window of spellings.

Ø  In this window we can select different options for the checking and computerized accounting is also available here for the spelling checking of the data that we enter here in this software.

General Journal Entry

Ø This is for the purpose of adjustment of entries.

Ø For this first of all we will go for the Task menu then there we will select the option of General Journal Entries.

Ø  When we do click on this option following window will appear.

Ø  In this window first of all date and reference is required for the adjustment of the entries.

Ø  After that we will write down the GL account # here and then the description or the entries will be written here.

Ø  Then the debit credit column is here.

Ø  After that we will click on the save button then the entry will be saved.

Ø  After that the entire total will be shown below all the entries.

Sales Quotations and Sales Order

Ø  For sales quotation first we will go for the task menu and there we will select the option Quotes/sales order and then the quotes option.

Ø  When we will click on the Quotes option, following window will appear.

Ø  In this first of all we will enter the Customer id.

Ø  Then Bill to option will be filled.

Ø  After filling the both options we will go for the option Ship to in this we will put the address of shipment.

Ø  Then the option of Date, good thru and the Quote no will be entered.

Ø  Then here is the option of customer PO no and ship via, then the terms of that related product will be entered.

Ø  Then we will fill the columns here like quantity, item, description about the product, then the unit price of that product.

Ø  After that amount and job column will be filled.

Ø  Then the sales tax option, freight and total quotes will be entered.

Sales Order

Ø  In this we can convert our sales quotes to sales order directly by clicking the convert button.

Vendor Credit Memos

Ø  For this first of all we will go for the task menu and the following options will appear we will select the “Vendor Credit” option here.

Ø  When we will select the option following window will appear.

Ø  In this here is the option of Vendor id. We will select the vendor here. Then date will be entered.

Ø  Next here is the tab of some conditions related to the product, the conditions that we want to apply on our product. Following is its window.

                                                           

Ø  Then the following columns will be filled like quantity, item description, GL account, unit price, amount and job.

How to make payments?

First of all we will go to task menu and then for the option Payments. It will look like this.

When we will select the option payments following window will appear.

Þ   In this window first of all, we will select vendor id. Invoice numbers, due date and amount will be present.

Þ   After that there will be discount amount.

Þ   Then we will click on the pay option the payment amount will be present with the discounted amount.

Þ   If we will delete the discount option then amount will be received without discount.

The discount account has to be made.

Þ   In case the discount is not avail by the vendor then the discount account has to be selected.

Þ   In case the discount has been availed by the vendor then there is no need to select the discount account.

How to save Purchase Order?

First we will go to the option Navigation Aids which is on the left side of the main screen of Peachtree software.

When we click on Navigation Aids further option will appear and in that we will click on the second option Purchases. Its window will be look like this.

In this we want to make a purchase order. For this we will click on the option Purchase Orders. When we will click on the option following window will appear.

Ø In this window first of all we have to enter the Vendor ID. Vendor id should be already made if not then we have to make vendor’s account first because without vendor id we can not issue any purchase order.  

Ø After that we will enter the date on which the purchase order is issued.

Ø Then here is the Purchase Order No. which we have to fill. It’s the most necessary option of the Purchase Order that we have to fill.

Ø Then below here is the tab which has different options. First we will enter the quantity of the product or the item. Then here is the option of Item in which we will enter the item then description option after that GL. Account will be entered. In this Inventory account will be entered. Then we will enter the Unit price. When we will enter unit price amount will be automatically appeared.

Ø After filling all the options we will press Alt and S. So it will be saved.

Ø If we want to check that purchase order we will click on the option Open and then double click on that vendor’s id so our purchase order will be appeared.

Purchase /Receive Inventory

  When we will click on Purchase/ Receive Inventory following window will appear.

Ø  First we will enter that Vendor Id here on which we have issued our purchase order.

Ø Then here is the date option on which that is received.

Ø We will enter the Invoice No. here.

Ø When will enter the Invoice No. here will be an option appear, P.O No. so we will enter that P.O No. and then will move forward to the further options.

Ø First of all here is the option of Quantity then item, Description, GL account and then Unit Price and amount will be automatically appeared.

Ø After all the process we will press Alt+ S to save the purchase order.

Maintain Inventory Items

First we will go in the maintain option and there will be the option named as “INVENTORY ITEMS”. Following is the window of the above mentioned procedure.

When we will click on this option the following window will appear.

In this we have to fill all the necessary information that is required in this window. First we will fill the option Item id and then description. Following window is the window, where we have fill our info of item id and description.

After filling the item id and description following tab will appear that is required to be filled.

In this first here is the General option.

·         First the description is available that either the items are for sale or for being purchased.

·         Different pricing levels are also here.

·         When we will further click on the pricing level the following window will appear. By doing this we can set our own pricing levels that are suitable for us.

·         Then the item tax type is also present. Whether the item is sold or being purchased the tax will be applied on both.

·         Then below is the option of Last unit cost which show that the last unit cost at which the item is sold or purchased.

·         Then the cost method option, it will be according to the company that which is suitable for them.

·         Then here is the option of item type as if there are the any precautions that we have to mention like if the items are shipped so there will be no damage here.

·         Then the location of that item. Or you can say that the location of the store where the items are.

·         Then the weight of the items.

·         Then here are the GL sales acct., GL inventory Acct., GL cost of Sales acct, options. As these accounts are already made in charts of accounts so we will not make them again.

·         Then the next option is Qty on hand and Qty available. Here we have to mention the minimum stock that is required that at what level we have to maintain reorder the items.

·         Then the option of reorder quantity. In this we will mention the quantity of reorder.

·         Then the option of preferred vendor id that from where we have purchased our items or inventory.

·         Then the next option is buyer id and we will mention the id of the buyer here.

·         Then beginning balance like we have entered in the in the charts of accounts.

Maintain Customers/Prospects

After the maintenance of charts of accounts we want to maintain our customers so we will do the following procedure for this.

First we will go for the option Maintain there will be different further options but we want to maintain our customers so we will click on the option “Customers/prospects”. It will be like this.

When we will click on the option “Customers/Prospects” following window will appear.

There are further following options like general, sales defaults, purchase defaults, customer’s fields and history but first we will go to the general option.

First we will click on the general option. So in this window we will type the info that is related to our customer. First here is the customer id option and we have to fill it. If the City or place of customer is mentioned then we will use customer id info with the specific code but if the place is not mentioned then we will only use the digits id. Suppose in case of city we can use code like Lhr 200. But in the case of the not giving the place we will type 100 as customer id.

Then here is the option of the Name of the customer and we will enter the name of the customer here. Both of the options are showing below as window.

After this we will enter the contact info of the customer. Then here is the option of “Bill to Address”. This option shows that how and here the order will be delivered. Basically it’s the shipping address of the customers. Then we will enter the customer’s address, city and country if the customer. There is a option of sales tax as well.

Then we will fill all the info of customer like Telephone #, fax, E-mail, web address. We will fill all this info in this following part of the window.

After this the sales default option and when we will click on the option sales default following window will appear.

Now we will fill this info. First here is the option of Sales Rep. we will fill the name of the sales rep here. After this here is the option of the GL sales Acct. In this we will enter our account that we have done in the charts of accounts. When will click on the search option all the accounts will open there and we can easily select that account which is required to us. But it can be also done by simply entering the Code of the account and your account will be shown.

After this here is the option of Open P.O. P.O stands for PAY ORDER. And why it’s calling open Pay Order? It’s just because we are recording this for the first time in our records. It’s just for one time when we will enter the P.O then it will not call Open we can enter the P.O info any time.

Then there is the option of ship via and we will fill this option. Then Resale #, it’s just for the purpose if we have order something from online store for the manufacturer. Then the things will be delivered to us directly. So we will mention the resale # here.

Then pricing level option, in this we will set our price level for the customers. We will see that at what price we are dealing best. You will compare your cost and price here so then you will set the price level. And in the price level option here is further more options under this like Price level 1, Price level 2, ….. Price level 10. So it’s for the different customers.

Then we will click on the option Payment Defaults and the following window will appear.

In this window we will enter the cardholder’s Name. It’s for the people who are paying us via Debit or credit card. So here will the all record. Further address info is already available here. Then will enter the Credit card number here and the expiration date as well. On the right hand here is the option of the payment method and cash account. We have to fill this all info.

Then we will go for the option Customer Fields and the following window will appear.

In customer field you can write anything that you want to mention. Suppose you can write second Contact, Reference, and Mailing Sites. Any other extra information that you want to mention you can type here in the Customer field option.

Then next here is the option of History. When you will click on the option history following window will appear.

In this window there is the history of all the work that you have done in the previous options like general, Sales default, Payment default etc.    There will be the Last invoice date, last payment date, Period history, Sales and cash options.

Default Information

Now, we can have check on the all customers default activities. So if we want to set any default sales activities of the customer we have an option here in the software. So we will go to the menu Maintain and then we will go to the option default information and then click on the sub option Customers. It will look like the following window.

And when we will click on the sub option Customers a following window will appear.

In this window first of all here is the option of Payment terms. This option will show us about all the payment records that at what date the customer is paying us and receiving discounts. In this first here is C.O.D (Cash on Delivery). It will not use any discounts or the due date because it is clear by its name as Cash on delivery. So the payment will be done when the things deliver.

Then the next is prepaid, in this you will pay amount first then the company will deliver or provide you whatever you need. You pay all the cash before and then receive goods.

The next one is due in number of days. It will show you that here is the limit of the date of the payment in days. If you will pay before that limit of days you will get this % discount then. So “net in days” means that limit and discount in days means the days in which if you will pay then you will get discount. Then the discount % and credit limit will also define that this customer has this credit limit. If you will enter the amount which is above of the customer’s limit then you will find a warning indication from the software but if you want to proceed further on the excess of the credit limit if the customer then you can.

There is also an option of Due on the date of next month. So it shows that payment due date on the next month and in due end of month, the due payment will be on the end of the month.

Then here is the option of GL sales account. From this you can enter the account that was made in the charts of accounts. So you will enter there and Press Alt+ S your GL sales account will be saved and that will also show in the sales default option of the Maintain customer menu.

 Then here is the discount GL account option if you want to discount on any GL account for any customer then you can mention here.

Next option in the previous window is Account aging. So when we will click on the option Account aging following window will appear.

In this window, two option are present. One is “Invoice date” means the number of day for the payment is counted by the date of issuing the invoice.

And “Due date” means that the number of days for the payment is counted by the due date that is decided at the time of transaction. Than the three categories for aging of payment. You can change it by yourself according to your requirement.

Then the next option is customer fields. When you will click on the option customer field the following window will appear.

This window is related to that window where we maintain our customers and use to write extra information. So if we want to add other options or statements or the options that we need so we can edit it and type and press OK that is on the right upper corner.

Then the option of finance charges, When you will click on the this option the following window will appear.

In this window you can add finance charges to any customer. If the customer is not paying within the due date then you can charge extra finance charges. First you will click on the option Charge finance charges that is o the left upper corner.

Then you will enter the days in the on invoices option. The days overdue this means those days which will be extra or over the due. Then you will enter the Interest rate % annually. Then the balance above and minimum finance charges. Then if the customer is not even paying on the finance charges then the interest will also charge on the finance charges. You will mention the finance charge interest on the finance GL account. So it will be more like interest on interest.

Then in the end you can also write you own warning statement below.