Saturday, 9 June 2012

Reports


Reports

In the report window we see all the report forms and financial statements which we set up in the Peachtree accounting software.
To see any report we go to report menu and can select the option like we want to see our account receivable information or report we click on Account Receivable..

The Select a Report window will be open:

We can select any of the item in the program area when we select the related report list will be open.
Like Accounts receivable reports detail transactions and other information for all your sales, both invoiced and cash sales. The Aged Receivables report shows the status of your aged receivables. The Cash Receipts Journal prints a list of your customer receipts in journal format. Similarly all other reports shows their related data which we record previously
To see the report double click the report the window will be open like showing below:

To convert the report into excl format click the Excel button on the upper portion of the window
So it will be converted into the excel format.

Here you can also edit the data and print it out.
When finished viewing the report, select Close to return to the Select a Report window.

Maintain Global Options/Users


Maintain Global Options

Global options set defaults that are in effect for all Peachtree companies that your computer accesses. Global options allow each user to specify how Peachtree opens companies and displays data.
To open the global option window select Global… from options menu.

The following window will be on your screen. In this window there are 4 main tabs which are Accounting, General, Peachtree partners and Spelling tab.
The accounting tab is as follows:

In this tab 1st option is Decimal entry, in this we determine the way decimals are inserted in Peachtree if we select automatic then Peachtree will automatically adjust the decimals but if we select manual then we set it our self. For example, if we type 2 and press Enter, Peachtree will display 2.00 in the field. 
If we want to hide general ledger account in any of task window we will check the box on accounting tab. Like if we want to hide account receivable in quotes, sales order, invoicing, credit memos and receipts window we will check the box as did in the figure.
Similarly in other options you may select any of the options which you want like to display a warning when you try to exit a new or modified record that has not been saved, select the 1st option in other options… or to hide inactive records select this option in accounting tab.

The next tab which is General is as follows:

In general tab Improve performance is used to increase the performance by checking boxes like if you want to print faster select the 1st option in improve performance or if you select the 2nd option it will speed up the display in inventory look up items avoiding to show and calculate inventory on hand of each item.
 Line item entry displays is used to determine whether one or two lines will appear in the list distribution box of various task windows,
Smart data entry is used to enable lookup lists to instantly appear and anticipate what you want to enter. Like if you want to drop down the list when cursor is placed in a field or one letter is written then automatically list will open select “Drop-down list displays automatically” option.
 In Color scheme you can choose any of five colors which will change the color of window and all boxes which displayed on this software.
Now the next tab is Peachtree partners which are shown below:

This tab is used for the security level you want to choose like low, medium or high.

The 4th and last tab is spelling tab which is used to avoid spellings mistakes in Peachtree software when you entering data. Press OK when you set all the default settings.

Maintain users

We can set up user profile for different person who are using this software by allocating I.D’s and password for each person. That I.D and password are required before opening and working with company data.
To open the maintain user window we go to maintain menu and select Users…

The maintain user’s window will be open:
In this window give the user I.D and password suppose we give 100 I.D and password UCP. If you want to give access to maintain users then checks the box and to make the user inactive, selects this check box. When a user ID is inactive, the user cannot open this Peachtree Company
There are many tabs like System, sales, purchase, general ledger, payroll, and inventory. These tabs of the maintain window allows us to set up control levels and access to all areas mention in the tabs or window.
Select the control level for each program area for this user. Depending on the program area selected, choose No Access, Read, Add, Edit, or Full control rights as shown in the below figure.
When finish the process press the save button.



There is another example in the figure below like in the sales tab we give this user no access to the maintenance area so when we select it then this user will not have an access to these areas.

When you are going to open the company in the Peachtree, the software will ask you an I.D and password in the form of small box open as shown in the figure:


As we before in maintain user window give no access to the maintain area so the options in the maintain area is no accessible to this user.


Credit memos


Credit memos


A Credit Memo (short for "credit memorandum") is a commercial document issued by a Seller to a Buyer, indicating the products, quantities and agreed prices for products or services that the Seller provided the Buyer with, but Buyer returned or did not receive. It may also be issued in the case of errors or allowances. A Credit Memo can reduce or eliminate the amount that the Buyer has to pay the seller in respect of the original Invoice issued earlier.
In Peachtree accounting software the credit memo window is used to enter credit memos for customer returns and credits; we can apply credit memos to any existing customer invoices and also we can apply if there is no existing invoice.
To display the credit memo window from task menu select the credit memos…

Then the credit memo window will be appearing on your screen.
inventory.
When process is finished select the save button

Enter or select the customer I.D, and enter the transaction date and credit #. If there are available invoices against which you received the goods returned then the Apply to invoice tab will be appearing in this 1st of select the invoice and then entered the quantity returned in the returned column the total amount will be automatically calculated. Peachtree will automatically restore this quantity to inventory.
If the credit memo is to be applied to a sale for which there is no existing invoice, on the Apply to Sales tab, enter line-item information for the item or items to be returned or credited, including quantity. Peachtree will automatically restore this quantity to



Vendor credit memos

Similarly when we returned the purchases to our vendor this window will be used.
To open the Vendor Credit Memos window, select Vendor Credit Memos from the Tasks menu.


The following window will be appearing:



In this window select the vendor I.D, enter the date and credit #.
If the credit is issued on a purchase without an invoice, you enter it on the Apply to Purchases tab of the Vendor Credit Memos window.
If the credit is issued on an existing invoice, you enter the credit on the Apply to Invoice tab of the Vendor Credit Memos window.
Entering the information in this window is same as we did in credit memos window. At the end clicks on save button.

Inventory item defaults


Inventory item defaults

As we previously set up default information for our customer and vendor we can also set up default information for inventory items like most common information for all inventory items, for this we go to maintain menu here we select default information option and then select inventory items option.

The window will be open and display on your screen here you can see 5 tabs which are General, GL account/costing, taxes/shipping, Custom fields, Price levels…

The 1st tab which is General tab it is used to make basic choices about how inventory items will be handled in Peachtree.

The 2nd tab which is GL accts/costing is used to set up the default or most common General Ledger accounts for each item class in inventory like in above figure for stock item class we set in GL Sales acct the sales I.D and in GL Inventory we set inventory general ledger account and in GL Cost sales we set Cost of goods sold I.D and in costing column we can select LIFO or FIFO Method according to company policy. So this information will be set automatically and appear when we make inventory stock items.

The 3rd tab which is taxes/shipping is used to set up default tax type categories and shipping methods for your inventory items. Like some items are tax free so we can check the box of Exempt for them and some are tax chargeable at regular rate for this mark the box.


The4th tab shown in the upper figure is Custom Fields tab its function is similar as explained in customer defaults. However it is used to set up custom field names for your customer records. It is used to add extra information about items.

The 5th and last tab of this window is Price levels tab which is used to set up sales price levels for your items. Through this tab you can charge different prices to different customers. For example, a regular customer who buys large quantities of an item may get a better price than the occasional customer who only buys one of those same items. You can give discounts to your old and regular customer by setting up price level for these specific customers. For this you click on the price level edit column the small box will be open which is mentioned below here you can increase or decrease your price by setting some percentage and can be round off your price by specific cents or can do no rounding. After setting price press the OK button.


After doing all the default settings press the OK.

Receipts/Payments


Receipts

This tab allows you to enter all checks, cash, and credit card slips you receive and deposit them in your checking account.
To reach receipts tab you go to task menu and select Receipts.


After clicking on the following tab will be open in which you fill all the required information.

As shown in the figure you have to select the customer I.D who makes payments either in full or some partial amount. Then fill the reference and receipt # and the date on which we received the account receivable. Then select the payment method this is already set as we set in customer default. Now on the lower portion of the window there are 2 tabs which is actually the 2 methods in which we can account for receipts in Peachtree…
Apply to invoices:
The 1st tab is used if there are unpaid invoices for this customer; Peachtree lists them on the Apply to Invoices tab. If we sent an invoice to a customer, we apply the receipt to the invoice. Invoices entered in the Sales/Invoicing window appear as distribution lines when we enter the customer ID. If invoice is being paid in full we can check the pay column. If the customer has only paid a partial amount on the invoice, enter that amount. Peachtree will automatically select the Pay check box.

Apply to revenue:
If there are no unpaid invoices, Peachtree displays the Apply to Revenue tab. Or if we made a direct sale that didn't require an invoice, we use Receipts and enter it on the Apply to Revenues tab.
Last step is to click on the save icon to post the transaction

Payments

This tab is used to record the payments against the vendor invoice and record the payments which don’t have a vendor invoice and also for prepayments and discounts.
To go for payment window click on task menu and select payments.


After clicking on the following window will be open:

Select the vendor I.D, enter the check # and date on which we make payments to our vendor. As in receipts there were 2 ways of recording receipts here are also 2 ways to record payments.
Apply to invoices:
Pay previously entered invoices in this window. If you want to make full payment check the box in the pay column but if you pay partial payment then entered the amount in the amount paid column.
Apply to expenses:
Pay a vendor without using a vendor invoice.
At the end click on the save button to post the transaction.

Quotes/Sales Order/sales invoice


Quotes/Sales Order

Quotes are printed estimates for a possible sale that can be presented to either a new prospect or recorded customer. You can also set up expiration dates for entered quotes.
To go the Quotes window goes to task menu and from Quotes/Sales Order select the Quotes…



When we click on this the following window will be appear:

From the customer I.D select the customer for which you are going to prepare Quotes…
Select the Date of issuing Quotation and then choose the good through date on which quotation is going to expire. Then enter the Quote # which is most important in entering Quotation.
You can enter the customer purchase order number if it is provided, otherwise leave it blank.
Now enter the quantity required for the specific item for which quotation is being made, select the item from the item list as you do this the description will automatically appear, and enter the unit price of the item, the total amount will be automatically calculated. Select the sales tax code for this sale.
If you intend to charge freight for shipping this order, include an amount in the Freight field.
When you entered the information click on save button.
NOTE: When you print or save a sales quote, you do not actually update accounting information. The sale is recorded and accounting information updated when you convert the quote to a sales invoice

Conversion of Quotes to Sales Order

When customer has accepted a quote, you can then convert it to an actual sale. To convert a quote to a sales order or to a sales invoice, select the Convert button in the Quotes window



1-Click on the Open button to see a list of created quotes and select the one to be converted.
2-Change the date of the quotation.
3-Now click on the convert button, a small window will be appearing which is following:

As you see in this window 3 options are available you can convert quote into the sales/invoice or sales/invoice and print now or sales order. As I want to convert into sales order I select sales order and sales order # will be appear in the SO # field. Now click on OK to save the transaction. Once you convert a quote, it is no longer displayed as a quote. But you can check it from sales order window.

Sales Order

Sales orders let you enter items for a customer. Later, you can invoice and ship the items as they become available in your inventory, tracking the backorders in the system
To open sales order window go to task menu select Sales order from Quote/sales order.

Following window will be appearing on your screen.

Enter or select the customer I.D from existing customer list by clicking on look up button.
Select the date on which sales order is issued and in Ship by select the date on which goods are required to deliver.  Next most important step is to enter the SO # you can also enter purchase order number but it is not compulsory.
Now enter the quantity required for the selected item you can select item from the existing item list, as you select the description will automatically appear, enter the unit price the total amount will automatically calculated.
When you enter the required data click on save button to record the sales order.
You can see your sales order which you entered by clicking on open button.
Note: in above window you can see that we have option close SO below the sales order number  if you check this box than that means that you close the  sales order you will not issue further sales order.





Sale Invoice


The sales invoice window is used to enter the invoices of customers. To go on the sales invoice tab go to task menu and click on Sales/Invoicing.


After clicking the following window will be appear.

Select or enter the customer I.D, the bill to and ship to will be automatically filled but you can change it according to your requirement and data. If against the customer selected had already issued a sale order, tab will shift to apply to Sales order and then you have to select sales order # like shown below…

After selecting sales order #, change the date and enter the invoice # which is most important.

And then enter the quantity on the shipped column Shipped

Shipped is the number of items that you want to ship to the customer and include in this invoice.
The amount will be automatically calculated by multiplying quantity with the unit price.
And then click on save button to post the transaction.

Apply to sales:

If sales order was not issued and you have to make direct sales invoice, then this tab will be used.

In this you will enter the required information and click on save button to post the transaction.
You can see the saved transaction by clicking on open button the following tab will be open:

And you can click on the saved transaction to view this.

Purchases/Receive Inventory


Purchases/Receive Inventory



You can also go to purchase/receive inventory window by clicking on task menu and selecting purchase/receive inventory. Then following window will be open:

This allows you to either enter vendor purchase invoices or receive inventory for purchase orders. The vendor can be an already-existing vendor, or you can add a new vendor.
·         Apply to Purchase Order tab: When you select a vendor who has open purchase orders, Peachtree displays the tab, allowing you to select which purchase order to receive items against.
·         Apply to Purchases tab: If you select a vendor with no open purchase orders, by default Peachtree displays this tab, where you can enter a purchase that did not originate on a purchase order. In addition, if items were included on the purchase invoices that are not included on the purchase order, you can add them here.
·         Enter or select the vendor ID. To display a list of existing vendors, type? In this field, or select the Lookup button.
If you have open purchase orders with this vendor, the Apply to Purchase Order # tab displays in front.
·         Enter the vendor's invoice number in the Invoice # field. This is a required field.
If you have not yet received a vendor invoice (bill) for this shipment, select the Waiting on Bill from Vendor check box. Once your vendor sends you the bill, edit this invoice; clear the Waiting on Bill from Vendor check box; and enter the invoice number. Then, when you post the invoice with the invoice number, you will be able to select the invoice for payment.