Sales Quotation

After clicking on TASK option we will click on Sales Quotation.

 We have to select the customer id. After selecting the customer bill to field will be filled automatically by the Peachtree software. Then we have to enter the address detail for the delivery of goods. We have to select the date of the quotation and select the valid date and provide the quotation number. Then we  enter the quantity required and select the item for which you are quoting the quote and description appears automatically by this software Now enter the unit price of the item, once you enter the price Peachtree calculates amount automatically. We also have to provide sales tax and freight charges. You can enter the both. Then we save the data which we have provided to software. We can also convert that quotation into sale order or in sales invoice

Payments

After clicking on TASK option we will click on Payments.

 After selecting payments software will ask for the select of cash account used for the transaction of payment. Select an account name from the drop down list to use with this transaction and select OK. Once you save the first transaction expanse will charge to that cash account.

 This window allows us to record the transaction of payments we made to other parties. Select the id or name of the vendor then select the vendor and Peachtree displays a list of purchase invoices that are still to be paid in the Apply to invoices tab. If a check is paid for an invoice then type the check no. in the check number field. Select the date In the Apply to Invoices tab, you may have more than one outstanding invoice and for the payment you can click the box in the Pay column for the full payment of that invoice; however you can make the partial payment type in the amount in the amount paid column.Click the save button to post the transaction.

PURCHASE /RECIEVE INVENTORY

After clicking on TASK option we will click on purchase / Receive inventory.

 This allows us to enter vendor purchase invoices or receive inventory form purchase orders. The vendor can be an existing already or we can make new vendor in this window. There are two tabs in this window

1.      Apply to purchase order

2.      Apply to purchases

In Apply to Purchase Order tab we select a vendor to whom we have given the purchase order. And we will select purchase order number and amount to record the transaction. In apply to Purchases tab we will select a vendor to whom we have not given the purchase order. In this tab we will provide quantity, item, description, GL account, per unit price and amount

PURCHASE ORDER

After clicking on TASK option we will click on purchase order.

 A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. Sending a purchase order to a supplier constitutes a legal offer to buy products or services. Acceptance of a purchase order by a seller usually forms a one-off contract between the buyer and seller, so no contract exists until the purchase order is accepted. It is used to control the purchasing of products and services from external suppliers. In order to create Purchase Order in the Peachtree Accounting Software we have to open Purchase order window. And then write the vendor id, date, PO number, Quantity and item, discount amount, select the method of delivery, unit price and amount. After providing all the data we will save the purchase order and close this window.

Maintaining Inventory Defaults

Go to Maintain Menu and click the Default Information and select Inventory Items option.

 When we select this option we have a window which have six tabs.

1.            General

2.            GL Acct/Costing

3.            Taxes/Shipping

4.            Custom Fields

5.            Price Levels

 1.            General Tab:

In general tab we will select different options to perform different options. Whether to include purchase order when calculation quantity on hand or it means that when the purchase order will be issued it will automatically be included in the quantity of inventory items on hand. Stock Warning Messages and Sales Order Warning Messages can also be activated and deactivated under this tab.

  2.          GL Acct/Costing Tab:

GL acct / costing tabs we will give the GL sales, GL Inventory/Wage, GL Cost of Sales account to the different Item classes available when creating new inventory items and select the methods like FIFO or LIFO and we will also select GL Freight Account

 3.            Custom Fields Tab:

Custom Fields are used to enter the extra information of inventory items we want to provide in this software.

 4.            Price Levels Tab:

This tab is used to set up different price levels for inventory items which we can create ten different price level and these levels will be selected when creating new inventory items. like price level 1 , price level 2

Maintain inventory items

We go to maintain tab and click on inventory items.

As we click on inventory items the above printed screen appears. It has options of name id, description.and new class column in common.name id must be unique that it matches with none other id.and there are more two options of INACTIVE and SUBJECT TO COMMISSION. It will be marked according to conditions.

These are the items of new class. From the above picture we will select the item class for the inventory in this software.

ASSEMBLY ITEM

 We will select assembly item from the item class to make a fished good from the raw material in this software.

When we select the assembly items ,we have bill of material tab will be available. In this tab  we will give raw material id ,its description and quantity. After entering all the raw material use in a finished good, we will save the data and then close the window.

How to maintain customer record in Peachtree software.

 We open the software and click on maintain tab.

 As we click maintain tab we have this window in front of us. we will click on first option which is maintain customer  and prospects.

 As we click on maintain tab we have above window in front of us, we will fill the columns with appropriate correct information.

We need three basic things to enter  

 This is the general information of any client. We have to a lot a customer with separate id.These ids will not be duplicated in charts of accounts.

 In the sales default screen we have an option of g l sales account (abbreviation of general ledger)

We have to make account by this name in the charts of accounts and enter the same id in gl sales account which is in charts of account. if you enter wrong id in the column the column start flashing as a warning.

 This is payment default screen. These have the above column in it.

 Custom field window ask about the second contact to whom may we contact if first contact person is un available.asks about the refrences,mailing list and multiple steps to remind,and it can also be edited.

 This is history tab. This tells us about the history of customer that he is customer since…,at what last date he did transaction with us, asks about the last payment date, last payment amount and last statement date. Thus this tab will keep all the record of history of client.

                        Default information

 Here we can teach that how we can enter default information in the Peachtree software. First of all we open the software and go to maintain tab and go to default information. We click on customers so we have following screen in front of us.

 

After clicking on customers we will have this window open in front of us. this window has 5 options to set default information as PAYMENT TERMS,ACCOUNT AGING,CUSTOM FIELDS,FINANCE CHARGES,AND PAY METHODS.

If we write gl sale account in front of the option the software does not require again and again this account as we know that three things are necessary to enter the information of client which are customer id, customer name, and gl sales account so if we set it as default it will not ask again and again, otherwise after putting customer id and name into it will not save the id and name of customer.

The upper portion of this tab asks about c.o.d, prepaid duo in number of days discount etc.its all about the transaction,s  terms and condition.

 

 This is account aging tab. It will asks about the age invoices by invoice date or duo date. It has four columns named as 1^st, 2^nd, 3^rd and 4^th.1^st column is about no of days as 30 days,2^nd column is about 60 days,3^rd column is about 90 days and 4^th column are over 90 days.

 This is custom field tab as this has 5 columns in it as second contact, refrence, mailing list, multiple sites. We can also add one more column as of our needs and it can also be settled or swapped according to our preferences as

 

 This is an example editable tab as we can swap it or add one more column by checking the column.

 This is finance tab. This varies with customer to customer. We have to enter day’s overdue, annual interest rate, on balances above that and minimum finance charge. We have to put finance charge gl account.

This is pay methods tab. This asks about how a customer do transaction via paying by cash, check, visa, mastercard, Amex, discover and we can add options up to no 10.