Peachtree Software
Set up a new company
Peachtree is software of accounting through which a person starts a company or work on an existing company. When open the software follow window will open
If you want to start a new company then click “setup a new company”. The following wizard will appear in this wizard the software asks you five things
After read the following things you have to click on “next” button to continue the work. Then the follow wizard will open and ask you about he detail of your company.
After filling the information regarding company name, address, telephone, etc you have to click the “next" button. If you have some problem in filling the detail then click “Help” button. The following wizard will open after click on “next” button.
This wizard asks you about the chart of accounts whether to create the new or chose the exiting one. If we select the “Setup a new retail, service, consulting” then following detail will open.
From this wizard you select the company for your chart of account and start working on it. Now we click “back” to explore the options. And now we select the 2nd option to what we find there. When we select the 2nd option the following wizard will open.
This wizard ask you about the existing company charts of account from this you have to select the company and his charts of account for work. Now we are going back to see the other option. Now we select the 3rd option to see the charts of account from copying from the existing files. After selecting the 3rd option the following wizard will open.
This wizard offers you to copy the charts of account from existing company. Now we go back and see the next options. Now we select the 4th option and see what it is asking for charts of accounts. This option asks you to select the accounting method for operating the accounting cycle.
Now we go back for other option which is the last option in this wizard. And we select it and work on it. Which is building up a new company? After selecting it press next button, the following window will open.
In this window we have to tell the accounting method which we want to have according to our business. After selecting the method click the “next” button. After clicking it the following wizard will open.
This wizard asks you about the posting method to chose which are Real Time or Batch posting method. After select one of the posting methods the click the “next” button. The following wizard will open.
This wizard asks you about the accounting periods to chose which you want to have according to your business. After select one of the accounting periods the click the “next” button, the following window will open.
After filling this wizard according to your requirement. Press the “next” button for moving further. After click the button the following window will open.
This is the end window, which congratulate you for that you are successfully completed the task for opening the new company or working on it. Now you have to click on the “finish” button you will be able to process your files. After clicking the following window will appear.
Now you are ready to work on Peachtree software for accounting.
Open an existing company
We select the option no. one “open an existing company” when we select this option we automatically move on next window.
From this screen you will click on “Browse”. When you will browse you will move on next screen.
From this screen you will see on left hand side different options under heading Drives: you have to select drive in which your company is available weather in c drive, z drive or in e drive. When you will select a drive you will move on next screen.
From this screen you will see on left hand side under heading Direction your selected drive your company name which were already save in your selected drive if your company directed available in your drive it will show on right hand side and if available in a specific folder you have to select that folder.
From this screen you will see on right hand side your company name you have to select this option and then click on “OK”
How to make chart of accounts
When you open an existing company the screen wills appears. Select the option ‘maintain’ in task bar and click on chart of accounts.
When you click ‘chart of accounts’ the screen will open here you can make the chart of accounts by their account type, account description and account id. Save the account as you can see the save option above, if there by you mistakenly type the wrong id and you want it to change then, there is a blue icon on right side of account id a small magnifier.
Report:
When you enter the chart of account, you will go to the “Report” and select the General Ledger.
Report List:
When you see the “Report List” to select the chart of account then click on.
Chart of Account:
From this screen to see all “Chart of
Enter Beginning Balance
Beginning Balance:
This screen to show right hand side “Beginning Balance” to select beginning balance button and click on. Peachtree displays the select period window.
Select Period:
You “select the period” in which you want to enter beginning balances. You can select from pervious current or future period then you click on “OK”
Enter Beginning Balance:
“Enter all the Beginning Balances” for the accounts. Scroll the list box to make sure the account amounts are correct.
If you are out of balance in the beginning balance for General Ledger Account window Peachtree display a warning message indicating that an equity account will be created to contain the difference or out of balance amount.
Maintain Customer / Prospects:
When click the maintain menu you select the “Customer / Prospects”
Open Customer / Prospects:
Peachtree display the maintain “Customer/Prospects” window. Enter a new customer ID and complete the necessary customer information. And Customer/Prospects show the “Account Receivable”.
When you are finished filling in the window and select the save button
Tabs Name:
There are “Five Tabs” of customer/prospects name are:
• General tab
• Sales defaults tab
• Payment defaults tab
• Custom field tab
• History tab
General Tab:
To enter basic information about the customer such as contact information, address, phone and fax numbers, sale tax code and beginning balance.
Sales Defaults Tab:
To set up unique sales transaction defaults for each customer record, select the “Sales Default Tab” You can change this information at the transaction level, if necessary.
• Sales Rep
• G/L Sales Account
• Open P.O.#
• Ship Via
• Resale #
• Pricing Level
• Terms
• Form Delivery Option
• Delivery Method
• CC Sales Rep
Payment Defaults Tab:
To Set up customized receipt settings for each customer record, select the “Payment Defaults Tab” You can change this information at the transaction level, if necessary.
Custom Fields Tab:
To enter custom field information for the selected customer record, select the “Custom Fields Ta
History Tab:
To display the selected customer’s current History. Select the “History Tab”
Default Information Customer:
From the maintain menu, select “Default Information” and choose “Customers”.
Customer Defaults:
Tabs Name:
There are “five tabs” of customer defaults.
• Payment terms tab
• Account Aging tab
• Custom Fields tab
• Finance Charges tab
• Pay Methods tab
Payment Terms Tab:
To setup default payment term for your customer and default sales and discount G/L accounts, to select the “Payment Term Tab”
Account Aging Tab:
To setup how sales invoices are aged and what aging brackets will be used for accounts receivable, to select the “Account Aging Tab”. There are to parts.
• Age Invoices By
• Aging Categories
Custom Fields tab:
To set up custom field names for your customer records, select the Custom Fields tab in the Customer Defaults window. Custom field can be used to enter information about customers. Use the fields above to label them on all your customer screens. The enabled box must be checked for text to be enter.
Finance Changes Tab:
In order to apply the finance charges, you have to check the check the box or you can set according to your own choice by applying it on the invoice according to your defined criteria.
Pay Methods Tab:
This field header is used to set up payment methods for the customers you can set up to 10 payment methods to facilitate the custom
Maintain Vender:
When click the maintain menu you select the “Vender”
Open Vender:
Peachtree display the maintain “Vender” window. Enter a new Vender ID and complete the necessary Vender information.
When you are finished filling in the window and select the save button.
Tab Name:
There are “Four Tabs” of Vender name are:
• General tab
• Purchase defaults tab
• Custom field tab
• History tab
General Tab:
In the General tab, enter the general information about the vendor such as contact information, address, telephone and website etc.
Purchase Default Tab:
In the Purchase Defaults tab, most important is to select the G/L Purchase Acct. to which the purchases will be charged, selection of shipping and delivery method.
Custom Fields Tab:
In the Custom Field tab, you can enter the additional information of the vendor.
History Tab:
In the History tab, you can review the past transactions with the vendor.
Maintain Inventory Items
First we open the maintain menu its show the drop down menu from there we select the Inventory Item.
When we click on inventory item the window will be open in which we record the Item ID, Description and other things. In this window there are three tads are given.1) General 2) Custom field 3) History. And also item class is given in which we select our activity what we are doing in business.
Item Class
In which we write the stock items which are used to produce the good for example raw material, work in process, finished goods the following window will show you.
In the next step we will now click on the General tab.
General
In the general first we will select the description in which we select what thing we are doing purchases or sales. After we select the price level, item tax type, last unit cost, cost method. Then the most important things in the general is the general ledger sales account, general ledger inventory account, general ledger cost of sales account, are the important component in the general and also beginning balances are given.
Next step we click on Custom field
Custom Field
In this option we will write the customer additional information is given from which we can now the history of customer and also his credit history which help to maintain the account easily.
Know we take an example
Stock item
For making a computer different raw material used and also labor and different equipments used for this process we enter the data to record the computer assembly. Different option shows in the window first we write the Stock item. First we enter the item id and also description the most important thing in it is the three general ledger accounts. The stock item we write are given following.
Mother board
CPU
Ram
LCD
DVD
Mouse
Key board
Stock Item
These all items written in the Stock Item and also general ledger accounts are GENERAL LEDGER SALES ACCOUNTS, GENERAL LEDGER INVENTORY ACCOUNT, GENERAL LEDGER COST OF SALESACCOUNT.
Labor
For the every product labor hour is very important if any product is not assembling according to the given time it may increase the cost of the company. In this window first we write the Item Id and in Description we write labor per hour. In the labor option there is one change in general ledger accounts the new account is GENERAL LEDGER WAGES AND SLARIES ACCOUNTS.
Assembling
In this option we only write the item name which we are going to assemble. Write Item id and also description in the assemble we also draw the BILL OF MATERIALS the general ledger accounts in this option remain same.
Bill of Materials
We the Item id, Description and also Quantity needed in it we can also add or remove the item easily from this option.
Beginning Balance
After giving all the information now we enter the beginning balances of all items which are used to assemble the computer.
In this window we write the Item ID and Description and Quantity, Unit Cost and Total Cost of the products.
View Navigation
Options:
We go to the “option” then we select the view Navigation.
Open Navigation:
This screen we see left hand side we select the purchase.
View Navigation:
This screen we see the “View Navigation”. There are three parts of navigation.
• Maintain Menu
• Credit Memo
• Report
Purchase Order
Open Purchase Order:
We go to the “Tasks Menu” then we select the “Purchase Order”..
Purchase Order Window:
Select the vendor id, who will supply the goods. When the vendor is selected, Peachtree supplies the vendor default information, including name, remit address, shipping method, and payment terms. Next step is to select the purchase order date. It is essential to enter the purchase order number, do not leave it blank. Enter the information for each item on a separate line, including the item's quantity, item ID, description, unit price and job information (if applicable). The default unit price is the last posted price for this item
Save:
Once you complete all of the above steps, click the save button to record the purchase order however these entries are not posted to the general ledger until the goods received information is posted.
Show Vender:
The vendor must already be entered in Maintain Vendors before you can enter a purchase order. To enter a one-time purchase from a vendor you don't want to keep on record, use Payments. and leave the Vendor ID field blank.
Purchase/Receive Inventory
Open purchase/Receive Inventory:
This screen we see the “purchase/Receive Inventory”. We select this then Ok.
Purchases/Receive Inventory:
Select the date of receiving inventory. Then type the invoice number, which is very important. If you receive inventory without invoice then check the waiting on bill but if you received both inventory and bill leave the box unchecked.
Now on the apply to purchase order no. tab, click the drop-down list and select the Purchase Order against which you have received the inventory. After selecting the Purchase Order, on each line in the received box type the quantity you received. This quantity can be less than, equal to or more than you ordered. If the inventory received is less than you ordered, then the PO remains as open PO.
However if you received equal to or more than you ordered then the PO get closed. If you select a vendor against which no purchased or is issued, you can enter a purchase without any PO in the Apply to Purchases tab. Sometimes you call your vendor for the item that is not mentioned on PO but on the purchase invoice you can add them here.
Save:
Once you complete all of the above steps, click the save button to record the Purchases/Receive Inventory however these entries are not posted to the general ledger until the goods received information is posted.
Payments
Open Payment:
We go to the “Tasks Menu” then we select the “Payments”
Payment:
Choose the task menu and click on Payments. Select the id or name of the vendor, Peachtree automatically displays the name and address of the vendor. When we select the vendor, 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 of payment. 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.
Quotes/Sales Order
Open Quotes/Sales Order:
We go to the “Tasks Menu” then we select the “Quotes/Sales Order”
Quotes/Sales Order:
First of all type the customer id in the customer id field for the customer. After selecting the customer, bill to field will be filled automatically by the Peachtree software. We enter the address detail for the delivery of goods. Now select the date of issuing quotation. In the goods through field, select the date till than the quote is valid. The most important is to give the quotation number. You can enter the customer purchase order number if it is provided, otherwise leave it blank.
Next you will choose the shipping method, as far as terms are concerned these will be automatically appears when you select the customer. Next step is to enter the quantity required, select the item for which you are quoting the quote and description appears automatically. Now enter the unit price of the item, once you enter the price Peachtree calculates amount automatically. In the bottom, there are two options such as sales tax and freight charges. You can enter the both.
Save:
Once you have entered the information click the save icon. We go to save option then show the list of save Quote/sale order.
Sales Order
Open Sales Order:
We go to the “Tasks Menu” then we select the “Sales Order”
Sales Order:
Enter the customer id or click the lookup button to see a list of customers. Once selected, bill to field will be completed automatically and you can enter the ship to detail. We select the date of making sale order. Now click the calendar icon to select the date by which the goods are required to have shipped.
Important step is to enter the sale order number, can also enter the customer purchase order number if known but not compulsory. Next enter the quantity required, select the item of the inventory ordered and description appears automatically. Now enter the unit price of the item, once you enter the price Peachtree calculates amount automatically. In the bottom, there are two options such as sales tax and freight charges. You can enter the both.
Save:
Once you have entered the information click the save icon to record the sales order. We go to save option then show the list of save Sale order.
Sale Invoice
Open Sales Invoice:
We go to the “Tasks Menu” then we select the “Sales Invoice”
Sales Invoice:
Enter the customer id or click the lookup button to see a list of customers. The Bill To and Ship To field will be automatically filled by Peachtree but however you can change it. If against the customer selected had already issued a sale order, tab will shift to apply to Sales order. After selecting the sale order, change the date, enter the sale invoice no. and enter the quantity on the each line of shipped column and click on the save button to post the transaction.
However you can also record direct sale invoice. Now select the date of making sale invoice and enter the sale invoice no. in the sale invoice field. Enter the number of units of the first inventory item sold.
Type in the Item ID of the item of inventory sold. When you select the item id, Peachtree automatically fills the description field. Peachtree automatically calculates the GL Account, Unit Price and Amount column with the default information provided however you can change it according to need. You can enter the Sales tax and freight charges, Peachtree automatically populates the total invoice value. After making the above adjustments click the save button to post the transaction.
Save:
Once you have entered the information click the save icon to record the sales Invoice. We go to save option then show the list of save Sale Invoice.
Receipts
Open Receipts:
We go to the “Tasks Menu” then we select the “Receipts”
Receipts:
First of all select the customer id and Peachtree will automatically displays the address of the customer. Once you selected the customer, Peachtree automatically displays a list of the customer's outstanding invoices. Next step is to enter the Reference and Receipt No.
Now select the date on which you have received the payment. Select the method of payment from the drop down list provided and appropriate cash account. If the customer has paid the full amount of the invoice, then click the Pay box for that invoice to enter a check mark in that column. If the customer only made a partial payment against a particular invoice, type in the amount of that payment in the amount paid column. Last step is to click on the save icon to post the transaction.
Save:
Once you have entered the information click the save icon to record the Receipt. We go to save option then show the list of save Receipt.
Credit Memo
Open Credit Memo:
We go to the “Tasks Menu” then we select the “Credit Memo”
Credit Memo:
In customer ID you have to give the customer ID no. after that select the date and give the credit memo number. After that give the quantity, item description unit price very carefully. Then Peachtree will automatically calculate the amount. Then save the transaction.
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Maintain User
Open the existing company then click to maintain option and select user”. After selecting user in which many options are open for selecting full, half, read, hidden etc
In which give user id and password and maintain summary items. If u wants some items are visible so click full otherwise invisible.
1) Read
2) Add
3) Edit
4) Erase
These four options apply on Peachtree when u select any item , it effects on your company and change some options
This Is security check at the start of existing company , no body change your data until the password is known.
Maintain global options
Open a existing windows then click option” and select globa
Accounting
Decimal entry in which two options
1) Automatic ( its working automatic )
2) Manual ( its working on manual system)
In which other option is “hide data”
1) Reports of account receivable hide when we click on the block
2) As same as account payable
In which select lines in general option. in which line data exists
Improve performance
Smart data entry
Color scheme
In which Peachtree partner security level
Select low, medium and high
Spelling
IN which many running options for ignore or add
1) spell check
2) suggest speed and accuracy
3) language
4) running option
