Receipts

Receipts

After discussing the customers now it’s time to discuss that how to receive money from that particular customer. For this move your curser to “TASKS” and then on “RECEIPTS” like the following picture:

When you will click over you will find the following picture:

Deposit Ticket ID: This means that the deposited slip number should be written here.

Reference: The particular Sales Order Number or Purchase order number should be written here.

Receipt Number: The particular number that is going on in your company.

Date: Date is very crucial if you will select a right date then it will depend on that you are receiving or giving discount or not.

Customer or Vender ID: Here you can select both customer and vender. When you will select you display will be look like the following picture:

Here you just have click on pay button like the following picture:

Here you will notice that in one transaction you are receiving discount and in another transaction you are not receiving discount.

Discount account: Here you will have to select the particular GL account means Discount Received or Discount Allowed.

REPORTS

REPORTS

It is very important that the work done should be checked twice. When you have completed all the steps and all the options, there will be headache for the work done means you will feel that there can be a thing wrong in my work so in that context you can check your work. For this move your curser to “REPORTS” and click over and select any option among them like the following picture:

When you will click over you will find the following window:

Here you can check your work done regarding Accounts Receivable, Accounts Payables, Payrolls, General Ledger, Financial Statements, Inventories, etc. As we have selected the General Ledger option we will check the General ledger Trial Balance that located in right side of respective window. When you will click over the General Ledger Trial Balance option you will find the following picture:

 You can see that all the accounts with their respective ID and amount is being shown here. Now here you can make changing in fonts and other things click on the “Option” from menu bar as you will click over you will find another dialog box like the following picture:

Here you can check you desired work by selecting a particular period and particular rang like the following pictures:

We have selected a Range from ID 100 to ID 152 Means from Cash to Acc. Depreciation; now look the results below by clicking on OK button:

The next is Fields. You also make changing in General Ledger Account ID, Account Description, Current Balance as DR/CR and so on.

The last TAB is FONT when you will click over you will find the following display:

Here you can change the fonts of the display like the following picture:

When you will select another option you report for particular option will be changed.

Global Options

Global Options

Through global options you can change something about inventory, accounts receivable and accounts payable decimal that is being shown in different places.

To do this move your curser to “Options” and then on “Global” like the following picture:

When you will click over you will find the following picture:

There are Main TABS Accounting, General, Peachtree Partner and Spelling.

Accounting

Firstly we will discuss Accounting TAB: There are following options:

Decimal Entry: through this option you can put decimals in any value manually and automatically. The number of decimals can also be selected like 1, 2, 3, 4….

Hide General Ledger Accounts: you can hide and show Accounts Receivable in Quotes, Sales Orders, Invoicing, Credit Memo, and Receipts. You can see that In Quotes, Accounts Receivables is not shown in following picture:

But when we will uncheck this option and click on OK button like the following picture then you can see the Accounts receivable in your left side of the system:

Now see accounts receivable in quotes:

Likewise if you uncheck the second option your accounts payables will be shown to you and same with the payroll entry.

Other Options: Here you set that the software warns you when a record has been made but could not saved.

Hide the records that are inactive.

Calculate automatically amounts.

General

Now we are moving toward the next TAB that is General and when you will click over you display will be changed like the following picture:

There are four main options:

Improve Performance: first option says that you can set the printing options.

The second option says that the Quantity in Inventory’s lookup button should not be shown. Normally it displays you like the following picture:

But when you will check it and click on OK button like the following picture:

Now you can see that the Quantity is not been shown in Inventory Items:

Line Item Entry Display: Here you can set line 1 or line 2.

Smart Data Entry: The field will be completed automatically if you check the first option and if you check the second option then the lists will automatically shown.

Color Scheme: Here you can set different colors.

Reset: If you click here, all the changing will be discarded.

Peachtree Partners

The Next TAB is Peachtree Partners When you will click over your display will be look like the following picture:

 Here you can set the security levels At High, Low, and Medium.

Spelling

When you will click over you display will look like the following picture:

Here you can set that the Peachtree check the spelling and here you can also set a dictionary for your Peachtree and so many other options.

General Journal Entries

General Journal Entries

Sometimes you need make adjusting entries and to make closing entries to make the adjusted trial balance in that context move your curser to “TASKS” and then general journal like the following picture:

When you will click over you will find the following picture:

Date: Here you have to write the date on which you are making this adjusting entry.

Reference: A reference ID should be written.

Reverse Transaction: if you will click over the transaction will be reversed.

GL Account: That particular account should be selected here in which you are making changes.

Description: When you will select the GL account the description will automatically appear.

Debit: Here you have to write the particular amount in debit column.

Credit: Here you have to write the particular amount in credit column. Like the following picture:

Credit Memos/Sales Returns

Credit Memos/Sales Returns

We have learnt how to record sales now it’s time to tell you about the sales return or credit memo. When you sell goods to your customer, it might be possible that the goods become stale or those goods are not manufactured in right way then it is very obvious that the customer will return those goods to you. Retaining the customer is far important than attracting the new one so in that context you have to facilitate the customer by taking back the goods that you have been sold. So for this move your curser to “TASKS” and then on “CREDIT MEMOS” like the following picture:

Now click over, by clicking you will find the following window:

Customer ID: Here you have to select the appropriate customer from whom you are taking back the goods that had been sold. When you will select the customer your window will be changed like the following picture:

Now here you have to select the appropriate Invoice number like the following picture:

When you will select the invoice you display will be changed to the following picture:

Date: When you will select the customer the color of Date will be changed to blue like the above picture and you can change it to that date on which you are receiving the goods.

Credit No.: it’s a number of your organizational recording Credit book.

Item: All the items will appear automatically when you will select the customer.

Quantity: It will appear automatically when you will select the customer.

Retuned: Here you have to write the Particular quantity against the particular Item.

Description: It will appear automatically.

Unit price: It will appear automatically.

Amount: It will be calculated automatically by multiplying the returned quantity with unit price.

Assemblies

Assemblies

Assembly means that you have raw material and through that raw material you want to assemble something. For this move your curser to the “TASKS” and select the “ASSEMBLIES” like the following picture:

When you will click over you will find the following window:

Item ID: Here you have to select the appropriate Item.

Name: Describe about that item.

Date: State the date on which you are recording.

Quantity On-Hand: this can’t be selected but shows the inventory.

Quantity to Build: this is the quantity that is needed to build.

New Quantity: New quantity means the quantity that is needed to purchase.

Reason to build: Here you can state the reason of building the particular thing.

Inventory Items

Inventory Items

We have studied how we can maintain customers and vendors, now its time to study about, how to maintain the inventory items. Inventory means that the raw material or the finished goods that you have in you stock. To maintain the inventory items click on “Maintain” as you will click over you will find another list falling down, from here click on the 5^th option that is “Inventory Items …” like the following picture:

Just Click over, when you will click over you will find a new window like the following picture:

Item ID: Here you will have to type an “Item ID” like we have studied the “Customer ID” It should be unique e.g. if your business is trading and you are dealing laptops then your IDs should be DE for DELL SO for SONY To for TOSHIBA so on and so forth.

Keep In Mind

Use as fewer Numbers as you can because every number takes place in from your hard disk.

Description:

   Here you will have to type the brief description so that you can search it easily.

Item Class:

          If you will click over you will find lots of other options but we are discussing the Stock Item yet which means how many stock you have in your inventory. The Manufacturing companies and the trading companies usually select it.

GL Sales Account:

      Here you will have to select the GL Sales account that you have made earlier.

GL Inventory Account:

Here you will have to select the GL Inventory account that you have made earlier.

GL Cost of Sale Account:

   Here you will have to select the GL Cost of Sale account that you have made earlier.

Then the software will maintain the inventory automatically.

Pricing Level 1:

                      Here you can assign number of pricing levels of a product.

Last unit Cost:

       This is the price on which you have bought the last unit.

Cost Method:

      Here you will have to select the Costing method which can be FIFO LIFO and Average through which the software will automatically maintain your inventory.

UPC/SKU:

            This is the Universal Price Control means the price assigned to particular product.

Item Type:

     Here you select the type of your inventory means does your inventory perishable or non-perishable and some thing like that.

Location:

      Here you sate the location of the material placed.

Unit/Measure:

                  Here you state that your single unit contains how much quantity.

Weight:

      Here your will state the weight of your inventory.

Minimum Quantity:

               This refers to the minimum quantity before order.

Reorder Quantity:

               This means that how much quantity should you in hand so that you could able to order the new one and could sale the existing without losing your customers.

Preferred Vender ID:

   Here you select the vender from whom you preferred to buy when your reorder quantity will prompt.