MAINTAIN INVENTORY ITEMS

MAINTAIN INVENTORY ITEMS

To maintain the inventory items , firstly we open the welcome page of peachtree software then go to the maintain menu and click on the Inventory items .

After that following window will appear. In this window we have to enter a New item ID and fill the necessary information about the inventory items. after  filling  the complete data then press the save button to save the information.

To maintain the inventory item ,firstly we describe the information of such items:

·       Item ID.

·       Description.

·       Item Class.

·       Item Inactive

·       Subject to commision

ITEM ID :

For a new inventory item enter an upto 20 character. It is necessary ,we use tha numeric and alphabetic code to make a new inventory items.we cannot use that kind of code like +  *  = ? .

DESCRIPTION :

In description , we use upto 30 alphanumeric character.this description is a short  kind of description. We can enter longer description that can be used in purchase and sale transaction on the general tab.

ITEM CLASS :

This identifies the type of inventory item .

ITEM INACTIVE: If We no longer plan to use inventory items, can we mark the project is invalid. Once the inventory item record is invalid, Peachtree displays a warning when we try to sell inventory items. We can update the inventory Item Description. Important: When we choose to be cleared after the end of the fiscal year, all inventory items with existing trading and marked as invalid will be cleared.

SUBJECT TO COMMISION: When a project is entrusted with the sales through the Sales / Invoicing, which is included in accounts receivable sales representative report.

MAINTAIN CUSTOMER RECORDS

“ MAINTAIN  CUSTOMER RECORDS “

Firstly we open peachtree Software, which show the six option and choose the first option “ OPEN AN EXISTING COMPANY “

Than open an Existing Company window and click on the “ BROWSE “ button for further proceeds .

This window guides us how the company selected from the “ Z ” drive.  

After  selected “ Z “ Drive we will select the company which we have created.

Than we start to maintain the customer records , firstly we open “ WELCOME “ page and go to “ maintain” option and than select the  customers prospectus option from the given below:

After that new window will appear which provide us different information in which we can change and store the information about companies and people to whom sell goods and services . we can also enter information about companies and people with whom we would like to do business .In customer  prospects following information includes such as :

·        General.

·        Sales draft.

·        Payment detail.

·        Customer field.

·        History.

In “ GENERAL “ head , we will write customer information data like Address , Fax , E-mail address , contract number , beginning balance .

Than we select the next head that is “ SALES DEFAULTS “ .In the above window we have to fill information about Sales Representative , General Ledger sales account , Open P O , Ship Via .

§  SALES REPRESENTATIVE :  If customer is dealing through any sales person then this option will help you to fill out by sales representative name.

§  GENERAL LEDGER SALES ACCOUNT : This is general ledger sales account. In order to fill this option you have to select “Sales Account” by clicking on the search button which is next to the filling row and before this you need to verify that Sales account is already exist in “Charts of Accounts”.

§  OPEN. P.O: This is the purchase order number of the customer.

§  SHIP VIA: here you can select the shipping medium that would be use as a primary shipment to the relative customer.

Than we open “ PAYMENT DEFAULTS “ option. In which customer is willing for payments through Credit Card ,  than this head  filled at least by the info Cardholder’s Name, Credit card Number and Expiration Date.

Than we click on the “ CUSTOMER FIELD “ option for the further proceeds .In this window , we can give the  contact, reference, mailing list, multiple states.

At the end , we click on the last option that is “ HISTORY “ .This window shows us the following information :

Customer Since: This is the date when you first made a sale to the customer.
Last Invoice Date: This is the date of the last invoice you sent to the customer.
Last Invoice Amt: This is the amount of the last invoice.
Last Payment Date: This is the date of the last payment you received from the customer.
Last Payment Amt: This is the last payment amount you received from the customer.
Last Statement Date: This is the date of the last statement you sent to the customer.

“ MAINTAIN CUSTOMER INFORMATION ”

Firstly we open peachtree software than press the “MAINTAIN “ menu  which shows the different options we will select the “DEFAULT INFORMATION” option and than open a sub-options  and we choose the “CUSTOMERS” option.

Than open a window  “CUSTOMER DEFAULTS” , which gives us the following information which are given below :

·         Payment Terms.

·         Account Aging.

·         Customers Fields.

·         Finance Charges

·         Pay Methods.

And than we click the very first option “PAYMENT  TERMS” in which following information included :

·         Cash on delivery.

·         Prepaid.

·         Due in number of days.

·         Due at end of month.

·         General Ledger sales account.

·         Discount general ledger account.

After that we click on the next option “ ACCOUNT AGING”  in which two data available

·         Invoice Data .

·         Due Data.

Invoice data shows that how old each  customer invoice and balance is . And Due data shows that how overdue each customer invoice is .

Than click on the next option  that is “Customer Field “ which describe us the field labels .which have following information :

·         Second contact.

·         Reference.

·         Making list ?

·         Multiple sites?..Customer fields can be used to enter extra information about customers.     

    After that click on the next option “ Financing Charges” . In finance charges we will see how much is the amount due to the customer. Here we will mentioned the point at which finance charges should be applied to over due invoices .

Than click on the last option that is “Pay Methods” which describes us the following information :

·         Cash.

·         Check.

·         Visa.  

·         Mastercards.

·         Discover.

·         AMEX.

HOW TO MAINTAIN CHART OF ACCOUNTS

“CHART OF ACCOUNT”

System of accounting  records developed by every organization to be compatible with its particular financial structure, and in agreement with the amount of detail required in its financial statements. It consist  of a list of ledger account names and numbers showing classification  and sub-classification,a and serves as an index to locate a given account within the ledger.

“HOW TO MAINTAIN A CHART OF ACCOUNTS”

·        To maintain the chart of accounts we open the peachtree software  and select the option “OPEN AN EXISTING COMPANY”

·        Than click the “BROWSE” button to open another existing company.

·        Than open a company  and the Z drive n select your existing company

·        Than show welcome page to Peachtree and then go to the “MAINTAIN” option and from there select the option “CHART OF ACCOUNT” as shown below:

  

·        After clicking on the chart of account following window will be appeared. This window gives us information about to maintain the chart of accounts. Following information are : Account ID, Description, Account type,

Than we click on the search button and a list of accounts is displayed as shown below in the window

·        Now we want to delete the any account id from the list of accounts. Let assume you want to delete the petty cash accounts you will type the account id or search it by pressing the “search” option.

·        After selecting that we will select the delete option from toolbar and delete this account.

·        And if you wants to change the id we will select the option “change id” from tool bar.

·        After selecting that the following screen will appear:

·        The red circled image you can see above would appear. And here you will add your new account id.

        How we add beginning balance?

·        When you open charts of accounts through maintain option it will appear like:

·        At the rite side of charts of accounts there is an option of “BEGINNING BALANCE”. Click it will appear:

·        If giving information of charts of accounts is given like
as on 1^st January 2012, then you must chose the starting and ending month of last year.

·        By choosing the rite option of year, press OK.

·        It will appear you this chart. By adding all values given in charts of account and if the balance is equal then press OK at the left side the top.

·        This is how you entered the beginning balances.

                

                

  

          

                

                

                    Setup of new company

We want to open a new company on Peechtree and we come across following steps :

·        First we have to open a software the following window was appear which shows a 6 options.Than we selected a option of “set up of new company “

·        This window gives us a welcome message which shows some information in 5 steps which is helpful to creating a new company.we read it thoroughly and than press the “NEXT” key . After that the following window was appear.

·  This window show the introductory page  of set up of new company and show the “COMPANY INFORMATION” and than fill the following blocks to create a new company.

·        Than press the “NEXT” key for showing the further window which consist of “CHART OF ACCOUNT”n we select 1^st option “ set up of new Retail ,Services ,Construction ,Manufacturing or Distribution company, using a simplified chart of accounts”and than press the “NEXT” key for the further proceed.

The next window which show the “ACCOUNTING METHOD”and we slected the ACCRUAL and than press the “NEXT” key.

Next window which show the “POST METHOD “and we selected the option REAL TIME  and IN REAL TIME transaction are posted to the general ledger as they are entered and saved than press the NEXT key.

·        Than  this window show us the ACCOUNTING PERIOD  which mentioned the 12 monthly accounting period because company should know day to day transaction have been done.And it will show the good system of the company.

                                          

·        Whatever you choose month for your company to start , the Fiscal year , your entering month will be next to your fiscal ending year, than click “NEXT” for next window.

                                          

·        Congratulations your company has been setup.