PURCHASE ORDER and RECEIVED INVENTORY

HOW TO SAVE PURCHASE ORDER

Open the Peachtree Accounting Software. So,when we open this software then build your own company. Clickking the TOOL BAR option Tasks and then clicking the Purchase order.

Purchase Order window are appeared given below.

Before we enter the purchase order we must entered the Maintain Vendor Account Id. Tool Bar maintain select and you also edit the vendor.So, we find out the vensdor Id clicking on the ID blank space and we can delete or edit the vendor id. Vendor Id icon are given below:

Purchase Order are many options but we are concerned that options are given Date, Good thru:, PO No:, Customer Invoice and A/P Account.

After the Purchase Orders options are full as per required conditions.

So, we write the quantity and select  the item goods.

Then we write the Description of good which we purchase to vendor.

Then we select the  General Ledger account .

So, we write the unit price  which we purchase to vendor then press enter and we are see amount.

PURCHASE AND RECEIVED INVENTORY

Fullfilled the Purchase and Received Inventory we are follow the following steps are given below:

Top of the Peachtree software windows choose the Tool Bar and  than select the purchase received option.

When you select the option of purchases received you will get the following window .After selection this the following window will appear…

Above the window this following item need to be recorded.

First we entered Vendor ID: 

Second Date 

Invoice no is entered.

Selection of Purchase OrderNO.

Received Quantity is entering here.

Save the data when we entered.

HOW TO MAINTAIN INVENTORY ITEMS

HOW TO MAINTAIN  INVENTORY  ITEMS

First we open the Peachtree Accounting Software then we open MAINTAIN INVENTORY ITEMS.Click the maintain button then there are many options are appear then we have select the Inventory Items and in this items tracks the buy and sell the quantities automatically.

Window are given below in this window showing the TooL Bar there are 8 options. Clicking the Close to program.Save the program.Delete the items.Change the ID if your requirement.Create New. ETC   

ITEM ID:  In this Item ID  the item in list. Click on this Item ID then showing t he code your most frequently used items so that they will appear first. Find out the item ID. And then write the Description of the items.

ITEM CLASS:This identifies the type of inventory item. Select an item type from the drop-down list. Choose between non-stock, stock, master stock, substock, description only, assembly, service, labor, activity, or charge. Select Help for a description of each item type.

Look Up:In this button which enables user of this software to see Inventory ID that already exist in the software with the help of Left & Right Arrows.

Description:Enter in this description about inventory usually same as G/L account for inventory is written in this section.

Inactive: In this once an inventory item record is inactive, a warning appears when you try to sell the item.When company no longer wants to use specific inventory items.

Genereal Tab:

Price level 1: You can set a sales price level for inventory.

Item Tax Type: In this option is used when company marked inventory with particular  type.

Last Unit Cost:In this option you can enter the cost of last units yousold and purchase.

Cost Method: There are three methods to use inventory FIFO ,LIFO  And Weighted Average Method.

GL. Sales Account: In this option you have to give sale account that you maintain in G/ L accounts(Income).

GL. Inventory Account: In this option  you have to give Inventory account that you maintain in General ledger accounts.

GL. Cost of sale Account: In this option you have to give account for cost of inventory that you maintain in general ledger accounts.

Item Type: In this option write the type  it may be perishable , nonperishable etc..

Location:In this option you can write the location where the inventory exist.

Unit/measures: In this option you can write about units measures tools it may in feet, miters, squares, or only in units etc.

Weight: In this option you can write about the weight of your inventory that you have in saving stock.

Minimum Stock: In this option you can write about Quantity of Minimum Stock, it means when your stock above the limitations when software will warn you.

Reorder Quantity: In this option you can write the limit for reorder purpose.

Custom Fields:In this fields you can filling the options any type of information that you want to show in your software. Fields labels can be changed and enabled on the item default window.

History Tab:In this option you can see period history information about inventory and your dealing with stock in past.There are five options are in this window.

MAINTAIN VENDORS (Vendor Defaults Information Account)

MAINTAIN VENDORS

First we are open Peachtree Software .Then we click on the Tool Bar option  Maintain. After click the Maintain option enter  on Vendors to maintain the vendor account.

Then open a window Maintain Vendors . First option has Vendor ID  and Name options are given.First of all we can write a Vendor ID. Then if he hasn’t Vendor ID. Then we write and save for Press ALT+S button and with a help of open a list vendor and icon are given.

Account searching are easily.After that we write the name. Now there  are four Tabs.

ü  1^:General  

ü  2^: Purchase  Defaults

ü  3^:Custom Fields and

ü  4^: History

First Tab is General:In this first we can write the contact then Account #.. After that we can write the address then City ZIP Code also Country Name.

Write the vendor type and then telephone #.Then Fax and email also website address. 

Purchase Defaults: In this dialogue box first we write the Purchase Receipt no. then Purchase account to enter the default general account for vendor. Then write the TAX ID no.,ship visa and terms.

Custom Fields: We can change the fields labels with the help of Vendor Default window.There are 5 options in this fields.

And last is History:  We can check this vendor account to invoices and payments.

After we doing  this we have to open the Vendor Defaults Information Account with the help of tool bar.

Then open the box of Vendor Defaults Information. In this box we can use the setup of payment terms for Vendors. And also invoices are aged and we will used for account Payable.

PAYMENT TAB:There are five given radio options of payment in which the first 2 disable the credit terms in tab and last 3 enable credit options. The options given at the left lower corner of the this window means to give the ”accounts” number of vendor if exist or make new accounts. 

ACCOUNT AGING:

There are 2 options Invoice date and second is Due date.

Aging of kinds in columns can be change as required like number of days can be changed even the column options can also be changed.

Custom Fieds:In this fields whcich can be changed as well as enabled or disabled by your selection.

By a click on check box with leaving a tick mark means you have activated that field labels.

As in the above window, the first three options are activated while the fourth and fifth options are disabled.

CUSTOMERS DEFAULTS

First we are open the software Peachtree Accounting. After open the software and click the  Maintain Option on the Tool Bar. Maintain and then enter the default information have many options click the Customers option.

So, clicking the Customers option then this window are given below . And who windows are given below

At the end of these windows information are given as per requirement.

PAYMENT TERMS
COD :  Choose this option  (cash on delivery) your customers.

 PREPAID: Choose this as per your reqired your customers prepay the goods and services.

Due in number of days :Choose this option customers to pay invoices within a specific number of days.

Due on a day next month :Choose this option most of your customers to pay invoices by a specified month of day..

Due at the end of month: Select this option customers to pay invoices by the last day of month.

Net Due in: Enter the number of days after the invoice date that the invoice is due.

Discount in:Enter the number of days past the invoice and then customers to get discounts.

Discount Percentages: Enter in this option percentage of the total invoice amount as a discount.

Credit Limit:Enter the total amount of credit you allow your customers.

G/L Link Accounts:This accounts identify the default sales.

G/L Sales Account:Enter or select the account you want to use as the default sales (income) account when entering customers.

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General /Legder Sales Account:In this option when the mouse cursor on this option and then the two adding options are given  this. Enter or select this account ID you want to use as the default sales (income) account when entering customers.Double click on this option you watch a list of accounts.Open a list you select from.

Discount GL Account:Enter on this option you want to use of discounts.To add the new account type and double click the field default sales (income) account when entering customers.open the list you choose from this accounts list if you have. Selected and enter all these options then clicking the OK button And you selected these opions clicking the CANCEL button as per your choice.

ACCOUNT AGING

In this Account Aging invoices are recorded and what aging options will be used for Accounts Receivable.Select between two options one is Invoice and second is Due Date.

1.You selected “Invoice Date” option show how old each customer invoice and balance is.

2.You selected “Due Date” option show how overdue each customer invoice is.

Many people select the invoice date to age customers and vender option are selected by due date.

Aging Categories: In this options use to set of ranges of number of days and column heading for the  aged receivable and collection analysis. The number of days option box can be either number of days beyond the invoice date or beyond the due date, depending on what you enter in this option age invoices as per your required.

Cutom Fields

Field labels in these options allow to save data like unique information to your business. In these optons of customers point of view. Enter these options identify the data type you want as per choices in the customer fields . 5^th option click and enabled this option and add the data of the customers point of view .The enabled box must be select or click on this for text to be enter in this option. Maintain customers-prospects window are given below.

Finance Charges

 Choose this tab option to set up when and how to calculated customer finance charges.

Charge finance charges: Choose this option check  to allow charges  to be calculated for allcustomers.

Finance Charges:This charges can be calculated & applied to your customers for invoices that are given due. In the case you apply this charges option must be selected. Activated this charges options and also you set the conditions for calculating this charges.

Charge interest on finance charges:Choose this option box if  you want to charge late charges .

Finance Charge G/L Accont:Like finance charges account general legder account. Find out this charges on the clicking button on the space of this account.

Apears on invoices and statements as: Late Charges and Finacne Charges as per your choice.

Print Finacne Charge Warning Message (On invoices) as:

In this print a message in invoices that warns about incurring finance late charges. And if you want to print this warning message field below this box.

Select this check box to if you want Peachtree Accounting to print a message in invoices that warns about incurring finance (late) charges. Enter the message you want to print on the invoice in the Finance charge warning message field below the check box. e.g, overdue  invoices are subject to late charges.  OK, CANCEL AND HELP options on the right side of the all windows.

Peachtree Accounting

How To Maintain Customers & prospects

First of all open the Peachtree Accounting Software. And then clicking the “open and existing

Company”.

ü  Name and address information, including separate billing and shipping information, e-mail address, and Web site address

ü  The date of the last invoice, statement, and payment received

ü  Sales history, including year-to-date and period-to-date sales and monthly totals

ü  The usual sales account used for this customer

ü  The customer's beginning balance.

Following  window will appear:

Uper level of given below window is called Header  $ Tabs. And this window have secen options.

First option is “Customer ID” this option is compulsory to fill in the blanks also finding option are given. Second option is Name etc .

General tab

This is  General information about the customer like as contact information, address, phone and fax numbers, sales tax code, and beginning balances, select the General tab in the Maintain Customers/Prospects window.

 

Sales Default Tab

Sales Defaults tab in the Maintain Customers/Prospects window. We  can change this information as per transaction level.
Sales Rep: You can enter the sales representative that has contact with the customer.
G/L Sales Account: Enter a General Ledger account for the default sales account for this customer.

Open Purchase Order Number: Is using of the customer.

Ship Via: You can select the primary shipping carrier you want to use to ship items to this customer.

Resale #: If this customer purchases items for resale, enter the resale number here.

Price level :Names are set up on the Price Level tab of the Inventory Item Defaults window.

Terms: You can choose to use the standard customer payment terms set up in Customers.

Form Delivery Options, Delivery method and CC Sales Rep are given options etc.

If we not this fill the column of GT. Sales Acc. (GENERAL LEDGER SALES ACCOUNT) then the illegal account. So if we save this account without fill this account. So this column is compulsory to fill

  .

TAB PAYMENT DEFAULTS: They used for Credit card whose transactions are to be via credit card.

Then we fill the Adress , City Zip Code and Country Name.

Customer Fields. In this window the information of customer and we can says that second customer on the behalf of first customer to goods transaction. There are five options in this Customer Fields.

History. We can see the time period of you first made a sale to customer. And also see that last invoice to send to customerWhen entering a new customer, you can enter information on this tab; once you save the customer record, this tab is for display purposes only.
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.

Then we enter the customer beginning balances. We can enter the beginning balances for any customer at any time.

Then we check the customer balances.

Customer ID

Name

Amount