Now next is how to maintain sales quotation and sales order:

Following figure will show you how to go to the quotation:

After clicking on the quotes:

Sales Quote is the statement that you are going to send to your customer and then he will send you the purchase order according to what you have offered and what he need.

Important points:

1.       Enter the customer Id, this will help you to identify the specific customer.

2.       The Date on which you are writing this quotation.

3.       Good thru, the date by which goods are needed to be delivered.

4.       Quote no, the number of this quotation.

5.       When you will select the customer id the term column will be automatically filled.

Now after the summon from the customer you can change this quotation into sales order just by clicking on the convert button:

The following window will appear on your computer screen when you will click on the convert button:

Select the sale order option as shown and the quotation form will be automatically convert to sale order.

NOTE: You have to enter the SO # (Sale Order number) before proceeding.

 Sale Order is shown below

How to record any payment in peachtree software

You can open the payment tab by clicking on the task button and select the payment:

By clicking on the payment option the following window of payment will be appear on your computer screen:

                                     

You can choose the vendor to whom you want to make the payment by clicking on the look up button as shown below:

The column of date will show you the date on which the payment order is written. If the payment will be made within 10 days then you will receive 2% discount as written in the terms when we were maintaining this vendor. If you want to record the discount you've to maintain an account in charts of account and select it in discount account option which is placed in the bottom of the page.

If you don’t have a purchase discount account in your charts of account you can make it just by clicking on the discount account column you can make it:

Now when you will select this column then you entry will be recorded and saved:

 the above figure you can see that the pay column is checked and the amount paid is decreased by the amount of discount, this means your total payment will be off 490,000/-.

Now we will learn how to make a purchase order

1st step is as usual you will execute the Peachtree software and following window will appear on your computer screen.

 After you’re done with the necessary steps mentioned above now you can make the purchase order.

You can go to the purchase order window by different methods:

1.           By clicking on the task button:

 2.           By clicking on the navigation aid button and from the 2nd column you can click on the purchase order option:

When you will click on the option of the purchase order you will see the following window on your computer screen:

Now this window contains different boxes whose explanation is very important to describe if you are making a purchase order:

1.       Vendor ID: in this you will enter the id of your desired vendor to whom you’re writing this purchase order.

2.       Date: this is the date on which you’re making this purchase order.

3.       Good Thru: This is the date by which you want the goods delivered to you.

4.       PO No: It is very important that you write Purchase Order Number so the software had a record of your purchase order that it has been made.

The other boxes can be explained with the help of following image:

Here an example of purchase order is given. You can see that:

5.       Terms: This column contains statement “2% 10.Net 30 Days” this means that if you will pay the amount to your vendors within 10 days you will avail 2% discount.

6.       Discount Amount: This is the total amount of discount that you will avail.

7.       Ship Via: N/A.

8.       A/P Account: Accounts payable account is selected automatically because you are purchasing something on credit.

9.       Quantity: How much amount of unites you want to purchase.

10.   Receive: The amount that you’ve already received from your vendor.

11.   Item: The code that you’ve given to your item.

12.   Description: The nature of the product.

13.   GL Account: The inventory account is already selected.

14.   Unit Price: The Price of 1 Mobile Phone.

15.   Amount: The total amount of mobile phones.

After this you can save the purchase order by clicking on the save button on the top of this window or by clicking “Alt+S”.

The next step is “Purchase Received Inventory”. You can open it by clicking on the task button and clicking on it:

By clicking on it the following window will appear on your computer screen:

From here you will click on the “look up” button and you will click on the desired vendor eg:

 You will see that the tab will be changed from “Apply to Purchases” To “Apply to Purchase Order No:”

And from the drop down button you will select the purchase order number:

 From here you can see how much good are delivered to you and how much are not. You’re also required to write the invoice number on the top.

You can also look at the journal entry relating to this purchase order just by clicking on the “Journal” button that is avail able on the top of the window.

Maintain Veendor Record Using Peach tree.

Maintaining Vendor Record using Peachtree

For maintaining the vendor’s account .We will click on the maintain menu and a list will appear from which we will select vendor's option.

After that following window will appear as follows:-At first the Vendor Header Field should be filled. By entering the vendor ID and its name.



In the general tab of vendors account following requirements are required to be filledContactHere the name of the person would be writtenAccount numberIn this field the account number of the vendorshould be written .If he/she is doing its payments online.AddressHere the address of the vendor should be writtenCity.ST ZipHere the name of the city to which the vendor belongs is required to be written.CountryHere the name of vendor’s country should be written.Similarly the other requirements like  telephone numbers,email,fax  etc  can also be filled simply.After filling all the requirements click on the Save button.



Purchase Default tabIn this tab the following requirements are needed to be filled.1.Purchase Rep:-Here the name of the person who is involved in purchasing is to be written.2. PurchaseAccounthere the account number of vendor should be written.3. Tax ID numberHere the Tax ID number of the vendor should be written.4. Ship viaHere select that primary shipping carrier which the particular vendor uses for items.5. TermsBy clicking on the terms option.Following window will appear as follows.Here we can set our required terms.After that click on th OK button.

Custom fieldHere the information regarding custom field of the selected vendor would be written.



HistoryIn this field the record of the vendor is kept. By using this field we can easily view the history of our selected vendor.

ü  Vendor since
ü  Mention the date here from where the selected vendor is doing business with us.
ü  Last invoice date
ü  Here mention the date of the last invoice.
ü  Last invoice amount
ü  Mention the actual amount of the last invoice in this field.
ü  Last payment date
ü  Mention the date when you paid your last payment to the vendor.
ü  Last payment amount
ü  Mention here the amount of the last payment made to the vendor.

How to open a new company

To open a new company in peach tree first we know how to start new company in peach tree software.

First open software peach tree than the following window will appear.

In this window 5 option will be held in whch we choose 2^nd option setup a new company. When we click om that option the following window will appear.

This window show the procedure of create a new company .In this window we will see that what are the further procedure of opening a new company through software peach tree. After reading all the step then we click the next option for continuing  further .Then the following window will appear.

This window will ask us about our company name about our address our business type, Telephone no, country, Website, Email. After all that blanks then we click the next button. After clicking the next button the following window will appear.

This window will tell us the several methods for setting up a company. We are building our own company so we go toward the option build your own company. Then the following window will appear.

This window will show us  two accounting method to run your business .These two methods are cash and accrual method .Mostly company use accrual method so we are gonna select accrual method.After selecting method we click the next button then the following window will appear.

This window show us two method in peach tree accounting for using transaction process.This window ask us that which posting method you use for transaction real time or batch.

Real Time: In this method transaction are posted to general ledger and saved mostly company use this method. So we select this method and move forward. After that the following window appears.

this window will ask us that which accounting period you want use for you company. Mostly company will select 12 monthly accounting period. After that we click the next button the following button will appear.

How to maintain customer prospectus

Maintain customer Prospectus

This column will show you the transactions that have been occurred in past.

In maintain customer prospectus we are going to learn hoe to enter detail of customer and how can we use them in transaction.

First open the main page of peach tree  and for load it properly.

Then open the option maintain to further proceed after open the option maintain the following window will be appeared.

                                               

                                                       
After that open the first option of maintain customer prospectus.By clicking this option the following wnidow will appear.This is the windo in which we enter the details of cutomer and all information of cutomer data and cutomer .

In this window you can see the no of heading options general ,Sales Detail, Custom field , History.

GENERAL

1.First option we have the contact no.In this customer write his phone number.This option is necessary by this we can contact to our customer in any case.

2. Second option is address here cutomer write his address where he want to ship his order.

3. Third option is City,Zip here customer write his city name and zip of his city.

4. Fourth option is country here the customer write his country name.

And there are more futher option which is necessary for a customer to fill.

                              

       

Sales Default

1.       The first option sales default is sales rep.Here we write the receipt number of our coustomer.

2.       2. In GLS Sales account we select the one account from the chart of acc for thi cutomer by clicking blue magnify glass in front of the bar.

3.       P.O # here we write the coustomer purchase order number.

4.       Select one of the delivery company to deliver good to customer by clicking the lower option by airbourne by ship its up to you.

5.       If you are online store or reselling good then you will type your resale num for that customer here in resale it.

Payment Default:

This column contains all the information of the person who is going to pay for the products. All the headings are easy to understand no further explanation is required.

  

Custom Fields:

All the information in the other tabs was not change able but this tab will help you to customize the information you can change all the steps according to your own desire.

 History:

This column will show you the transactions that have been occurred in past.

Enter Beginning Balances

How To Enter Beginning Balances

After maintaining the charts of accounts now its time that we enter the amounts in the charts of accounts:

If you are employee in any company then you will be provided by a trial balance, and with the help of these balances you will enter the data in the charts of accounts.

A Trial balance is shown below:

Trial Balance e as on 1^st January 2010 is as follows:

100	Cash	100,000
110	Accounts Receivable	150,000
120	Inventory	200,000
130	Prepaid Rent	12,000
150	Machinery	500,000
161	Accumulated Depreciation: Machinery		50,000
200	Accounts Payable		120,000
210	Salaries Payable		20,000
300	Capital		352,000
310	Retained Earnings		100,000
400	Sales		600,000
500	Cost of Sales	250,000
600	Salaries Exp	10,000
601	Rent Exp	10,000
602	Depreciation Exp	10,000
	Total	1,242,000	1,242,000

Now here the numeric digits are the account ID’s that will help you allocate the desired account if in future you want to amend any values in the account.

After making the charts of accounts, you will click on the beginning balances button and a small window will appear on your screen containing different time intervals as shown in the picture:

As you’ve stated all the heads in the charts of accounts, in the same sequence all the heads will appear in this section and you have to enter the amount.

Now from this picture you will choose that slot from which your balances are occurred / these balances were closed. As the trial balance is on 1^st January, 2010 this means that the entries were closed on 31^st December, 2009 so we will take the slot of “from 12/1/2009 through 12/31/2009”.

After selecting the slot (by clocking on it) following window will appear:

This sheet is divided into 5 portions. We are fimiliar with “Account ID” , “Account Description” and “Account Type. The next two colums are of “Assets, Expenses” and “Liabilities,Equity,Income” which are debit and credit columns respectively. After entering all the values in the concerned accounts you’ve to save the perticular task. You can save it by clicking on the “OK” button on the top left corner of this window of just use short-cut key “alt+O” and your work will be saved and the software will show you the current months closing balance and next months opening balance.