How to maintain Inventory items

For making an inventory account we first go to the maintain menu and there we will select the inventory items option.

A window will appear .Go to the general tab and fill the blanks required for Item ID and Description. Here the forward arrow is used to check the forward balances and the backward arrow is used to check the previous balances.

When both the fields are filled.Press the ALT and S button at the same time to save the data.

After this fill the requirements accurately.

Price level

Set up the price level accordingly

Item tax type

the tax type of item should be written here.

Last unit cost

The cost of the last unit should be written here.

Cost method

By clicking on the drop down menu button. The suitable method for calculating cost can be chosen here.

UPC

It  stands for “universal price code”. It is that code which is allotted by some organizations.

Item type

Here mention that is your item is fragile or dangerous etc.

Location

Mention the exact location where the goods/inventory is being kept.

Unit measure

Here mention the units in which we measure the inventory e.g. in kilograms, liters  etc

Weight

Mention the weight of inventory here.

                   

               General sales account general inventory account and general cost of sales account .All of these three accounts can be filled by clicking on the drop down menu button next to them.

In the same way fill the fields of minimum stock and reorder level. While PO and SO stands for purchase orders and sales order.

Then click on the Custom Field. The following window will appear as follows:-

In this window those changes which were made in the default customer menu would be seen here.

In the last go the History Tab. The following window will appear as follows .In this window  the history of the accounts can be seen.

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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 filled

Contact

Here the name of the person would be written

Account number

In this field the account number of the vendorshould be written .If he/she is doing its payments online.

Address

Here the address of the vendor should be written

City.ST Zip

Here the name of the city to which the vendor belongs is required to be written.

Country

Here 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 tab

In 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. PurchaseAccount

here select the raw material inventory account.

3. Tax ID number

Here the Tax ID number of the vendor should be written.

4. Ship via

Here select that primary shipping carrier which the particular vendor uses for items.

5. Terms

By 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 field

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

History

In 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.

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How to maintain customer/prospect account in Peachtree

How to maintain customer/prospect account and setting customer default information 
in Peachtree

We will set up ledgers account for account receivable .For this first of all go to the maintain menu after which this window will be opened.After that in the upper bar we can click on the prospects/customer button. 

 Then click on the general tab. In the header field you could easily enter the customer ID and the name of the customer. Then the contact is the name of the person to which sales are to be made is required to be written. These tabs or sections that will appear in the upper part of the window are the following:

1.General Tab:

                 General information can be filled in it. It is used to enter basic information about the customer such as contact information, address, phone and fax numbers and beginning balances.

Contact

In this field the name of the customer is written to which sales are to be made.

Bill to Address

In this field by clicking on the drop down arrow we can choose from ship to address 1 to ship to address 9.

Addresses:

 This will be used when more than one address are required to be filled.

City state zip and country

Both these fields can be easily filled.In city ST Zip we will write the name of the customer to which he/she belongs and in the same way our customer"s country name would be wrtten in the country option.

Telephone,email and fax

In telephone numbers field we will write the contact number of our particular customer. And in the same way we can also write our customers email, website address and fax.

2. Sales info tab

Here the following requirements would be seen as follows:-

G/L Sales Account: Enter a Sales account for the default sales account for this customer. 

Sales Rep:
In this field the name of that agent should be written who is involved in the sales and after that fill the sales subsidiary ledger account by simply clicking on the drop down arrow and choosing the particular account ID.

G/L Sales Account:

 Enter a General Ledger account for the default sales account for this customer. This is generally considered as an income account.

Open P.O box number

The P.O abbreviates for the purchase order so it basically shows the purchase order number. This is used for those sales which were not previously computerized.

Ship via:

 It is not for our use.

Resale number :

If a person purchases items for the resale purpose then enter the resale number here.

Pricing Level

We can easily choose various pricing levels that are showed in the Maintain Inventory Items window at the time of invoicing your customers.

Terms: 

You can choose to use the standard customer payment terms set up in Customers Defaults or set up a unique set of terms for this customer. To change the payment terms for this customer, select the Terms button.

In this section, we will enter information regarding the General ledger account that will be used when we invoice the customer and price levels are also used.

2. Payment & Credit

In this field, we can determine the credit terms for the customer and also any credit card information if given in the case.

First of all, select the Payment Defaults tab in the Maintain Customers/Prospects window.

Cardholder's Name: 

Select the credit card which we want to use as this customer’s default. After that enter the name as it shows on the credit card in the Cardholder’s Name blank.

Address: 

It is used for entering the customer’s billing address. The address fields (address lines 1 and 2, city, state, ZIP Code and country) will show that  information you had already entered in the Bill to Address on the General tab.

Credit Card Number:

It basically allows us to enter a default credit card number to use for the particular customer.. .

Country name and city state zip

This field can also be filled easily.

Expiration Date: 

It is used for entering the expiration date printed on the front of the customer’s credit card.

After that we can enter the expiration date using this month/year (MM/YY) format.

3. Custom field

Select the Custom Fields tab in the Maintain Customers/Prospects window. The information written in default menu would be shown here e.g. the second contact if written in default menu it would be seen here.

4. History

This tab shows the whole history of accounts.  Basically displays key details about the customer's purchasing history. For having a look at the customer's current history, select the History tab in the Maintain Customers/Prospects window.

The following fields can be filled as:-

(a) Customer since

It shows the date from which we are providing services to our customer.

(b) Last Invoice Date:

This date shows the last invoice we have sent to our customer.

(c) Last Invoice Amt: 

It shows the actual amount of the last invoice

(d) Last Payment Date:

It shows the exact date of payment which we have received from our customer Last Payment

(e) Last Statement Date: 

It shows the date for the last statement made to our customer.

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Setting up Peachtree customer default information

Go to the maintain menu and select customer option. A window will appear as follows:-

A window will appear  as follows .The first option is shown on the window is ”Payment Terms” .Here we will see the following window.

C.O.D

This option means cash on delivery .It is simply used when we receive cash on delivery at first and we don’t do sales on credit.

Prepaid

This option is used when we do our sales only when we have already received cash in advance.

Due in number of days

This option states for how many days the payment is due from our customer

Due on day of next month

This option states on after how many days of next month we will receive our payment.

Due at end of next month

This option states that we will receive money only at the end of next month.

In Payment Terms tab number of days is given and discount is given in days and we write discount % and credit limit and GL Sales Account is also written.

2. Account Aging Tab:

In this option we can age our receivables; two options can be seen as follows

·        Invoice date

·        Due date

After that we see 4 different columns with different time limits .In which the 3^rd column shows the more chances of a customer for becoming  a bad debt.

                   

Customer field

In this section the changes made in default customer menu will be seen here e.g second contact reference etc.

Finance Changes

At first there is an option of charge finance charging .If we click in its box a “tick mark” will appear and after that the charges showed below will be applied.

After it we can easily fill up the fields given below by entering the required amount or percentage in the suitable options. Then another option would be seen which is “charge interest on finance charges” and if we click this option then the below charges given would also be applied.

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