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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