sales order

HOW TO MAKE A SALE ORER IN PEACHTREE

After sending a quotation to a customer we received a purchase order from that customer that he wanted to buy our inventory if he liked our quotation or maybe he deliver its purchase order to us either through call or some other way. Or we can say that Sale order is prepared as we receive the purchase order or it may be made even by receiving the order on call. To open this sales order in the software first we open the company in the software and then click on “Task” from the top bar and a following window appears on our desktop screen. From here we will select “Quotes/Sales Orders” and sub window will appear on our screen as shown below.

Now in order to create a sale order we will be clicking on “Sales orders” and a following window appears on our desktop screen.

After clicking above the below window will be open which is of sales order window. In the “Customer ID” field we will be entering the ID for the customer to whom we are going to send the quotation. If the address was entered will creating that customer in the software then the address will automatically appear in “Bill To”. In “Date” we will enter the date of making sale order, in “Good Thru” we will be entering the date till which we want to send the goods ordered in sale order. In “SO No”, which is mandatory, we will be entering the sale order number for the reference of this sale order so that we can easily find this sale order when required from sale order list in the software. After filling all the required information to create the sale order in the window along quantity, Item, description, Unit price, tax and amount we save the sale order by clicking on “Save”.

We can also create the sale invoice or a sale order directly from a quotation. For this we will click on “task” and following window will appear on our desktop screen. Now from this second window we will click on “Quotes” and following window will appear on our desktop screen.

From the below window we will click on “Open” at the top and select the required quotation which we want to directly convert to sale invoice or sale order. After selecting and opening that required quotation we will change the date of quotation as per the requirements of our sale invoice or sale order. After changing the date we will click on “Convert” and following window will appear on our desktop screen.

 If we want to convert the quotation in a sale invoice then we will select the first option “Sale/Invoice”, enter the “Invoice #” and press “OK”. If we want to convert the quotation in a sale invoice and print it then we will select the second option “Sale/Invoice and print now” and press “OK”. If we want to convert the quotation in a sale order then we will select the third option “Sale Order”, then entre the invoice number and click on “OK”.

payment in peachtree

RECORD OF PAYMENTS IN PEACHTREE

In Peachtree you can record the payments which you gave to your vendors through which you bought your inventory items. To record the payments go to the ask drop down list select the option payments as shown in figure

When you will click on the option “payments” the new window will open. In the payments window you can add the payments you have made to the vendors, and the payments made for the other expenses like salaries, wages, maintenance costs etc. if you have to make the payments for the salaries write “accrued salaries payable”. In description you will also write the same. Give the GL account of “salaries payable”. Write the total amount paid for the salaries. When you will enter after writing the amount the check box will be tick marked automatically. Now save your transaction by clicking the button, save.

Now if you are recording for the payment to your vendor then select the vendor’s ID to whom you are going to make the payment. The tab will shift from “apply to expenses” to apply to invoices”. The invoice number, amount due, and the due date for the payment will be written over there already. You just have to write the discount (if any) and the amount paid. When you will click enter button from your keyboard then the “pay” box will be checked automatically.  Now click the button save in order to save the task.

SALES INVOICE

Sales invoice is used to enter the invoices of your customer to whom you sale your inventory, then after this all the entries which you made their posted to the general ledger, customer records and in the inventory records. So for invoice go to task menu, open the list of tasks and select the option sales invoice. As shown in the below picture:

When you will select this option the sales invoice’s window will open.

This window also have the almost look like sale order and sale quotation but there is a slight difference in it. If selling goods to a customer, who’s sale order is not be made or his sale order will be made before our use of Peachtree software. So we can make sales to customer whose order was not be made by us. First we select the customer where the customer ID has been asking from us. So select the customer from our customers list.  Then we have to select the date when we are selling our goods to our customer and then invoice number we must have to given to this sale. Then give the address at which goods are sending or the address of the customer so in case of any problem it will be helpful for both the parties. There is an option of Customer PO in which purchase order is written which is the purchase order number of the customer. If you are on to the tab “apply to sales” it means you are making a sale to a customer against which no sale order or sale quotation has been recorded. It means you are making sales to our customer but it is direct sales and without any sale order. So first write the quantity and then item. When select the item in item column the name of the item will be automatically shown in the description column. Then write the unit price of the product, the total amount will be calculated automatically and shown in the amount column.

Now if you are making an invoice on the previous sales order then as you will select the customer the tab “apply to purchases” will shift to “apply to sales order” automatically. Select the serial number against which you are invoicing your customer. The list of the items will appear automatically.

receiving of cash

HOW TO RECEIVE THE CASH IN THE PEACHTREE

Here we will see that what is the procedure of receiving cash from your customer so the procedure is that if you want to record the receiving of the cash from our customers we click on “Task” and following window appears on the desktop screen. From here we select “Receipts” and following window appears on our desktop screen.

The below window will open in front of you when you click on “receipts”. In this window we will first select the Customer from “Customer ID” from whom we are going to receive the amount. And then we will enter the reference number, receipt number and date in the required fields. As we select the customer from Customer Id field the tab shifts from “Apply to Revenues” to “Apply to Invoice No” and following window appears:

Now from here we will click on the “Pay” if the whole amount due is received against any invoice, while if only some part of the amount is  received yet then we mention that amount in “Amount Paid” and then click on “Pay” and click “Save” to save that this cash is received from the customer.

maintenance of quotation

MAINTENANCE OF QUOTATION 

In previous part we made purchase order through which we told our vendors that which inventory we want to purchase from them and through those inventories we make finished goods to supply those final products to our customer this all cycle is made through this Peachtree. So now we will see that how we market our products to customer so that they are enable to send us a purchase order to buy our inventories. First we have to maintain a quotation which we send to our customer to tell them about our inventories which are ready to sell and all requirements and information regarding those inventories will be mention in that quotation that at which criteria those products are sell to the customers, so those who are willing to purchase those inventories can send purchase order. Now we will see that how we will make quotation and for that purpose we open our company and can directly open the quotes either through the “navigation” key or through the upper “task” from the above toolbar. If we start through the task then go to the task menu click this and from that you will select “quotes/sales orders” after that a small window will be open as shown below in the figure in which you further select the “quotes”

As we know that this procedure can be done by another way so let’s see that how it will be done. First you will open the “navigation” key from which a chart will be appear on your screen as show below in the figure, here you can see all of the items relating to sales and purchases as you already done with the purchases procedure so now you will move to sales quotation to make a quote for your customer to tell them about your inventories and all the criteria regarding your products so everyone who want to buy them can easily send you a response through purchase order.

After opening the “sales quotes” a window will be open in front of you which are shown below. This window is just like a purchase order which we already made, as the requirements are same which we saw in making purchase order for our vendor, so here you have to mention every information regarding your inventory or those products which you are going to sell it to your customers. You have to mention the customer for which you are making this quotation then the date at which this quote has to be made then the quote number, terms and conditions of discount policy which is already present in every customer default information or if it is not there then you can edit the customer account and can enter the discounting terms which you are going to give your specific customers. Then in the below column you will mention the name of the inventory, quantity, per unit, and the last column of total will be automatically calculated. So after this all procedure you will click on “save” and this quotation will be send to that specific customer and if he/she likes it then they will send a purchase order to you after accepting all the terms and conditions of your inventory items.

So in this way you can make a quotation and send it to the customer for whom you made it, you can send this to all customer or the selected person, this is your choice. After filling all the required information to create the quotation we save the quotation by clicking on “Save”.

receiving of inventory

HOW TO RECORD RECEIVING OF INVENTORY

When we issued a purchase order to our vendor then he send us a inventory which we called him in a purchase order, this inventory can also be received without any purchase order either through a call or u can mail him to send you the required inventory which you want buy from him so let’s see that how all of this will be happen. For this we will first open the company in the Peachtree accounting software. After opening the company we will press “Task” from the menu bar and following window will appear on our desktop screen. From this window we will select the option “Purchase/Receive Inventory” and on selecting this option following window will appear on our desktop screen.

           

The below window will be shown in front of you, this window will be used when you receive the inventory after sending a purchase order. To enter the inventory received first we will select that vendor ID from which we have ordered the inventory. This ID of vendor will be mentioned in “Vendor ID” field. As soon as we select the ID the window appearing on our desktop screen shift from “Apply to purchases” to “Apply to purchase Order” and following window appears which you can seen below.

From this window we will click on the options available in front of “Apply to purchase Order No”. Here we will enter the inventory received by us. In the “Received” column we will enter the amount of inventory received. Other calculations will be made automatically by the software. In “Invoice No” we will mention the invoice no against which we have received the inventory. This is a mandatory option because without this the invoice will not be recorded in the Peachtree accounting software. If we have not received the invoice against the inventory received then we can click on “Waiting on Bill”. We can also use “Drop Ship” option if we are not going to receive the remaining inventory as mentioned in the purchase order.  After entering the invoice number we will press “Save” button in order to save the receiving of the inventory. Now we can receive fewer inventories as compare to our ordered inventory or we can also receive more inventory than ordered inventory or we can even receive equal amount of inventory as ordered by us in the purchase order. So this is the procedure through which we can make purchase order for the inventory which we want to buy through our vendor, or after that purchase order we received all or some of the required order which is made by us.

MAINTENANCE OF PURCHASE ORDER

MAINTAINING THE PURCHASE ORDER

How to make purchase order:

In this you have to maintain the order for your purchases which you wrote for your vendor whom you are going to purchase the inventory, this will help you to maintain your records through which you will aware of the check and balance of your business transactions. In this purchase order you will mention all of the requirements regarding to the inventory which you are going to purchase this will all help the vendors too by seeing the requirements of your purchases, and through this the vendor will send you the inventory according to your demands and conditions which you mention in this order.

Now let’s see that how we maintain this purchase order in Peachtree, for this you will first open your company in this software.

From below window you will now see the new key which is not used before, and that key or you can say button is the “NAVIGATION AIDS”. This one key will give you all those things or accounts which you open from the “maintain” tab which is present in your above toolbar. So we can say that this is the shortest key for “maintain”, as you have to maintain the purchase order for your vendor you will click on this and the option for purchase order will be seen there. Before going ahead the one more thing which is necessary to tell is that you have one more option to open the purchase order and that option is available in your toolbar with the name “task”. But first we will see this procedure by “navigation aids”, so for that you will click on it.

The below window will open in front of you when you click on “navigation key” , here you can see the all of those things which you can also open from the maintain tab which is at the top of your window, from here you can maintain your all accounts directly from this window you can maintain like vendors account, customer account, purchase order account etc. But here something which is important to know is that this “navigation key” firstly have to choose from the toolbar to show it in your main window otherwise this key will not be shown on the bottom of your screen. So in this way we have come to know that to make orders or any other accounts then we have three choices the first one is to maintain it from the “maintain tab” the second one is from the icons which is shown below between the middle of window and the last and the third one is explained in the next point:           

            

The below window is of purchase order which is now filled by you as your inventory require according to the conditions or according to the requirement of this window to be filled. At the top left side of the purchase order is “Vendor ID” where we will enter the ID of the Vendor, here we will enter the vendors account and gave him a unique ID. The most left red highlighted circle shows you a “Remit To” in which name of the vendor and address of the vendor is shown automatically on selecting a specific vendor. In centre one more red circle in which you will see “Ship to” here the address of our company or the address where these goods have to be send are shown. This is the address where we want to receive the goods.

You can see on the most right side where a circle is shown in which two dates are mentioned. First “date” is the date when purchase order was created and “Good Thru” is the date when we want to receive the goods. In “PO No” we write the purchase order number which is very much important. “Close PO” is the option which is used to close the purchase order. By selecting this, purchase order is closed, like if the order is not fully received yet then we click on “close Po” which shows that some items are missing from the order and have not received yet. On selecting “Drop Ship” the goods which are not received yet will be cancelled. So to cancel the receiving if remaining items we can select this option of “Drop Ship”. Then we associate the account payable account in “A/P Account” field by entering the ID of account payable as mentioned in chart of accounts. Then in “Quantity” we enter the quantity required, in “Item” we enter the ID of those required items, in “description” automatically the description of the entered item ID will be displayed, in “G/L Account” we enter the ID of the inventory account, in “Unit price” the price of that required item is entered, in “Amount” automatically the total amount for that specific item is calculated. After doing all this we click on “save” so that all these changing’s and making of purchase order can be saved automatically.