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.

credit memos

HOW TO MAKE CREDIT MEMOS

Credit memos are concerned with the inventory which we returned it to a person whom we purchased that inventory. These memos are done in both cases customers and vendors as well, like if any customer purchased an inventory from you but after some time he/she returned some of its items to you then you make a sales credit memo or customer credit memo in which you will write those returned goods which you received from your customers, and after doing so if that customer is written on your account receivables account then when he returned the inventory your account receivables account automatically will be less by the amount of that returned inventory. Same is the case with the procedure when we purchased inventory from the vendor and then returned some of its item to him due to any reason, in this case we also maintain an account of that returned inventory as we maintained it in customer credit memo, so now when you maintained that account in vendors case then this will be called as purchase credit memo or vendor credit memo. In purchase credit memo if your purchases are recorded as accounts payable then when you returned your inventory your accounts payable also less the amount of that inventory automatically. Now we will see that how we apply this all procedure in Peachtree, so for this purpose we start our work with the key of navigation aid in the window of Peachtree today.

After opening the navigation key you can see both crdit memos,customer credit memo and vendor credit memo. When you have to open the credit memo of your customer then you will select “sales”from the above bar of this window which is also shown in the image below, when you open it then you will find an icon of “credit memo” from where you have to record those inventory which is returned back to you from your customer.Same is the case with the purchase credit memo, for that you will go to the above bar of the below window through which you will select “purchases” when you click on it then you can see the icon of “credit memo” where you mentioned and record all those inventory which you returned it to your vendor.

Firstly we talk about the customer credit memo or sales credit memo and for that we will open the below window by clicking on sales credit memo. Here in the “Customer ID”, we will mention the ID of that customer to whom we have made the sales in the past and now that customer has returned some of the items to us. As we select the CUSTOMER ID the tab shifts from “Apply to sales” to “Apply to Invoice No” and doing so the following window appears on the desktop screen:

From this window we will select the Invoice against which the returns are being made from the option in front of “Apply to Invoice No:” After this we will enter the date in the required field and Credit No under the date option. After this we will just mention the quantity of items returned by the customer in “Returned” field and after entering the complete return we will click on “Save” option in order to save the credit memo. To check whether the goods returned have been recorded in the financial reports or not we click on “Reports” from the toolbar and following window appears on the desktop screen.

From here we select “Account Receivable” option and following window appears on our desktop screen on clicking this option. From here we can open the “Customer Ledgers” report and can see the returns made by the customer to us.

Now we will see that how to record the purchase return in the software and for that first we must make a purchase. And before doing this one thing to be remember that purchase must be done on which now some inventory is returned by you to a person whom you bought that. As now we will going to maintain the purchase credit memo so we click on it and the below window will be open in front of you.

Here in the “Vendor ID”, we will mention the ID of that vendor from whom we have made the purchase in the past and now we are going to return some of the items to that vendor. As we select the VENDOR ID the tab shifts from “Apply to purchases” to “Apply to Invoice No:” Following window appears on the desktop screen as the tab shifts to “Apply to Invoice No:”

            From this window we will select the Invoice against which the returns are being made from the option in front of “Apply to Invoice No:” After this we will enter the date in the required field and Credit No under the date option. After this we will just mention the quantity of items returned to the vendor in “Returned” field and after entering the complete return we will click on “Save” option in order to save the vendor credit memo. To check whether the goods returned have been recorded in the financial reports or not we click on “Reports” from the toolbar and following window appears on the desktop screen.

            From here we select “Account payable” option and following window appears on our desktop screen on clicking this option. From here we can open the “Vendor Ledgers” report and can see the returns made by the customer to us.

begining balances of inventory

ENTERING THE BALANCES OF INVENTORY

In Peachtree we can mention the beginning balances of our inventor or products easily. We can do this by clicking on “Maintain”. By clicking on “Maintain” following window will appear on the desktop screen. From here we click on “Inventory items” in order to enter our beginning balances of the inventory items in the software. Now from here this window we will click on “Beginning Balances” option and on doing such following window appears on the desktop screen.

Here we will enter the balances of the inventory items one by one by selecting them. We will enter a specific inventory item to enter the balance and enter the number of units in hand in “Quantity”, Per unit cost in “Unit Cost” and remaining “Total Cost “will be automatically calculated by the software. After entering the beginning balances for the inventory items as per our requirements, we press on “OK” in order to save the data entered in the software.

                                       

Now click on “ok” to save the balances which you entered in Peachtree.

default information of vendors

STEP: 10

Now after making your vendor account, you will now move forward to make default information of the vendors which you maintain in your software.

You will go back to the main window and again select default information of your vendor and then fill all the requirements which are necessary for vendors account.

                                          

 STEP: 10

The first requirement is of “payment terms” in this you have to mention the terms and conditions of your purchase that at which date you will pay your vendor and at which discount rate, this discount also have some conditions which are settle by the vendor. You have two options here which you have to fill the first one is of “purchase account” in which you will enter the inventory account balance which is already exist in your chart of accounts and the next option “ Discount GL account” is also filled by the balance of your inventory account.           

              

        

STEP: 11

After you select the inventory account, the balance of your inventory will be shown in these two columns then you press “ok” to save it, after this you will move forward to the next requirement which is “account aging”:

                      

STEP: 12

This below window tells you about the account aging, means the date at which the invoice issued to you by the vendor and also tells you about the date at which you have to pay the amount. Account aging also categorize the days of the payments in different columns.

                     

STEP: 13

In “custom fields” you already made changes by adding one more location to this column. This location is for your vendor from whom you purchase inventory on account .After adding another option here you will press “OK”

               

MAINTENANCE OF VENDORS ACCOUNT

    HOW TO MAINTAIN VENDOR’S ACCOUNT

We make vendor records when we purchase something on accounts payable basis, as we also maintained our customer records whom which we have to receive accounts receivables. The same procedure will be here for this account as we done in customer records.

STEP :1

First you will open your company in Peachtree to make vendor’s account:

           

STEP: 2

From above toolbar you will go to the “maintain” menu, and select “Vendors” to maintain records:

                                               

STEP: 2

The first portion to fill is of vendor ID, which is a unique ID and different from other vendors then the name of the vendor like from which company or organization you are buying the inventory. After filling above options now you have to fill four requirements in which you have to mention all the information regarding your vendor. The first requirement is of “GENERAL” which is shown below in black box:

                         

STEP: 3

In below window you will enter all the information which are required here, first you will enter the name of the person who are dealing with you from the ABC COMPANY which is vendors company, the name must be written in “contact”, then you write the account number of your vendor then address and city. After you filled the first requirement you move forward to “purchase defaults”

                                             

STEP: 4

In purchase default the first option which you have to fill is the “purchase representative” this is a box in which you have to mention the name of that person which represents your vendor whom you are purchasing inventory on account.

The second option is of “purchase account” which is the expense account, in this blank area the account which you enter must be exist in your chart of accounts with the name of expense, if this account does not exists in your chart of accounts which you made previously then this blank area starts blinking. So you have to make sure that you have already purchase expense account under which you are dealing with your vendor. This expense account is of your accounts payable under which you are dealing with your vendor, after complete this you will enter the “tax id” of the vendor and the rest of the options then you go ahead to “custom fields”.

                  

STEP: 5

In this window you will enter the second contact of your vendor if it is needed, reference, and other portions which are required here to fill.

                  

STEP: 6

Suppose if you have to fill the fourth option for any other location of your vendor then you will go back to previous window and from that you will select “maintain” and then you will click on “default information” when you click on it you will have further options in it from which you select “vendors”

                                          

STEP: 7

After opening “vendors” you will see “vendors default” window in front of from which you select “custom fields”. No as you are going to add one more location for you vendor you click on the box which you can in fourth option when you will click on it a tick sign will appear on it which means that now you are able to fill the fourth option, suppose you will enter here the “bank” as another location and then click on “OK” to save these changes.

Now again you go back to that window in which you are entering the data of your vendor, and in that window you will see this change which you have done in this current window by adding up one more option of your vendor.

                     

STEP: 8

Now you can see that in “custom fields” you have another location which is of “bank” which you made in your previous window. In the same way you may enter one more location by the same procedure which you done for adding “bank” here. After this you go ahead to the next and the last requirement of “maintain vendors” which is “history”

                       

STEP: 9

In this window you have to fill the past data of your transactions like when did the last invoice you take and the last payment which you paid to the vendor, all the history of your purchasing must be mentioned here in this window

As in this way you make your one vendor account, you will now make all the other vendors account here by doing all this procedure again and again.