How to create customer records

                     HOW TO CREATE CUSTOMER RECORDS

STEP :1

First of all you will open your company in Peachtree:

                     

STEP :2

Now you click on “maintain” from above toolbar, and after opening it the below window will open in front of you from which you select the first option “customers/prospects”

                                                                     

STEP :3

After opening ‘customers/prospect” you will see the below window in which you can create your customers account easily by filling all the information which is required in this page.

                              

STEP :4

Here you can see the first column is of “customer ID” as we know that every customer has its unique id which is always different from another, and the same thing we done in making chart of account’s ID in which every account has its own ID, same case is here now. You will first enter the ID of your customer like we gave 200 as its ID,and then the next option is of “NAME” in which you enter the name of the organization whom you are dealing with, suppose its ABC COMPANY.

Now you have six options ahead to fill, the first one is of “GENRAL” in which the first contact in which you write the contact of that organization means that you have to enter the name of the person whom you are dealing in ABC COMPANY, it can be the person of any field related to that organization or company. The next you have “address” of that company, the “city”, then “customer type” means which type of that customer is, then “telephone” and so on. After filling all portions you will move forward and click on the second requirement which is “SALES DEFAULTS”

                          

STEP :5

Now if you have to make the invoice of your customer, you will click on the “beginning balance” which is shown below in blue area.

              

STEP :6

After clicking on “beginning balance” the below page will open in which you first write the invoice number of your customer, then date, purchase order number and the amount at which you contract with your customer.

     

STEP :7

The date which you will write in the above window to make your customer invoice, that date must be between the period which is shown in the below window with the blue shaded area. This is the period of your company which is from 1^st February 2012 to 29the February 2012:

             

                       

STEP :8

After clicking on “Sales defaults” you have to enter the “GL sales account” which is the sales revenue account, in this blank area the account which you enter must be exist in your chart of accounts with the name of revenue, 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 sales revenue account under which you are dealing with your customers. After complete this requirement you go ahead to “Terms and credit”

                         

STEP :9

Now you have “terms and credit” in this requirement you have to fill all the things under which you made credit sales, like the date at which you are going to recover your payment, the discount period, the days in which your customer can avail discount, the limit of your credit, and so on. After this you will move forward and click on the next requirement which is of “Payment defaults”

                           

STEP :10

Here you enter all the data regarding the payments of the customer like the name of the person, address, city, country, credit card number and so on. Then you click on the next requirement which is “Custom fields”

                         

STEP :11

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

            

STEP :12

In this last requirement you will enter the history of your customer and after filling all the portions here, you will click on the above “save” button. Now your first customer account data which you entered here is now saved in this software, after making first customer account you will now make all the other customers account here by doing all this procedure again and again.

                          

                            

How to open an existing company

HOW TO OPEN AN EXISTING COMPANY

STEP: 1

Before going to open your company, you will first follow some necessary steps which are given below:

When you complete the procedure to set up a company, then your company automatically saved in your “C DRIVE”. Now you will see in the below window you open the “my computer”, and from here you will select the “C drive”

              

STEP: 2

After selecting “C-DRIVE”, the below window will be appear in which you select the yellow shaded option.

          

STEP: 3

From this window you will select “program files”

             

STEP: 4

After selecting program files you will see the below window from which you select “Peachtree”

     

STEP: 5

From the below window you will now select “company” as you are searching for your company:

STEP: 6

As we named our company as “rabia” so we select it from the below window and cut it from here and then paste it in our “Z-DRIVE”.

STEP: 7

You will press right click on your company name which is “rabia” and then press “cut”

   

STEP: 8

Now you are going to paste your company in your “z drive” so you go back to “my computer” page and select your z drive and open it:

  

STEP: 9

Here I pasted it, now it is in safe place and any disorder of computer can not harm this file.

           

STEP: 10

Now you open your company easily through peachtree,and for that purpose, First you open the Peachtree software:

                                        

STEP: 11

You select the first option and click on it:

                                         

STEP: 12

Now this window will give you an option to select a recently opened company from the list or browse to open an existing company.As you created your own company so you click on “browse”

                                       

STEP: 13

This window contains different columns, left column tells you about the companies which were created, and at the right side you will see column of directories, drivers, list companies of type. As you save you company in a drive so you click on “drivers” and select you drive: 

                                  

STEP: 14

After clicking on “z” drive your z drive will be shown in the right column in directories:

                                

STEP: 15

At this point make sure that the column of directories in which your z drive is shown, this z drive showing the sign of open but the name of your company must be closed, the sign you can see that in this window your “z” is half grey and half yellow which indicates that it is open, but below it your company name also available which is total yellow which means your company is closed.

 

                  

STEP: 16

Now you click on “z” in directories to open your company,and your company 

                            

                  

                 

STEP: 17

Your company which is created by you now shown in your left column in “companies”, now to open it you click on your company. And the following window will open which welcomes you and your company in Peachtree.

         

Chart of accounts

                        HOW TO MAKE CHART OF ACCOUNTS

STEP: 1

Now if you want to enter your data to proceed your company, then first you go and make your chart of accounts by your own, because when you create this company you did not select any option regarding your chart of accounts that you want to copied it from any other company. So create your own charts of account, and for that you first click on the “maintain” which is shown above in the window.

               

STEP: 2

Now you select the “chart of accounts” in the maintain toolbar which you opened above:   

                                                  

STEP: 3

Now by clicking on charts of accounts, a window will open which is shown below:

                              

STEP: 4

By filling all the three columns which are:

Account ID

Description:

Account type:

Your one account will be formed, like if you want to make cash account then first you write account id of your own choice suppose 100, then you write cash in “description” and cash in “account type”.

          

                            

           

STEP: 5

After filling all three columns you will press “Alt+S” through which your cash account will be saved automatically, to assure that your account is save now you will see that after pressing “Alt+S” your cursor will automatically goes to first column which “account id”so that you can create your next account..

            

STEP: 6

When you enter all of your company accounts and your charts of account complete, then to see the list of those accounts you will click on round shaped icon , and the list page will be open in front of you:

                

      

STEP: 7

If you mistakenly wrote wrong id of any of your account or you want to change your account due to any reason then for this, the process is that when you open the charts of account page you enter on  “round shaped mirror ” to open your account list, then you select the account whom you want to change your id,you will see that in this window option for “change id” is shown in light colour which means you can not select it, so for that purpose you firstly select your account so that you will select the option of change id”, Now for example if you want to change the id of petty cash then you select it:

                 

STEP: 8

After selecting petty cash to change its id,now you can see that “change id” is in dark colour and you select it easily.

So press it  

            

STEP: 9

The page which will open after selecting “change id” is shown below, in this you will see your previous id of petty cash in “current account id” and the next option is “enter new account id” in which you enter the new id which you want to write for petty cash account and then click on “OK”

                                   

STEP: 10

Now after some time you feel that you do not want your petty cash account any more, then you can inactive this account as well. For doing this you select your petty cash account and then click on "unticked box of inactive" ,after click on it you will see this tick which means that your account will be inactive now ,after tick on it you press “ALT+S” to save the changing’s you made:

                       

STEP: 11

To confirm this that your petty cash account is inactive now, you will open the list of your charts of account. In the below window you can see that now petty cash is shown as inactive account. Now if you activate it again, then you double click on this account:

                

STEP: 12

There is another way to see that either your account is inactivate or not, but first you  will shut down your previous window which is of charts of account.

            

STEP: 13

Now you go to above icons and click on “reports”

               

STEP: 14

Now you select the option “GENERAL LEDGER”

                                               

STEP: 15

After opening general ledger a window will open which is shown below, from this window you will select “chart of accounts” which you can see in middle column of REPORT LIST

               

STEP: 16

Your all chart of accounts are shown in the below window, in which you can see that  in “active” column your petty cash is inactivate.

       

           

STEP: 17

The below window will appear, now you click on it to activate it again ,after clicking on this it will activate and will be marked as ticked.

            

STEP: 18

If you want to delete any account then open that account, for example you want to delete cash account then click on it to open.

           

STEP: 19

Cash account will be open in front of you as u can see in the below window, now in the above icons you click on “delete” to delete this account.

               

STEP: 20

After this a small window will open infront of you, that are you sure you want to delete your account? So you click on “yes”

                            

 From above procedure you can easily make your chart of accounts

                                         ENTERING BEGINNING BALANCES

STEP: 21

To start entering your data, you again open your chart of accounts and a window will open in which we have to click the “beginning balance” button.

       

             

                                        

STEP: 22

                                            SELECTION OF ACCOUNTING PERIOD

Now after selecting “beginning balances” a window will open infront of you in which you have to select your accounting period. And the period depends upon the month in which you want to start entering data of your company for example if you are going to start it from 1^st February 2012  the you will firstly enter the beginning balance in the month of January i.e from 1^st January till 31th January, so that it will be the closing balance of January 2011 and will be the opening balance of February 2012.

So you will select your desire period and click on it:

                                    

                              

STEP: 23

                          NOW YOU WILL START ENTERING DATA

The below window will open in which you have to enter data in two rows, which is the rows of ASSETS & EXPENSES at the left side and LIABILITIES & EQUITY is at the right side, same as of a trial balance and their balances are also given at the end as “Total”. If the amount showing in the trial balance is positive then the total of debit side is greater, and if the amount of trial balance is negative then the total of credit side is greater.Now  you  simply have to enter the figures on both the sides and the trial balance will automatically show the difference.

To enter the beginning balances you should first have an account of “retained earnings”, otherwise the data will not save. Therefore if you don’t have a retained earning account then make one by going back to chart of accounts.

                 

STEP: 24

The one thing which you kept in mind that in the above window the data which you entered will become the opening balance of the next month , for example if you have entered this data for the month of January 2012, then it will be the closing balance of January and opening balance of February 2012.

                             

STEP: 25

Now we enter the data in both rows, and must remember that after entering data your trial balance must showing the zero balance which means that the both sides are equal.

                

          

STEP: 26

To change any figure simply click on that figure and delete it using backspace and then enter the new one, you can also edit it after saving.

            

STEP: 27

When you finished all the procedure of entering data then you have to save it,for that you will click on “OK” which is at the top left of this window.