HOW TO MAINTAIN   INVENTORY ITEMS

STEP 1:

     First setup a new company then maintain chart of accounts of company

Step 2:

Go to maintain then click inventory items then u will shown this

Step 3:

Then give the customer id and make the general ledger accounts then we give description like sale account. We enter stock items record abut inventory

Step 4:

Then  option the general in which first we enter the price level in which is the price level 2^nd item tax in which type of tax payer on this item then the option is last unit cost then cost methods tell u

Step 5:

Then  unit weight then the option is minimum stock that tell us if over stock will go down to minimum stock then go to the denser level and then record

Step 6:

Then customer fields in which we enter about are customer and any special note

Maintainance of Vendors

How to maintain Vendors

·         Open Peachtree from your desktop options.

·         Open the existing company whose “Vendors” you want to maintain. Now go to maintain option click on the 2^nd sub-option i.e. Vendors.

·         A window will appear displayed by the name “Maintain Vendors” and provide some information about the vendors like Vendor’s ID, Name, and some general information on different tabs. And “Alt+S” to save the Information.

·         Before entering the Vendors complete information and without entering the “Purchase Account” in the “Purchase Default” tab than a warning will appear and we will press “ok” and will enter the Purchase Account. 

·         The “General” Tab requires some basic information about the Vendor like Contact, account no., Address, City code and country, vendor type, E-mail and website of our company and than we enter beginning balances of vendor.

·         In “Purchase Default” tab, we enter “Purchase Account” and Tax no. and we can choose company through which shipment should be done.

·         In “Custom Fields” tab we enter the other information about the Vendor and we can change that information.

·         In “History” we check the previous records of the vendor.

·         We can also change the “Custom Fields”. Click on “Maintain” option and click on “Default Information” and than select the Sub-option “Vendor”.

·         A window will appear by the name “Vendor Defaults” with “Payment Terms” tab opened. In this tab, we select and enter the discount according to credit term according to the option selected.

1.      C.O.D: It means Cash on Delivery. We receive the payment at the time we deliver the goods or services to the customer.

2.      Prepaid: In prepaid, we receive the amount of goods before delivering them to the customer.

3.      Due in number of days: In this option we actually have to mention the days the payment is due within and we also need to write the credit term and discount.

4.      Due on day of next month: In this we select any day of the next month to receive the payments we can also give discount in this option.

5.      Due at the end of month: In this case, the payment is due at the end day of the month goods are sold and invoice is issued.

In the payment terms, GL sales account, we mention the account in which we are giving discount. And this should from the accounts we are maintaining.

·         In “Account aging” tab, we select the limit for the payment.

a.      Invoice Date: The due date fro under given categories starting from the date on which invoice is issued.

b.      Due Date: The due date for under categories starts right after the due date.

·         In “Custom Field” tab we can change and add new custom fields and then press “Ok”.

Default information about customer:

If you want to make changes in your customer account then open the Peachtree  and select the maintain option on the upper left side and click the default information and select the customers option.

After selecting the customer’s option the following window will appear.

On the above mentioned window there are 5 tabs

·         Payment terms

·        Account Aging

·        CUSTOMER FIELD 

·        FINANCE CHARGES

·         pay method

1.Payment terms:

In this tab 5 options are available first is C.O.D which means cash on delivery, the second option is of prepaid which means collecting cash before delivery. In third option Due in number of days the other options are available and you can make the adjustment which you want. In 4^th option Due on day of next month again other options are accessible and you can also make the essential adjustment. And in the last option due at the end of month means discount id available.

And at the end there are two options General ledger sales account are exist.  you put the specified “account  id” in that box if there is no account exist in the charts of account, you can make that account by double clicking on that bar

 Account Aging

 Account Aging:

By selecting this option following window will appear on your computer screen.

In this option we do the forecasting of our bad debts and we can see this tab is further divided into 2 options: “Age Invoice by and Aging Categories”

In age invoices by the invoice date is showing that we will set the date to when the invoice is generated. And by selecting due date we are setting the time when our invoice date will be expired.

The Aging Categories portion is the one where we categorize the time periods.

3.       Custom Fields:

In this tab we can change the customer information in which we can put in customer prospectus.In these boxes you can put the data of his/her representative, mailing list, reference and multiple sites.  

4.FINANCE CHARGES

This tab can be used to charge our customers with extra amount that they have delayed the payment of goods. To activate this tab 1st you will click on the check box. All the information regarding the charges will be explained here. If you want to print the statement of charges then it can also be displayed on the invoice.

5.Pay method:

Simply mention the payment method and select the appropriate method, you can add 10 methods of payments that is acceptable in your business.

         HOW TO MAINTAIN CUSTOMERS PROSPECTS

In order to maintain the charts of customer prospects we need to click the option “maintain” which is present on top right side.

After that you need to click the option “maintain” than select the right option which is chart of customers.

After selecting the option that is “chart of customers prospects” this window will be appear i-e “maintain customers/prospects.

Here we need to enter the customer ID and name as well. Customer ID shows the nature of customer’s e.g. whole seller, debit customer, credit customer etc. Upper portion is named as header field.

1.       In “general” you need to add all the information of customers regarding its contact address, telephone, e-mail, and website etc. In bill to address you are given 9 addresses e.g ship to address 1, ship to address 2 etc. Bill to address means where invoices are actually sent. Customer type means here you need to filter your customers according to their differentiations. For example we have B.com, M.com, or ICS students but we want only M.com students than we filter out. Sales tax requirements are different according to their countries.

Sales default.

After selecting the “Sales Default” tab the above mentioned window will appear on your computer screen. This is a very important step: After adding the Customer ID and Name you should select the “GL Sales Acct” and you will select the sales account from you charts of accounts, if you forgot to select it then this customer ID will not be saved by the software e.g

After selecting the concerned charts of account you will be able to save it and to save the id just press “Alt+S”. The 1^st column “Sales Rep” is the sales representative, in this column we will enter the person who is responsible for our sales and with whom our suppliers can contact, in simple words a person who acts like an agent.

The 3^rd column is “Open P.O #” is purchase order number. It shows us the purchase order number which is send to us by our customer.

The column of pricing level is there to set our different level of prices for our different customers. e.g: Selling of goods on premium and discount.

Payment default:

This column contains all the information of the person who is going to pay for the products. All the headings are easy to understand no further explanation is required.
custom fields:

in  this we will add 5^th option and we will also change the 1^st  option we will write the second contact the reference the mailing list etc