HOW TO CREATE VENDOR RECORDS IN PEACHTREE ACCOUNTING SOFTWARE

After opening the company in our Peachtree accounting software, the first thing we do in order to create the vendor record is that we Click on “maintain” option at the top of the software’s toolbar and on clicking it, following window appears on our desktop screen.

From this window we select the first option which is “Vendors….” In order to create our vendor records. On clicking it following window scheme appears on the screen.

We fill this window for each of our vendor. Every vendor will be allocated with a separate and unique ID which will be written in “Vendor ID” portion. This ID cannot be repeated for any other vendor. Every vendor will have a unique and different ID as we allocated different ID for different accounts while preparing chart of Accounts in the beginning. After this we write the name of the organization with which we are dealing in the “Name” portion in this window. After writing the name of the organization we first fill the “General” part of the requirements. We enter the name of that person or the post of that person as per the conditions with whom we are going to engage in. This can be sales representative, salesman, Sales manager or any other person as per the requirements. After this we enter the address of that vendor in the “Address” portion. Only 30 alphabets or numbers can be written in a single line in “Address” option. If the address is longer than 30 alphabets then we can write the remaining address in the 2nd line for address. Then we write the city and so on. In “Vendor Type” we mention which type of vendor is he/she is according to our categorizations. This vendor account is a subsidiary ledger account which will be entered in purchase account. After filling the other required information in “General’ we move onwards on to Purchase Defaults by clicking on it. Vendor ID, Name and Purchase acct must be entered in order to create the record for any vendor.

Here we enter all the required information. In the “Purchase Acct” portion we write the ID of our purchase account. If we do write any ID which doesn’t exist in the chat of accounts then the blank area in   “Purchase Acct” start blinking. After filling this information we move on to the “Custom Fields” by clicking on it.

Here we enter the Second contact if required, Reference if required and so. These Field labels can be changed easily on the vendor default window. After completing this “Custom Fields” we move forward to “History” by clicking on it.

This is the last window before completion of a single vendor record. After filling these all required information, we click on “Save” button in order to save the record which we have entered in the software for that specific vendor. After this we can again repeat our whole process in order to create more records for different vendors. Following is the Save Button.

HOW TO SET UP A COMPANY IN PEACHTREE ACCOUNTING SOFTWARE

SET UP FOR A NEW COMPANY

Following are the steps involved in order to create a new company using Peachtree accounting software 2004:

From this screen click on “Set up a new company”. Following is a wizard screen which will be appeared on  the screen by clicking on “Set up a new company”.

This wizard scheme will provide us with five options which are required to be entered in the software in order to complete our steps involved in the creation of the company. First we press the “Next” button and the following “company information” wizard scheme appears on the screen.

After filling the above shown wizard, we click the “Next” button in order to continue our steps towards the creation of our company in Peachtree accounting software 2004.

Then this wizard scheme of “Chart of Accounts” will be appeared after filling all the required information in “Company information” wizard Scheme. From this wizard of “Chart of Accounts”, we will click on “Build your own company”. Following wizard scheme of “Accounting Method” will be appeared on the screen.

From this wizard scheme of “Accounting Method”, we select “Accrual” and then click on “Next” button to continue our steps toward creation of a new company in Peachtree accounting software 2004. After following this step, we get the following wizard screen of “Posting Method” on our desktop screen.

                From this wizard scheme of “Posting Method”, we select “Real Time” option and click on “Next” button to proceed towards the creation of a new company on Peachtree Accounting Software 2004. We get the Following Screen of “Accounting Periods” on implementing this procedure.

 

                From this wizard scheme of “Accounting Periods”, we select the option of “12 monthly accounting periods” option as per our requirement and then click on “Next” Button to proceed. After following this procedure, we reach to the following “Monthly Accounting Periods” Wizard scheme.

 

                From this Wizard scheme of “Monthly Accounting Periods”, we select “January” as Month and “2012” as year for our requirement, “When do you want your fiscal year to start?”. Then we select “February” as month and “2012” as year for our requirement of “What is the first month you will be entering your data?”. After this we select “2012” in our requirement of “What is the first year you will be entering payroll?”. After filling this we click the “Next” button and get the following screen on our desktop screen.

This is the last wizard scheme involved in the creation of our new company in Peachtree accounting software 2004. In this wizard, we press the “Finish “button after which a new company starts its creation and with in 10 seconds the Peachtree software creates a new company for us.

Maintain Customers/Prospects in Peach tree Software

After making the chart of accounts we then maintain the record of our Prospects/Customers and to maintain the record we first open the Maintain Menu which is shown on top of the Peachtree screen when we open an existing company.

Click on the Maintain Menu and then open the first option which is Customers/Prospects. Open this file by clicking on it like this.

When you click on to the Customer/Prospects we have the following screen.

In Maintain Customers menu we maintain the records of our customers by giving them ID and Name and provide the following information of our customers which includes General, Sales Default, Payments Defaults, Custom Fields and History.

Before we record the Customer’s ID and the Name of the Customer and save it we firstly have to record the General Ledger Sales Account which is on the Sales Default Menu. We first select the Account which we have created in Charts of Accounts step we select an account from it as a GL Sales Account and then we will be able to save the Customer Name and ID. If we do not save the GL Sales Account and try to save the Customer ID and Name the software give the following error so to avoid this we first make a GL Sales Account.

In the first step we record General Information about the customers in the General menu we record the Contact ,Address ,City ,State ,Zip ,Country ,Customer Type ,Telephone ,Fax, E-Mail , Web Site of the customer. An example of this General Information about the customer is shown in the following screen.

 The Sales Default screen is in the following screen which is shown when we click on the Sales Defaults option.

  In this we write the name of the Sales Representative. Sales Representative is the reference of the employee who deals with the customer. We then Select the General Ledger Sales Account and the Account we use for this GL Sales Account is Sales account. First we click on the  button and select the Sales Account.

Then we can add the Purchase Order Number in Open P.O #. After Purchase order we can provide the Ship Via in which we mention through which source we are going to send the order to our Customers, after it we select the Resale #, Pricing Level and choose terms for which we give discount to our customers. After completing the above information we then move on towards our next screen which is Payment Defaults and is shown below

In the third step we mainly Record the information about the Cardholder’s Name, Address, City, State, Zip Code, Country Name, Credit Card Number, Expiry Date of Credit Card and also select the method of the payment. After this information we now more on to our next step which is Custom Fields Option and is shown in the following screen

In this step we record main and important points related to our customers important information like any other Contact Number, Reference, Mailing List, Multiple Sites of the customer, etc, we can save any type of 5 other information in the Custom Field we can also change the information related to our Customers. After saving some important information about our customer we then move on to the last step of the Customers/Prospects information the Screen of the History is shown below.

In this step we note the information about how long the customer is dealing with us, last invoice which we sent to the customer , payment date ,mode of payment  etc. so that we know that the Customer is dealing with us some times or the customer is regular .After recording these kinds of information our Step to Maintain the Customers/Prospects is completed. We then SAVE the customer account by clicking on the save button which is shown above in the Maintain Customers screen.

After Maintaining a Customer account and saving it we then enter the beginning balances of the customers. This option will be shown when we save an Account of a Customer.

                  

We then by clicking on the option can enter the beginning balance of a customer.

We first enter the Invoice Number, then we enter the date in which we first write the month then date and then year i.e. 06,28,2009.After entering the date we then Enter purchase order number and amount. At last we enter the A/R Account i.e. we choose the Account Receivable Account which we have already made in the Chart of Accounts menu and select the account in this option and then save it by clicking on the save button which is shown in the above screen of the Customer Beginning Balance Screen.