Peach tree - Maintain Inventory Item

Peach tree - Maintain Inventory Item

When we buy and sell any inventory we record it in inventory item so we go to maintain menu and select the inventory item and after each transaction recorded, software updates the quantities of inventory item. We also enter those items which are not stock related but is necessary to enter the invoice number.

This window opens the important information which must be written are

·        Item Id,

·        Description,

·        Item class

·        GL sales account

·        GL inventory account

·        GL cost of goods account

In this section we also write last unit cost and measure units.

Inventory item header field

The above portion of maintain inventory item is called header field where we see lookup button and we enter the item Id with the help of lookup button and then enter description and on the right side we select the item class e.g. assembling, stock etc In the header field we see also right left button, with the help of these button we look existing item id..

Item Id

We enter the up to 20 alphanumeric characters for the new inventory item .Inventory items are so sensitive e.g. B2 and b2 are two different item ids.

Description

We enter up to 30 alphanumeric characters for the description. That description which appears in the look up button is short description and we also enter long description that we used in sales and purchase transaction.

Item class

Item class shows the various types of inventory item.

Inactive

If we don’t use inventory item, we mark on the inactive. Once we record inventory item inactive and we sell inventory item the Peachtree software display the warning window.

Item Class

 We select the Item class according to what type of inventory item we set up. Item class identifies how we record item information .Once we select the item class it can’t change and we select the item inventory according to nature of inventory item.

Stock item

This item class is used for the inventory items which are associated for quantities, vendors, cost, and low stock points. If we select the item class it can’t change.

Master stock item

It is a special type of item class which is not as an inventory butt contains information which is shared with sub stock items.

Non-stock item

This type of item class is used for services contracts which are associated for quantities, unit price, and description but quantities on hand are not tracked.

Description only 

This type of item class is used when nothing is tracked except the description. 

  

Assembly

This type of item class is used for finished items .Once a transaction uses an assembly, it cannot be changed.

Service

This type of item class is used for services that can apply GL salary and wages account and we enter cost for services.

Labor

This type of item class is used for labor that can apply GL salary and wages account and we enter cost for services.

Maintain Customer or Prospect in 

Peach-tree

After setting up a company and its charts of accounts in Peach tree  now it’s the right time to create subsidiary ledgers for Accounts Receivable. Here we will not only enter our customers’ information but also of those with whom we would like to do business (prospects).

First of all, starting maintaining the customer or business’s prospects account, we will look for the maintain option in which customer/prospects menu exist.

From the maintain option, very first option is of the customer clicking to which the following window would appear.

Here in the above drawn one can find easily several empty columns and fields.

·        The very first requirement is of the customer ID. This area should contain a unique number or alphabets or combination of both. But make sure it doesn’t match to two customers. Otherwise the system will not save the information.

·        The second must requirement is of the customer name. Again, it should be entered and enables user to find them when they need it.

·        The customer record will not be saved until unless the GL Sales Account field is not entered. The following message will be displayed that “[] is not a legal general account.”

j Header field:

The main field shown below is called the header field. It contains the customer ID and name.

 For ID there’s a maximum limit of 20 numerical values and it should be unique for every customer. In order to look for the existing customers, one can select to look up the desired customer.

General Tabs:

The below drawn image reflects the general tabs. This tab is used to enter the basic information of the customer. For example, customer addresses, contact number, fax number, sales tax number and website. 

   Sales Default Tab:

    After completing the customer details one can’t save the changes until unless we dun enter the GL sales account no.which is by default compulsory to enter. 

 

   Payment History:  

   The payment history includes information of the person from whom the payment is collected.

   for example in a credit card payment mode, it would include the cardholder name, card number and expiry

   date of the card number.  

  Custom Fields:

   In this field, company can incorporate any information that it needs for customers. 

   Examples include second contact information, mailing list and references.

   History:

  This tab provides information about the history of all customers.

  Any type of information regarding customers can be easily accessed through this tab.

  

Maintaining Chart of Accounts

Initial Step:

After setting up the company, the  very next  step is to start maintaining Chart Of Accounts.

First of all we will go to MAINTAIN menu option like shown below.

In maintain menu, click on the chart of accounts option in order to open it.

like shown here. 

After clicking the fourth option which is of chart of accounts, the following window will appear.

Here we will have to fill in the empty spaces to start on. Following are the heads.

Account ID: must be unique in order to quickly find it.

Description: whether it is cash, accounts receivable , inventory and so on.

Account Type: We have to mention the type like cash , cost of sales or equity etc.

 One convenient button is of the TAB which by pressing goes to the next immediate column.

After filling information, press simultaneously Ctrl and S . It would save the entered info in company's chart of accounts.  

DELETE An ACCOUNT:

 Double click on a specific account will open it and pressing the delete button would completely remove that account from company's records like shown below.

In order to open all the saved chart of accounts, click on the search image and list will be shown to you. 

All saved chart of accounts will be displayed like this.

Changing ID:

  If we want to change the id of any account then it can be done by clicking on the CHANGE ID button.

Saving all the changes:  

After incorporating the relevant data and amendments, one should not forget to save all the changes by pressing Ctrl and S at the same time.

Set up a new company in Peachtree:

Double clicking on the Peach tree software, the following screen appears.

In order to create a new company, click on the second option which says like set up a new company.After clicking, the following window appears which states the requirements to be filled in before setting up new company.

When we click the next button on the above drawn figure, a window will appear which is similar to below window.

This window requires the company name, address, telephone number, city, state,website and email. The minimum information to be entered is company’s name. After entering the information, press ‘NEXT’ button.

After pressing the next button the following window will appear. It gives us the option of setting up the company in different methods. It may be of construction, service, manufacturing etc.

The second option tells to setup through extensive method through the help of sample companies or we can copy company from another accounting program. The last option would be selected if we want to build our own company.

After clicking next button, following window appears which looks alike the following one. It basically wants us to choose the accounting method for the new company. The two available options are accrual and cash.Where transactions are recorded regardless of the cash received is considered as accrual accounting method. And where transactions are incorporated on the cash basis only follows the cash method.

After clicking the next button, new window appears requiring the posting methods of the proposed company. It may be real time where transactions’ effects are incorporated immediately in all the statements of accounts or the Batch method where transactions’ effects take place after a certain period of time or transactions

After choosing any of the radio buttons, click next button and the following window will appear.

Here we have to choose our accounting period which would be followed in the company.

    Again, click the next button located at the bottom of the window and following below given window will appear.

 It wants us to enter the monthly accounting dates and date of fiscal year to be followed in this company. After selecting the months and fiscal year of the company click next button once again. 

     After clicking the next button the congratulations window will appear and greeting us that all required information is completed and a new company has been opened in Peachtree software.

Click on the FINISH button and software will show this window. This is the welcome page of our business in which various options are given to navigate through all the business.