MAINTAIN GLOBAL INFORMATION

In order  to maintain global information firstly we need to select the “option” button and after that need to select the option global.

Following window will be displayed.

There are four tabs in this window. In accounting user need to select whether he go for automatic option or manual. If user select the automatic option than decimal numbers are automatically insert. But in case of decimal user need to enter the numbers. Number of decimal places shows the amounts of decimal. Next head is hide general ledger account it shows what account you need to be hide. Other options shows the warnings e.g. warn if a record was changed but not saved.

Next tab is “GENERAL” there are sub heads improve performance, line item display entry, smart data entry, color scheme etc.

In heads improve performance user wants to display page whether he/she wants to display page length directly 1, 2, 3 etc or other method required.

Next tab that is peach tree partners shows the security level.

Next tab is spelling. In which you can check the spellings. In this window you are provided two options. One is check spelling as you type. And second one is check spelling as save or close. And spellings of dictionary are checked by custom dictionary means what type of language you need to check your dictionary. 

                            GENERAL JOURNAL ENTRY

It is same as general ledger account here we need to enter the appropriate date and the reference, GL accounts, description etc. in which one amount is debit and the other one is credit.

       MAINTAIN PAYMENTS ACCOUNT

In order to maintain payments account firstly we need to select the option “tasks” and further we need to select the sub options that are payments

After selecting this option that is payments following window will be displayed.

Here you need to select the option of vendor you only receive discount when your payment is done with in the date. But after due date you don’t receive any kind of discount.

In this window it shows that discount is received with in the due date.

This window shows that you don’t receive any kind of discount because date is out of the range means date time is 10 days but your payment time is more than means 13.so in this case you don’t receive any discount.

 This window shows that you are availing your discount rate. And this discount goes under discount account which shows left bottom side.

                                         MAINTAINING PURCHASE ORDER

In order to maintain purchase order first of all we need to open the peach tree after that we need to select the option “maintain” and select the option maintain vendor. Following window will appear.

After filling all the information regarding vendor we press save option.

After that we need to select the option “maintain inventory items” following window will appear.

Again filling all the information regarding inventory we press save button.

After that we need to open the window “purchase order” for this we need to press the option “task” ans press the option “purchase order”

                Following window will be appearing after pressing this option.

Here we need to select the option vendor ID and need to describe the date and goods thru as well. Date shows when you’re making the purchase order and when your goods received. Here we need to enter the quantity, item, description of item, GL Account, unit price,amount etc.

After that we need to select the option “purchase/receive inventory.

Following window will appear.

Same here we need to enter the vendor ID as previously we did. In purchase/ receive inventory it shows two tab “apply to purchase order” and “apply to purchases” it show that purchase order is given in the “purchase order” if these two tabs are not given in the inventory/receive that means purchase order numb is not given in the previous purchase order. So it is compulsory to enter the purchase order no. In apply to purchase order no we enter the purchase order number. 

After filling all the information regarding  purchase/receive inventory we press save option.

                        HOW TO MAINTAIN INVENTORY

In order to maintain this account firstly we need to open a peach tree account and than selecting the option “open an existing company” after that the following window will appear. And you need to select the option “maintain” and further we need to select the option which is “maintain inventory items” we make to sure that vendors accounts should be made whom which purchases are made.

After selecting inventory items following window will appear.

In which you need to add the item ID and description to check that what type of item is purchased. Here is a tab named as general here we add all the information regarding items.

Price level is the price of purchasing level. Last unit cost tells that when inventory last is purchased. In cost method there are three methods LIFO, FIFO and AVERAGE here we need to select one method. “Item type” here we need to enter the item type that what type of items we purchased whether it is in the form of cotton or linen. In “location” we need to enter the location for example store rooms etc. Next is unit/measure in which the item is measured is mentioned and also tells the weight. In GL SALES ACC, GL INVENTORY ACC, and GL COST OF SALES ACCOUNT here we need to check the effects of transactions. Minimum stock tells us that how minimum stock is left behind to reorder the quantity again.  Preferred vendor ID shows the ID and description which we have already recorded.

In this way all the information is saved.

Next tab is custom field it is changeable. We can change the information in custom defaults.

Next tab is “history” it shows all the previous record of vendors.

       HOW TO MAINTAIN VENDORS PROSPECTS

It is similar to the customers prospects firstly we go to the maintain option n press the maintain option after that vendor option will appear select this vendor option than maintain vendor prospects window will appear here same we need to enter vendor ID and Name, contact , address etc.

 Following window will be appearing after selecting the option of vendor in general.

In purchase defaults following window will appear. In this window the system will require purchase Acct to make sure that inventory account has to be maintained.

In order to check that if your account is not maintained than we select the option of magnifying and select the inventory account and go for new “OPTION” In this way new account is maintained. This will show that all the vendors’ related transactions will be saved.

Next is “custom fields” it is changeable means it can be changed through vendor defaults information.

It can be customized through vendors default by selecting customs fields option.

After that next option is “History” In this head all the previous sales, payments, cash etc will be shown related to vendors. All information is to be saved in the end.

In this way vendor prospects are saved.

         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.

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.

Here is another “TAB” which is named as “Sales defaults” In sales rep we need to enter the employee record.  Means it represents employee record. In GL sales account it represents the allotment of accounts for example sales or purchase accounts.

In GL sales account if you enter the amount and after entering the amount its blink that means your account or ID is not maintained. That is why account should be allotted. Open PO number means purchase order here allotment of sales account is occurred here open means not fulfill yet but only hen it is not computerized. We calculate price level according to customers here are 10 price levels.

In custom fields here we can add 5^th option as well it is changeable.

After transactions you add all the information regarding this.

HOW TO MAINTAIN THE CHARTS OF ACCOUNTS

In order to maintain the charts of accounts we need to open the peach tree software after that a window will be appear which have different options here we will select the option “open an existing company”

For the maintenance of the charts of accounts we need to click the option “maintain” after that we need to select the option that is “charts of accounts”

After selecting the option of “charts of accounts” maintain charts of accounts window will be appear here you need to fill the Account ID and description and account type as well. Account ID is the ID given to different accounts by peach tree itself Description requires the name of the accounts Account type requires the type of account where it belongs if the name of account type is Cash than you need to press the button “C” from the keyboard. For saving the account we need to press the buttons that is “Alt+S” it shows that your account information is saved. If the account ID which you have already entered is highlighted which means your account ID is saved.

If you want to search any type of account than you need to press the magnifying glass option.

If you think that you have added the wrong accounts description or account ID than click the option “change ID” in the menu bar enter new account ID and then press “ok” button.

If you have entered the wrong account type than press double click on the account and press “save” button on menu bar.

If you want to see all of your accounts than select the option button “reports” which shows many options you need to select the option that is “General ledger”

After selecting the option of “General ledger” we need to press the option that is “charts of accounts”

This window will show all of your accounts types here you can see all the information regarding your company.          
HOW TO MAINTAIN BEGINNING BALANCES

In order to maintain the beginning balance of the year 1^st we need to check that account ID, description, and account type should be properly adjusted after that pressing the button of maintain will show the charts of accounts option which will help us to open the charts of accounts and to maintain it.

Before maintaining the account one thing should be kept in your mind that before maintain this we need to make retained earnings first because otherwise software should not accept to make the accounts.

By clicking the beginning balance “select period” will appear here you need to select the year which is 31^st December 2009. As we are maintaining previous year record and the balance is also for the previous year that is why we will go for 1/1/2009 to 1/31/09 we can also enter the previous date, present n future as well.

Here you need to enter all the values of beginning balance in the white box. If your beginning balance shows or displayed the error term which means your beginning balance is entered wrong.

Beginning balance shows in the general ledger, financial statements or lists of accounts its accounts type is equity does not close.

If you want to add new accounts than you need to press the button which is present on the top left side after that  enter new window will displayed here you need to enter the account which is not present in the beginning balance. After entering the data you press the button ok and account is entered.

This window shows that your trial balance is zero.