MAINTAIN CUSTOMER RECORDS

“MAINTAIN CUSTOMER RECORDS “

In order to maintain customer records we will open the Peachtree and open the company and go to the maintain option and select the customer/prospectus option as shown below:

After clicking on the option a new window will appear showing the information in which we can, change, and store information about companies and people to whom you sell goods and services. You can also enter information about companies and people with whom you would like to do business (prospects). For customers and prospects, this includes information such as:

·        General

·        Sales draft

·        Payment details

·        Custom fields

·        History

To see any customer information we will write the customer id in the Customer header fields that  are located above the folder tabs of the Maintain customer/prospectus  window. This is where you enter lookup information about the customer such as the customer ID, name, and status as shown below:

In general head we write customer information data like address, contact number, e mail address, fax, beginning balance etc

.

Now select the next head that is sales defaults.

In this window  we have to fill the information about

1       Sales Rep: If customer is dealing through any sales person then this option will help you to fill out by sales representative name.

2.       GL sales Acct: This is general ledger sales account. In order to fill this option you have to select “Sales Account” by clicking on the search button which is next to the filling row and before this you need to verify that Sales account is already exist in “Charts of Accounts”.

3.       Open. P.O: This is the purchase order number of the customer.

4.       Ship Via: here you can select the shipping medium that would be use as a primary shipment to the relative customer.

Now we will select the payment tab :

In the payment tab customer is willing for payments through Credit Card, then this tab needs to be filled at least by the info Cardholder’s Name, Credit card Number and Expiration Date.

After completing we will go to the custom fields tab in which we can give the second contact, reference, mailing list, multiple states.

After that we will go to the history tab and the following window will appear showing the following information:

Customer Since: This is the date when you first made a sale to the customer.
Last Invoice Date: This is the date of the last invoice you sent to the customer.
Last Invoice Amt: This is the amount of the last invoice.
Last Payment Date: This is the date of the last payment you received from the customer.
Last Payment Amt: This is the last payment amount you received from the customer.
Last Statement Date: This is the date of the last statement you sent to the custome

CUSTOMER DEFAULT INFORMATION

After maintaining the customer records we have to provide customer information and for doing that we will go to the maintain option in the peachtree and select the default information a sub window will pop up in which we will select the customers option as shown below :

 

  After selecting customer option a new window will popup showing the following information   about  customer default which include:

1.      Standard term for customer payments

2.      Account aging

3.      Custom field for labeling

4.      Finance charges on invoices over due

5.      Pay methods

In the picture below we have selected the tab of payment terms in which we have to select the term of payments like:

·        C.O.D

·        PREPAID

·        DUE IN NUMBER OF DAYS

·        DUE IN DAYS OF NEXT MONTH

·        DUE IN END OF MONTH

And we can add saled account by selecting the look up button in GENERAL LEDGER SALES ACCOUNT AND DISCOUNT GENERAL LEDGER ACCOUNT.

Then we will go the Account Aging in which Choose either Invoice Date or Due Date. If we age by invoice date, this will show how old each customer invoice and balance is. If we age by Due Date, this will show how overdue each customer invoice . Mostly comapnies choose to age customers by Invoice Date and vendors by Due Date.

In the below picture we have selected the custom field tab which is showing specific information the business needs to fill about the customers. We can edit the labels by giving them the names that were relate to the information to be stored. The enabled box must be checked for text to be entered.

Now we go for the finance charges tab in which we will mention the point at which finance charges should be applied to overdue invoices.Here we will mention the number of days after which the charges becomes due. We need to enter the amount which would limit the annual interest rate. If the balance below this rate, the rate in the annual interest rate field will apply. On balances over this amount, the second interest rate applies.It is the annual interest rate for balances above the amount. If we want to enter only one rate, enter the same amount in both boxes otherwise it will manipulate the charges.

PAY METHODS:

MAINTAIN CHART OF ACCOUNTS

MAINTAIN CHART OF ACCOUNTS

The chart of accounts is a list of General Ledgers accounts, which are used to classify transaction information for reporting purpose.

To maintain chart of of accounts we open the Peachtree software and go to the maintain option on the top of the software and select the chart of account as shown below:

·        After clicking on the chart of accounts following window will appear:

·        This window is showing ACCOUNT ID, DESCRIPTION, ACCOUNT TYPE which we have to fill in order to record the accounts.

·        If we want to delete a ID we go to the search button as shown the in the diagram below:

·        In this window you can see a circle on a button. By clicking on this button a list of accounts will appear as shown below:

·        From this list we can select a account which we want to delete. We can delete a  account simply by clicking on the delete button as shown below:

·        And if you wants to change the id we will select the option “change id” from tool bar.

·        After selecting that the following screen will appear:

·        The red circled image you can see above would appear. And here you will add your new account id.

How we add beginning balance?          

·        When you open charts of accounts through maintain option it will appear like:

·        At the rite side of charts of accounts there is an option of “BEGINNING BALANCE”. Click it will appear:

·        If giving information of charts of accounts is given like
as on 1^st January 2012, then you must chose the starting and ending month of last year.

·        By choosing the rite option of year, press OK.

·        It will appear you this chart. By adding all values given in charts of account and if the balance is equal then press OK at the left side the top.

·        This is how you entered the beginning balances.

HOW TO SET UP A NEW COMPANY

Setup up a new company in peach tree

To setup a new company We click on the button “set up a new company”.

When we have done with clicking on that following window will display:

This is a introductory window which guide us through the new company setup phase requiring us know to about these five bullets which will be asked further in making of a company.

When we click on the Next button following window will appear showing that we have to fill up the basic information about our company. The software will save the company information in the C drive in program file with a name we wrote in company information.

After filling up the basic information of our company such as name telephone no, business type etc. we click on the next button and following window will appear:

This window is showing the chart of accounts Peachtree is providing us for setting up a company, so we choose the build you own company option as we want to build a new company.  And then click on the next button and the following window will display:

This window is showing two Accounting Method peach tree is providing to run your business Accrual and Cash. We will choose the Accrual method which is normally used in the business, then we click on the next button and the following window will display:

This window is showing two methods of Peachtree accounting which can use to process transactions. We will choose the Real Time Method

As this method is mostly used by the companies. Then we move further and the following window will display:

This window is showing that in Peachtree Accounting you can divide the fiscal year into as many as 13 periods.  We will choose the 12 monthly Accounting period which is mostly used by the companies. Then we click on the next button following window will display will appear:

This window is showing as u have selected the monthly Accounting period. Peachtree will automatically setup your first two fiscal year based on:

·       When do you want you first fiscal year to start.

·        What is the first month you will be entering data.

·        What is the first year you will be entering payroll.

After that we move to the next the following window will appear:

This is a congratulations window showing that we have completed the information for setting up a new company. many defaults have already been setup for you and you change the default options any time in Peach tree Accounting. 

Opening Microsoft Word Documents

 Opening Microsoft Word Documents

We'll shortly add an address to the top of our Library Complaint letter. Before we do that, we'll learn how to open a file. After all, you might have closed down Microsoft Word, or your computer might have crashed. The result being that you no longer have your library letter loaded into Word. So here's how to Open a file you have saved, and want to work on again.

From the File menu, click Open:

The Open dialogue box appears, and looks like the image below:

The Open dialogue box looks very similar to the Save As dialogue box. "Save in", "File name", and "Files of type" work in exactly the same way as the Save As dialogue box. Notice, though that the File name text box is blank, and the Open button is not available. It has been greyed out.

The reason that the Open button is greyed out, and therefore not available, is that text box is empty. Once you select a file, the Open button will be ready for us.

But the text box is empty because no file has been selected. A file is selected from the larger white area in the middle. Clicking on the file once with the left hand mouse button will select a file. In the previous image, there was only one file available for selection - a document called "rrKeyCaps.doc". That is not the one we want.

To locate the file we want, we need to open the folder called "My WP Projects". Because that's where we saved it. You can see from the image that this folder is in the list of folders, just below the folder called My Pictures:

You can see also that we are in the folder called My Documents. To open up the folder we want, simply double click it. This will take us inside the My WP Projects:

The whole Open dialogue box now looks like this:

The file we want, Library Letter, has been clicked on. As a result, the Open button is no longer greyed out. We can go ahead and click it. When we do, our letter will open in Microsoft Word.

To recap then on how to open a file. Do the following

· Navigate to the folder where the file was saved

· Click on the file to select it

Click the Open button