Peachtree Classic User's Guide Volume1

Registration and Technical Support Information
To register your Peachtree Accounting product: International customers can call: To purchase a Peachtree Support plan: Peachtree Software Web site 1-800-388-4697 770-492-6333 1-800-336-1420 www.peachtree.com
Copyright
Information in this document is subject to change without notice. Company names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means without the express written permission of Peachtree Software, Inc. 1992-2002 Peachtree Software, Inc. All Rights Reserved. Printed in USA Peachtree Classic Accounting Users Guide Release 13 First Edition, July 2002 This document, the associated software, and the associated online documentation are the property of Peachtree Software and are loaned to the user under the terms of the Limited Use License Agreement. Unauthorized copying or use of the software or any associated materials is contrary to the property rights of Peachtree Software and is a violation of state and federal law. This material must be returned to Peachtree Software upon demand.
Trademarks
Peachtree, the Peachtree logo, and Peachtree Complete are registered trademarks of Peachtree Software, Inc. Peachtree Classic is a trademark of Peachtree Software, Inc. Microsoft, MS-DOS, Windows, and Windows NT are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other product names mentioned may be trademarks or registered trademarks of their respective companies and are hereby acknowledged.
Peachtree Software License Agreement

The following states the license agreement that governs Your use of this product. You acknowledge and accept this agreement by proceeding with the installation of this computer software from disks, CD-ROM, or other media. LICENSE PLEASE READ CAREFULLY THIS LICENSE AGREEMENT BEFORE CLICKING THE ACCEPT BUTTON PRIOR TO INSTALLATION OF THIS COMPUTER SOFTWARE. CLICKING THE ACCEPT BUTTON PRIOR TO INSTALLATION INDICATES YOUR ACCEPTANCE OF THE TERMS OF THIS LICENSE. IF YOU DO NOT AGREE WITH THESE TERMS, YOU SHOULD CANCEL THE INSTALLATION PROCESS AND RETURN THE PACKAGE ACCORDING TO PEACHTREE'S RETURN POLICY. NEW CUSTOMERS TO PEACHTREE HAVE 60 DAYS TO RETURN THIS PACKAGE. EXISTING PEACHTREE CUSTOMERS HAVE 30 DAYS TO RETURN THIS PACKAGE. Peachtree Software, Inc. (Peachtree) provides the computer software program(s) and documentation (printed manuals, guides, bulletins, and/or online Help) contained in the package, as well as any modifications, updates, revisions, or enhancements received by You from Peachtree or its dealers (the Program). Peachtree licenses use of the Program under the terms below. a. You are granted a nontransferable license to use the Program under the terms stated in this Agreement for personal use in Your business or profession. Title and ownership of the Program and of the copyright in the Program remain with Peachtree. You may not make copies, translations, or modifications of or to the Program, except You may copy the Program into a machine-readable or printed form for backup purposes in support of Your use of the Program. You must reproduce the copyright notice on any copy of the Program or portion of the Program merged into another program. All copies of the Program and any portion of the Program merged into or used in conjunction with another program are and will continue to be the property of Peachtree and subject to the terms and conditions of this Agreement. You are granted a single, nontransferable license to use the Program under the terms stated in this Agreement in a multiple-user arrangement. Multiple-user arrangement is defined as one where multiple users are accessing the same information concurrently. You may make copies of the software and install it on separate computers and You may access the same data concurrently. You may not install this product to be used within a Windows Terminal Server environment. Likewise, client machines running this product cannot access it using Windows Terminal Services. This license terminates immediately if You fail to comply with this requirement and all warranties within this agreement are null and void. You may not assign, sell, distribute, lease, rent, sublicense, or transfer the Program or this license or disclose the Program to any other person. You may not Webenable the Program, or sell, distribute, lease, rent, sublicense, or otherwise offer access to or use of the Program, via the Internet or via any other network which is available to or accessible by third parties. You may not reverse-engineer, disassemble, or decompile the Program or otherwise attempt to discover the source code or structural framework of the Program. This license automatically terminates if You fail to comply with any provision of this Agreement. You agree upon termination to destroy the Program, together with all copies, modifications, and merged portions in any form, including any copy in Your computer memory or on a hard disk.
b.
c.
d.
e.
f.
LIMITED WARRANTY Peachtree warrants that the Program substantially conforms to the specifications contained in Peachtree's packaging and promotional materials for a period of sixty (60) days from delivery as evidenced by Your receipt, provided that the Program is used on the computer operating system for which it was designed. Peachtree further warrants that the media on which the Program is furnished will be free from defects in material or workmanship for a period of sixty (60) days from delivery. All warranties stated in this Agreement apply only when the Program is used within the United States of America and its territories. Peachtree's sole obligation and liability for breach of the foregoing warranties shall be to replace or correct the Program, at Peachtree's sole option, so that the Program substantially conforms to the specifications or to replace the defective media, as the case may be. Any modification of the Program by anyone other than Peachtree voids the foregoing warranties. The foregoing warranties and remedies are exclusive. NO OTHER WARRANTIES ARE EXPRESSED AND NONE SHALL BE IMPLIED. PEACHTREE DOES NOT WARRANT THAT THIS SOFTWARE IS FREE OF BUGS, VIRUSES, IMPERFECTIONS, ERRORS, OR OMISSIONS. PEACHTREE SPECIFICALLY DISCLAIMS AND EXCLUDES ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES, SO THE FOREGOING MAY NOT APPLY TO YOU. Export Restrictions You acknowledge and agree that the Software is subject to U.S. Export restrictions. You agree and certify that neither the Software nor any direct product thereof is being or will be acquired, shipped, transferred or exported, directly or indirectly outside the United States or Canada or will be used for any purpose prohibited by U.S. Export restrictions; provided, however, U.S. citizens and U.S. permanent-resident aliens may travel to countries not prohibited by these restrictions with the Software when it is installed on their personal computer and not otherwise used or transferred in violation of the U.S. Export restrictions. Support Peachtree will support the current version of this software and any previous versions that Peachtree elects to support. However, due to the constantly changing environment of personal computer technology, previous versions may become inoperable or incompatible with current operating systems, hardware, or other technologies. For You to continue to operate successfully, it may be necessary to purchase an upgrade. Free support is provided for thirty (30) days after initial 'new customer' Product registration. Any subsequent support for Peachtree Software requires purchase of a support option, as outlined in the package or on our Web site. Tax Updates Likewise, changes in state, federal, or local tax laws may render this software, or previous versions, obsolete. To continue to operate successfully, it may be necessary for You to purchase a payroll or fixed assets tax update. In addition to these fees, Peachtree may require You to purchase an upgrade to a current version of the Program as tax laws change. Peachtree does not update versions of the Program that are not shipping at the time of a change in tax laws. RECOMMENDED ENVIRONMENT This Program has been designed to work optimally in the environment documented within the system requirements. Any defects, inconsistencies, or issues arising out of operating outside the parameters set forth therein may require the licensee to pay additional maintenance/upgrade costs to Peachtree to support and/or rectify.
LIMITATION OF LIABILITY IN NO EVENT SHALL PEACHTREE'S LIABILITY TO YOU FOR DAMAGES FOR ANY CAUSE WHATSOEVER EXCEED THE AMOUNT PAID BY YOU FOR USE OF THE PROGRAM. IN NO EVENT WILL PEACHTREE BE LIABLE FOR ANY LOST PROFITS, LOSS OF DATA, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE PROGRAM EVEN IF PEACHTREE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. U.S. Government Restricted Rights The Program is provided to the Government with RESTRICTED RIGHTS. Use, duplication, or disclosure by the Government is subject to restrictions set forth in subdivision (c) (1) of The Rights in Technical Data and Computer Software clause at 252.227-7013. Contractor/Manufacturer is Peachtree Software, Inc., 1505 Pavilion Place, Norcross, GA, 30093. This Agreement is governed by the laws of the state of Georgia. In the event that any provision of this Agreement is found invalid or unenforceable pursuant to judicial decree, the remainder of this Agreement shall be valid and enforceable according to its terms. PEACHTREE and PEACHTREE SOFTWARE are registered trademarks of Peachtree Software, Inc.
Chapter 1
Using Accounts Payable
Accounts Payable Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 What Accounts Payable Does for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Manual Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Tutorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Using Accounts Payable for Your Accounting Tasks . . . . . . . . . . . . . . . . 4 Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Documentation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 If You Need Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 How Accounts Payable Works with Other Peachtree Accounting Modules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 How Accounts Payable Information Flows . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Controlling How Accounts Payable Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Understanding Accounts Payable Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Getting Ready . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Accounts Payable Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Entering Your Accounts Payable Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 What to Do Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Preparing Your Records for Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Getting Ready . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 When to Start Using Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Information You Must Gather . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Setting Up Your Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Import Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Import File Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Entering Your Vendors and Using the Master Template . . . . . . . . . . . . . . . 47 Using the Vendor Master Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Entering Your Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Setting Up Automatic Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Entering Your Automatic Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Import A/P Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Import File Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Format for Primary Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Format for Distribution Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Format for Prepaid Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Format for Job Cost Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable
Table of Contents
Table of Contents
Peachtree Classic Accounting Users Guide
Setting Up Your Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Entering and Changing Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Entering Your Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Fast Data Entry in Enter Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Editing A/P Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Preparing Credits for Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Entering Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Entering and Changing Beginning Balances . . . . . . . . . . . . . . . . . . . . . . 90 Processing Automatic Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Maintain Customized Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Customizing Checks and Check Stubs . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Check Stub Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Printing Customized Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Credit Card Payments to Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Using Accounts Payable for Your Accounting Tasks . . . . . . . . . . . . . . . . . . . . 98 Setting Up Your Work Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Regular Tasks Checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Daily Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Monthly Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Special Tasks Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Some Common Report Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Regular Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Add, Change, or Delete Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Maintain Vendors on the Fly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Change Vendor ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Vendor Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Add or Change Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Add Open and Specific Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Follow the Check-Printing Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Select Invoices for Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Pay Invoices with a Handwritten Check . . . . . . . . . . . . . . . . . . . . . . 114 Monthly Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Complete All Daily Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Print the Transaction Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Print Monthly Check Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Create G/L Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Close Current Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Special Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 End-of-Year Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Tasks That May Be Done at Any Time . . . . . . . . . . . . . . . . . . . . . . . . . 120 Query Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Delete Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Void Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 List Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 List Auto Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
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Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintenance Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Processing Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Report Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . One-Level Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
124 125 127 130 138 139
Chapter 2
Using Accounts Receivable and Invoicing/Order Entry
Accounts Receivable and Invoicing/Order Entry Overview . . . . . . . . . . . . . . What Accounts Receivable and Invoicing/Order Entry Do For You . . . . . . . . . . . . . . . . . . . . . . . . . . When to Use Invoicing/Order Entry . . . . . . . . . . . . . . . . . . . . . . . . . What A/R does for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How Accounts Receivable and Invoicing/Order Entry Work with Other Modules . . . . . . . . . . . . . . . Manual Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tutorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using A/R and Invoicing/Order Entry for Your Accounting Tasks . . . . Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sample General Ledger Account Distribution . . . . . . . . . . . . . . . . . . . . Documentation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . If You Need Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Controlling How A/R and Invoicing/Order Entry Work . . . . . . . . . . . . . . . . . Module Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding A/R and Invoicing/Order Entry Module Options . . . . . . Gathering Your A/R Module Options . . . . . . . . . . . . . . . . . . . . . . . . . . . General Module Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Service Charge Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Age Analysis Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Terms Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Your A/R Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Your Accounts Receivable Data Files . . . . . . . . . . . . . . . . . . . Gathering Your Invoicing/Order Entry Module Options . . . . . . . . . . . . . . Document Format Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter Documents Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Your Invoicing/Order Entry Options . . . . . . . . . . . . . . . . . . . . . . Creating Your Invoicing/Order Entry Files . . . . . . . . . . . . . . . . . . . . . . Transaction Type/Product Code Combinations . . . . . . . . . . . . . . . . . . . . . . Gathering Your Transaction/Product Code Combinations . . . . . . . . Entering Transaction/Product Code Combinations . . . . . . . . . . . . . . . . Sales Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Gathering Your Sales Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . 143 144 144 144 146 149 149 150 150 150 150 151 151 151 152 152 153 153 154 164 170 172 178 184 185 187 192 196 198 198 199 210 212 213
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Table of Contents
Entering Sales Tax Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Gathering Your Customized Statement Options . . . . . . . . . . . . . . . . . . . . . Entering Your Customized Statement Options . . . . . . . . . . . . . . . . . . . . . . Gathering Your Customized Documents Options . . . . . . . . . . . . . . . . . . . . Entering Customized Document Formats . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Your Records for Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding A/R and Invoicing/Order Entry Data . . . . . . . . . . . . . . . . . When to Begin Using A/R and Invoicing/Order Entry . . . . . . . . . . . . . . . . Customer Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organizing Your Customer Information . . . . . . . . . . . . . . . . . . . . . . Gathering Customer Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . Import Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Import File Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Gathering Shipping Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . Import Sales Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Import File Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Header Line Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Shipping Line Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Line Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Item Line Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Description Line Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Serial Line Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering a Customer Information Template . . . . . . . . . . . . . . . . . . . . . . . . Entering Customer Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Customer Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing a Customer List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Your Customers Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . Gathering Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distributing Account Balances for Balance Forward Customers . . . Entering Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distributing Account Balances for Balance Forward Customers . . . . . . Automatic Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What are Automatic Transactions? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Gathering Automatic Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Automatic Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Import A/R Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Import File Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When Youre Finished . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using A/R and Invoicing/Order Entry for Your Accounting Tasks . . . . . . . . . About A/R and Invoicing/Order Entry Reports . . . . . . . . . . . . . . . . . . . . . . Sending a Report to an Alternate Location . . . . . . . . . . . . . . . . . . . . . . . Reports with Prior Period Information . . . . . . . . . . . . . . . . . . . . . . . . . . Other Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting up Your Work Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
218 220 224 225 232 235 235 237 237 238 238 239 240 257 259 260 263 264 265 266 267 267 268 270 274 275 276 276 277 282 283 285 288 288 289 298 300 300 303 304 304 304 305 306 306 306
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A/R and Invoicing/Order Entry Task Checklists . . . . . . . . . . . . . . . . . . . . . Daily Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Monthly Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Yearly Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Special Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Daily Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounts Receivable Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Add New Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Change Existing Customer Information . . . . . . . . . . . . . . . . . . . . . . . Change Customer ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Add or Change Ship-to Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . Add or Change Automatic Transactions . . . . . . . . . . . . . . . . . . . . . . Price Update for Auto Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . Updating Prices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter Customer Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Apply Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print the Transaction Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoicing/Order Entry Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatically Fill Orders and Invoices . . . . . . . . . . . . . . . . . . . . . . . . . Filling Individual Invoices, Orders, and Backorders . . . . . . . . . . . . . Filling Multiple Invoices, Orders, and Backorders . . . . . . . . . . . . . . Add or Change Automatic Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . Updating Repeating Document Prices . . . . . . . . . . . . . . . . . . . . . . . . Enter Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Querying Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Invoicing Quick Price Query . . . . . . . . . . . . . . . . . . . . . . . . . . Print Customer Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print the Document Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Querying Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print the Inventory Activity Report . . . . . . . . . . . . . . . . . . . . . . . . . . Posting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unpost Sales Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print the Inventory Backorder Report . . . . . . . . . . . . . . . . . . . . . . . . Monthly Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Open Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Statement Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Open Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Apply Service Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Service Charge Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Post Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Customer Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Age Balance Forward Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Tax Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print the Sales Tax Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Clear the Sales Tax Accumulators . . . . . . . . . . . . . . . . . . . . . . . . . . . Delete Deactivated Sales Tax Codes . . . . . . . . . . . . . . . . . . . . . . . . .
306 307 308 309 309 309 310 310 311 312 314 315 315 315 316 321 323 325 325 326 326 327 328 329 339 340 341 343 344 344 345 347 348 349 349 350 351 354 356 356 356 358 370 370 371 372 373
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End of Period Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print the Final Transaction Register For The Period . . . . . . . . . . . . . Print the Aged Receivables Report . . . . . . . . . . . . . . . . . . . . . . . . . . Print the Past Due Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Create G/L Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Close the Current Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Delete Old Customers For The Period . . . . . . . . . . . . . . . . . . . . . . . . Yearly Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Special Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Offer to Purge Inactive Customer Detail in Year-End AR Close . . . Review Customer Account Information . . . . . . . . . . . . . . . . . . . . . . Print a List of Customer Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . Customize Statements and Documents . . . . . . . . . . . . . . . . . . . . . . . Convert/Optimize Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Sales Tax Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print a List of Sales Tax Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Review Inventory Item Information . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Transaction/Product Code Combinations . . . . . . . . . . . . . . Record Cash and Bank Card Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . Make a Down Payment/Deposit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Delete Posted Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintenance Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Customers (RMM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Change Customer ID (RMI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Ship-to Addresses (RMZ) . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Sales Tax Records (RMY) . . . . . . . . . . . . . . . . . . . . . . . . . Maintain G/L Accounts Dist File (RMD) . . . . . . . . . . . . . . . . . . . . . Maintain Automatic Transactions (RMU) . . . . . . . . . . . . . . . . . . . . . Maintain Customized Statement (RMN) . . . . . . . . . . . . . . . . . . . . . . Maintain A/R Options (RMO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoicing/Order Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Ship-to Addresses (SMZ) . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Customized Documents (SMC) . . . . . . . . . . . . . . . . . . . . . Maintain Invoicing/OE Options (SMO) . . . . . . . . . . . . . . . . . . . . . . . Processing Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Query Customers (RPQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter/Change Transactions (RPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . Apply Payments (RPP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Open Credits (RPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Apply Service Charges (RPS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Create G/L Journal Entries (RPJ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Close Current Period (RPC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
374 374 375 376 376 378 379 380 380 381 381 382 382 383 383 384 385 385 386 388 390 391 392 392 392 393 393 393 393 393 393 393 394 394 394 394 395 395 395 396 396 396 396 396 396
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Invoicing/Order Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Query Customers (SPQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Query Inventory Items (SPI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter Invoice/Order/Quote (Doc) (SPE) . . . . . . . . . . . . . . . . . . . . . . Enter/Process Repeating Documents (SPN) . . . . . . . . . . . . . . . . . . . Fill Invoices/Orders (SPF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Post/Convert Documents (SPV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Extended Processing Options (SPX) . . . . . . . . . . . . . . . . . . . . . . . . . Report Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Statements (RRB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Register Report (RRG) . . . . . . . . . . . . . . . . . . . . . . . . . . Aged Receivables Report (RRA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Past Due Report (RRV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Tax Summary (RRX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . List Customers (RRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . List Sales Tax Records (RRW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoicing/Order Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Documents (SRP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Document Register (SRR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Backorder Report (SRB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inventory Activity Report (SRA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sold To/Ship To Labels (SRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . One-level Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distributing to General Ledger Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sample General Ledger Account Distribution Files . . . . . . . . . . . . . . . . . . GLAD File for a Sample Accounting Company . . . . . . . . . . . . . . . . . . . GLAD File for Sample Construction Company . . . . . . . . . . . . . . . . . . . GLAD File for Sample Distribution Company . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Financial Company . . . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Manufacturing Company . . . . . . . . . . . . . . . . . GLAD File for Sample Medical Company . . . . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Non-Profit Company . . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Non-Profit Company (continued) . . . . . . . . . . . GLAD File for Sample Professional Practice . . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Restaurant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Retail Company . . . . . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Service Company . . . . . . . . . . . . . . . . . . . . . . . GLAD File for Sample Sales and Service Company . . . . . . . . . . . . . . . GLAD File for Sample Standard Chart of Accounts . . . . . . . . . . . . . . .
397 397 397 397 398 398 398 398 399 399 400 401 402 403 403 404 404 405 405 410 410 411 411 413 414 417 419 419 420 421 422 423 424 425 426 426 427 428 429 430 431
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Table of Contents
Chapter 3
Using Inventory
Inventory Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What Inventory Does for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Manual Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tutorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Inventory for Your Accounting Tasks . . . . . . . . . . . . . . . . . . . . . Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Documentation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . If You Need Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How Inventory Works with Other Modules . . . . . . . . . . . . . . . . . . . . . . . . How Inventory Information Flows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Controlling How Inventory Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inventory Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Your Module Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Your Inventory Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What to Do Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Your Records for Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Ready . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When to Start the Gathering and Entering Process . . . . . . . . . . . . . . . . . How to Get Inventory Running for You . . . . . . . . . . . . . . . . . . . . . . . . . Definition of an Inventory Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organizing Your Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing Product Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing Costing Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . If You Dont Have Assembly Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What an Assembly Item Is . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How to Use Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Building More Complex Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . More Information about Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . More about Component Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Two Methods for Entering Inventory Items . . . . . . . . . . . . . . . . . . . . . . Item Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Static Item Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Active Item Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LIFO and FIFO Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Your Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 1: Entering Item Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Ten Quantity Price Levels: . . . . . . . . . . . . . . . . . . . . . . . . . . . Import Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 2: Alternate MethodEntering Quantity-on-Hand . . . . . . . . . . . . 435 435 436 436 436 437 437 437 437 438 438 439 440 440 448 451 451 452 452 452 452 453 453 458 459 464 464 464 465 467 468 470 471 472 473 485 487 489 490 493 496 500
viii
Step 3: Verify Your Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 4: Entering Your Assembly Definitions . . . . . . . . . . . . . . . . . . . . . If Youre Using Inventory with Other Modules . . . . . . . . . . . . . . . . . . . After Youre Through . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Inventory for Your Accounting Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Your Work Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Daily Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Monthly Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Special Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Common Report Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your Daily Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Add New Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Change Inventory Item Information . . . . . . . . . . . . . . . . . . . . . . . . . . Change/Copy Inventory Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Inventory Item Prices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter New Assembly Item Definitions . . . . . . . . . . . . . . . . . . . . . . . Copy Multiple Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Disassemble Assembly Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assemble Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sell Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Review Individual Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . Print Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your Monthly Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Make Sure Daily Work is Finished . . . . . . . . . . . . . . . . . . . . . . . . . . Print Period-to-Date and Year-to-Date Reports . . . . . . . . . . . . . . . . . Print Departmental Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . Print Inventory Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print a Transaction Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Close Current Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Special Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Update Specific Unit History Information; Purge the Specific Unit History File . . . . . . . . . . . . . . . . . . . . . . . . . Take Physical Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Make Adjustments to Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Close the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Remove Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Delete Discontinued Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
503 506 509 509 510 510 511 512 513 513 514 517 517 518 519 522 526 527 528 531 532 535 536 538 539 540 540 540 540 541 541 543 545 545 547 547 549 549 549
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Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintenance Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Processing Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Report Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . One-Level Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
550 551 553 555 564 565
Chapter 4
Using Purchase Order
Purchase Order Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What Purchase Order Does for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How Purchase Order Works with Other Modules . . . . . . . . . . . . . . . . . Chapter Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Purchase Order for Your Accounting Tasks . . . . . . . . . . . . . . Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Documentation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . If You Need Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Controlling How Purchase Order Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purchase Order Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Your Module Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Your Purchase Order Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Purchase Order Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Big PO Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Instructions for Power Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What to Do Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Your Records for Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Ready . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deciding When To Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Gathering Your Existing Purchase Order Information . . . . . . . . . . . . . . Enter Your Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter Your Inventory Item Identification . . . . . . . . . . . . . . . . . . . . . Purchase Orders for Non-Stock Items . . . . . . . . . . . . . . . . . . . . . . . . Purchase Orders for Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purchase Orders for Merchandise to be Drop-Shipped . . . . . . . . . . . Purchase Orders with Partially Received Items . . . . . . . . . . . . . . . . . Change Order Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Canceling and Closing Purchase Orders . . . . . . . . . . . . . . . . . . . . . . How To Organize Purchase Order Information . . . . . . . . . . . . . . . . . . . Header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Miscellaneous Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568 568 568 570 570 570 571 571 571 571 572 573 589 592 592 594 595 595 596 596 596 597 598 598 599 599 600 600 601 601 601 602 607 611
Entering Your Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 1: Entering Your Existing Purchase Order Information . . . . . . . . . Step 2: Entering Partial Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 3: Verifying Your Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 4: Correcting Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Correcting Existing Purchase Order Information . . . . . . . . . . . . . . . Correcting Partial Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 5: Cancel Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 6: Print the Order Cancellation Notice . . . . . . . . . . . . . . . . . . . . . . What to Do Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Purchase Order for Your Accounting Tasks . . . . . . . . . . . . . . . . . . . . . Setting Up Your Work Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Daily Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Special Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Common Report Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Daily Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Inventory Items to Order Report . . . . . . . . . . . . . . . . . . . . . . . . Order Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Receiving Check List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Update Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Run Query Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter A/P Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-Distribute in Enter A/P Invoices . . . . . . . . . . . . . . . . . . . . . . . . Run Query A/P Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Special Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Edit a Purchase Order and Print a Change Order Notice . . . . . . . . . . Cancel a Purchase Order and Print an Order Cancellation Notice . . . Close a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Purchase Order Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . Purge Closed and Canceled Purchase Orders . . . . . . . . . . . . . . . . . . Print Open Purchase Orders Report . . . . . . . . . . . . . . . . . . . . . . . . . . Print On-Order Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintenance Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purge Closed/Canceled Orders (OMC) . . . . . . . . . . . . . . . . . . . . . . . . . . Maintain Purchase Order Notes (OMM) . . . . . . . . . . . . . . . . . . . . . . . . Maintain Purchase Order Options (OMO) . . . . . . . . . . . . . . . . . . . . . . . Processing Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter/Change Purchase Orders (OPA) . . . . . . . . . . . . . . . . . . . . . . . . . . Enter Receipts (OPR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Update Inventory (OPU) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
612 612 623 626 628 628 629 629 630 631 632 632 633 633 634 634 634 637 637 638 640 641 642 643 644 645 647 648 649 650 650 650 651 652 654 655 657 658 658 659 659 660 660 661 661
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Enter A/P Invoices (OPE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Query Inventory Items (OPQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Query A/P Vendors (OPV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Report Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Purchase Orders (ORP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receiving Check List (ORL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purchase Order Status Report (ORS). . . . . . . . . . . . . . . . . . . . . . . . . . . . Open Purchase Orders Report (ORN) . . . . . . . . . . . . . . . . . . . . . . . . . . . On-Order Report (ORD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inventory Items to Order Report (ORT) . . . . . . . . . . . . . . . . . . . . . . . . . One-level Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
661 661 662 662 663 664 664 665 665 666 668 669
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Using Accounts Payable

Accounts Payable Overview
What Accounts Payable Does for You Manual Overview Documentation Conventions If You Need Help. . . How Accounts Payable Works with Other Peachtree Accounting Modules How Accounts Payable Information Flows 3 4 5 5 5 6
Chapter
Controlling How Accounts Payable Works

Understanding Accounts Payable Options Accounts Payable Options Entering Your Accounts Payable Options 7 8 19
Preparing Your Records for Use

Getting Ready When to Start Using Accounts Payable Setting Up Your Vendors Setting Up Automatic Invoices Entering Your Automatic Invoices Setting Up Your Invoices Entering and Changing Transactions Maintain Customized Checks 25 26 27 52 59 67 74 92
Entering Your Vendors and Using the Master Template 47
Using Accounts Payable for Your Accounting Tasks

Setting Up Your Work Flow Some Common Report Features Regular Tasks Monthly Tasks Special Tasks 98 101 103 115 119
Menu Overview
Maintenance Programs Processing Programs Report Programs One-Level Menu 125 127 130 138
Frequently Asked Questions

Frequently Asked Questions 139
What Accounts Payable Does for You
Accounts Payable helps you keep track of the money you owe. It also lets you save money by informing you about discounts you will receive by paying vendors within the discount period. A/P lets you safely keep information about:
What Accounts Payable Does for You

Accounts Payable records information about vendors, invoices (automatic and regular), and credits determines how much you owe tracks early payment discounts calculates discount percentages and deducts them from your payments keeps information in summary or detail form transfers journal entries to General Ledger or creates a report that can be used for manual posting. stores 1099 information for vendors prints 1099 miscellaneous and interest forms at the years end reports 1099 vendor information to the federal government using magnetic media updates A/P checks updates to Job Cost with A/P invoices stores temporary vendor information 3 Index Purchase Orders Inventory
Accounts Receivable
Accounts Payable

Manual Overview
Tutorial
If you want to get hands-on experience without using your own data, follow the Accounts Payable Tutorial in the Getting Started Guide. This tutorial shows you how to operate Accounts Payable using W. D. Peachtree & Company, an imaginary department store.
Setting Up
Planning is the most important part of setting up Accounts Payable. Once you know how you want to organize your Accounts Payable, actually entering information is easy. Controlling How Accounts Payable Works on page 7 tells you how to select options to make Accounts Payable work best for you. For example, if you want to keep a very detailed audit trail, you can set Accounts Payable to always print a control report after it finishes an operation. If you dont want as much detail, you can set Accounts Payable to ask you whether or not you want to print a control report at the start of a program. Preparing Your Records for Use on page 25 explains the information that you need to gather and enter in preparation for using Accounts Payable as part of your everyday routine.

Accounts Payable can let you enter invoices and print checks as needed. Using Accounts Payable for Your Accounting Tasks on page 98 explains how you use our programs and reports as part of your regular routine.
Menu Overview
In this manual, we explain all of the Peachtree Accounting programs and reports in the order in which youre most likely to use them. If you want to see the programs and reports in order by menu and shortcut codes, along with a brief explanation of each, refer to Menu Overview on page 124. This section also contains examples of the reports.

Frequently Asked Questions on page 139 is a compilation of questions users ask most.
Documentation Conventions
This manual uses the following conventions: In the instructions, information that you are to enter is in bold face. In the instructions, Enter X means the same as Type X and press e. Keys you are to press together are separated by hyphens. For example, c-a-D means to hold down the c and a keys, and press the D key at the same time.
If You Need Help. . .

While youre using Accounts Payable, you can press s-1 for a description of the current window. When your cursor is in a field, you can also press 1 to see a description of that specific field.
How Accounts Payable Works with Other Peachtree Accounting Modules

General Ledger
You can update General Ledger with Accounts Payable information at the end of a period. Monthly A/P activity is in summary or detail journal entry form.
Purchase Order
Purchase Order serves as the bridge between A/P and Inventory by updating both with invoice information. If you decide to use Purchase Order, activate A/P first, then Inventory, then Purchase Order. You can enter vendors in Purchase Order for use in A/P. Purchase Orders Index
Inventory
There is no direct connection between Inventory and A/P. However, Purchase Order can act as a bridge between A/P and Inventory. Purchase Order updates invoice information for both Inventory and Accounts Payable. Some of the information that is updated for Accounts Payable includes inventory invoices, thus the bridge between A/P and Inventory.
Job Cost
Job Cost is updated by transactions generated in Enter/Edit Transactions, Maintain Auto Invoices, Enter Credits, and Delete Invoices. (For A/P to update the transfer file used by Job Cost, you must select Y for Update to Job Cost in Maintain Accounts Payable Options.) 5
Inventory
Accounts Receivable
Accounts Payable

How Accounts Payable Information Flows
Inventory Quantity-on-hand is updated by Purchase Order, which also updates invoices for Accounts Payable
Purchase Order Sends invoice information to A/P (this) may include invoices for inventory items) Updates Inventory quantity on hand
General Ledger Receives summary journals from Accounts Payable
Accounts Payable Invoices updated by Purchase Order) Sends summary journal to G/L
Job Cost Receives information from Accounts Payable about invoices and credits
Understanding Accounts Payable Options
Accounts Payable Module Options let you tailor A/P for your business. If you have more than one company, you must set different options for each company.
Note
We assume you have read and understood the material in the Accounts Payable Overview on page 3 of this manual. If you have not read this, please do so before continuing. Like the options in all of Peachtree Accountings modules, there are two types of Accounts Payable options: Module Options Printer Assignment Options
Module Options control A/Ps operation. This section discusses these options. If you have more than one printer, Printer Assignment Options let you choose the printer that A/P normally uses to print each of your reports. You read about report printing and about how these options work in the Getting Started Guide; we do not explain them further here. A/P comes set with Printer 1 assigned for all reports. As you get to know A/P, you may decide to change some of these printing options. For instance, you may decide to print long reports on a fast draft printer and shorter reports on a slower letter-quality printer. If your system has only one printer, you cannot change these options. Inventory 7 Index Purchase Orders
Understanding Accounts Payable Options

The first step in using Accounts Payable is to select and enter module options for your company. This section explains how to do that. These module options help you adjust A/P to the specific needs of your business. You must set these options for A/P to work effectively. This section describes the module options, including the choices available and how those choices affect A/P. You should base your choices on your CPAs or accountants advice your companys practices and your personal preferences applicable federal, state, and local laws
Accounts Receivable
Accounts Payable

All of the module options impact how effectively A/P works for you, so please read this chapter closely. Each options description tells you if and when you should make changes. As you become familiar with A/P, you may want to change some of your selections; this is a normal part of getting to know a module. Before continuing, print a copy of the Maintain Accounts Payable Options Setup Form from the print file on your hard disk. Instructions on how to do this are in your Getting Started Guide.
Getting Ready
Gather the information you need before you enter the module options. Some information may already be company policy; other information may have to be decided while you examine the module options. Consult your department managers, your accountant, and others before making your decisions. While reading the module option descriptions, write your choices on your copy of the A/P Options Setup Form. Instructions for entering these choices appear at the end of this chapter.
Accounts Payable Options

The first step in activating A/P is to select and enter module options for your company. This chapter explains each option, its purpose, what your choices are, the effects of your choices, which choice to make, and whether you can make changes.
Module Options tab
Controller Password and Operator Password PurposeThese passwords limit access to Accounts Payable programs. They are not required, but are useful in protecting your programs and data from unauthorized use. ChoicesFor both passwords, you can use any combination of up to eight characters. This can consist of letters, numbers, or any punctuation marks or symbols, except quotation marks. Spaces count as characters. Accounts Payable capitalizes letters entered in lower case for passwords. The default for both passwords is no password. EffectsThe controller password provides a password only for Maintain Accounts Payable Options. If you decide to use a controller password, you will later need to know the password in order to change the module options selected for Accounts Payable, including the passwords.
Think of the controller password as the management password, since only those who are in charge of your companys accounts payable should know this password. If you set up a controller password, you can optionally set up an operator password, if you have other employees entering data. If you have a small company, and the same person who is in charge of accounts payable is also entering all the accounts payable information, then setting up just the controller password may be sufficient. The operator password gives you access to all of Accounts Payables programs except Maintain Accounts Payable Options. Think of this as the employee password. You give the operator password to any employee who needs to enter accounts payable information. If you set up an operator password, you should also set up a controller password, so that access to the Maintain Accounts Payable Options program is limited to certain people. How to ChooseDecide how much access you want to allow to your programs. Do not create a password that is easy to guess, such as your name, birth date, or department. If you do not use passwords, anyone can run your Accounts Payable programs. Making ChangesYou can change passwords at any time. Change a password by typing over the current password. Delete a password by typing blank spaces or by pressing 9.
Warning
If you changed either of these passwords since you last backed up, and then discover you need to restore from that backup, the program will prompt you for your old passwords after you restore. You wont be able to use your programs unless you remember what the old passwords are, so remember to keep the old passwords on file. Use Menus
ChoicesY or N. The default is Y. EffectsIf you choose to see multiple levels by accepting the default of Y, your Accounts Payable programs are shown to you on three menus: Maintenance, Processing, and Reports. In addition, there is an Accounts Payable Main Menu where you choose the type of menu listed previously.
Index
Purchase Orders
PurposeThis lets you tell Accounts Payable whether you want to use multiple menus or a single menu when working with Accounts Payable.
Inventory
Accounts Receivable
Accounts Payable

The advantage to using menus this way is that you can select the type of program you want before actually selecting the program. For example, if you want to run a report program but cant remember its name, selecting Report Programs from the Accounts Payable Main Menu displays another menu showing all available report programs. If you set N for this option, Accounts Payable uses its expert mode. In expert mode, Accounts Payable displays only a single menuone that lets you select any maintenance, processing, or report program by pressing a single hot key. The advantage to expert mode is speed. Expert mode is faster because the software does less work to show you the choices. How to ChooseIf youre new to the program, accept Y to use menus. Once you become comfortable with the program, you can change this to N. Making ChangesYou can change this option at any time. Allow Changes/Deletions PurposeThis option controls your ability to change or delete vendors. It does not restrict your ability to add vendors or to enter Accounts Payable transactions. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, Accounts Payable allows you to change and delete vendors, delete vendors, and void checks.
Note
If you use a controller password, then only the controller can set the Allow Changes/Deletions option. This means if you set this option to N, then the controller must change it to Y before an operator can make changes. How to ChooseAccept Y to allow you to make changes and deletions until you have Accounts Payable properly installed and youre comfortable with normal processing. After you become comfortable, we recommend that you keep this option set to N. When you need to make changes and deletions, change it to Y. Then, as soon as you make the needed change or deletion, reset this option to N. Making ChangesYou can change this option at any time.
10
Force Control Reports PurposeMost programs that alter information (or let you alter information) in Accounts Payable print a control report as an audit trail. This option controls whether these reports are printed automatically or whether Accounts Payable programs ask you if you want the report. ChoicesY or N. The default is N. EffectsIf you choose to force control reports, Accounts Payable automatically prints a report each time you use any program that can print a control report. If you choose not to force a control report, Accounts Payable gives you the choice of printing or not printing a control report each time you enter a program that can print a control report. How to ChooseDecide whether you want to use control reports as an audit trail for Accounts Payable transactions and activities.
Note
Making ChangesYou can change this option at any time. Keep Historical Detail PurposeThis option lets you decide whether A/P should keep historical detail past the end of each month or period. This information can only be used to print a transaction register for single or multiple generations. ChoicesY or N. The default is Y. EffectsIf you set the option to Y, A/P keeps A/P transaction details until you purge them using Purge Transaction Detail from the Disk Maintenance Program in Peachtree Accountings Utilities Menu. You can enter beginning and ending cutoff dates to limit the detail to the current period when transferring A/P journal entries to General Ledger and when printing the Open Invoices Report, the Account Aging Report, the Transaction Register, and the Monthly Register. If you set this option to N, A/P discards transaction details each time you run Close Current Period. In that case, you can print the Transaction Register only for the current period.
11
Index
Purchase Orders
Inventory
We recommend that you force control reports to be printed. This lets you ensure the report prints, rather than relying on someones deciding to print it. If you set the option to Y, you can either send the report to a printer, print preview, or send it to a disk file selecting the appropriate output on the Print dialog box.
Accounts Receivable
Accounts Payable

How to ChooseSet the option to Y if you need to retain transaction detail. If you need to know only current period transactions, set this option to N. Making ChangesYou can change this option at any time. However, you cannot retain transaction detail after the fact; if you want to have the current transactions available four months from now, you need to set the option to Y now. If you change this option from Y to N, all transactions kept so far are discarded when you next run Close Current Period. Current A/P Generation # PurposeAccounts Payable creates a copy of its files each time you run Close Current Period. It then uses these new files for processing until you next run Close Current Period, when it creates yet another set of files to use. A/P stores the old set of files on your disk, but does not use them unless you specifically tell it to do so. We call each of these sets of files a generation or a data file generation. Each of the files that makes up a generation has a number as part of each file name. This number is the generation number. This option lets you tell A/P the number to use for your first generation. ChoicesAny number from 0 to 99. The default is 0. EffectsYour entry here becomes the third and fourth character of the name of each of the A/P files that Peachtree Accounting creates as you install A/P. The first two characters are always AP. For more information, refer to the Getting Started Guide. How to ChooseSelect the number of your choice. We recommend starting with 0. The generation number in this module does not need to match the generation number in any other module. Making ChangesChanges should not be made to a generation number except under the supervision of an authorized Peachtree customer support representative. Each time you use Close Current Period, A/P increases this number by 1 as it creates the new generation of files. If the number is 99, Close Current Period resets the number to 0. Since both the current generation and one or more old generations remain on your disk, A/P can only distinguish between them by the generation number in the name of each file.
12
Warning
If you change the current generation number to a previous generation number, A/P processes the previous generations information and can cause your current information to become inaccurate. Its important to switch back to your current generation immediately after you finish making changes to the old generation, so that any new information will not be processed with the previous generation. For more information on data file generations, see your Getting Started Guide. Current G/L Fiscal Period PurposeA fiscal period is a period of time adopted by a business for accounting and reporting purposes. The current G/L fiscal period lets General Ledger know to which period you want A/P posted. This is the number G/L looks for when updating from A/P. It also establishes year-to-date totals. ChoicesEnter a number from 1-13. The default is 1. EffectsIf you are starting Peachtree Accounting for the first time and have no open invoices, you can set the current G/L fiscal period number at 1, if you are at the beginning of your fiscal period, to match G/L (if youre using it). All your transactions are stored by generation number. How to ChooseEnter the number corresponding to the fiscal period to which you want to post your A/P transactions to General Ledger. Be sure of your entry. This is a common place to make an error when you first set up Peachtree Accounting. Making ChangesYou can make changes. The best time to make a change is immediately before you run Create G/L Journal Entries. However, you shouldnt have to change it once you have established your normal processing cycle.
Note
You may notice that occasionally this number wont be the same as G/Ls. Thats okay as long as the current G/L fiscal period number in A/P is higher than the one in G/L. Sometimes A/P may be closed out before G/L. The current G/L fiscal period number is the number that determines what period G/L updates from A/P. For example, if the current G/L fiscal period is 4, and the current A/P fiscal period is 6, G/L looks for the A/P file for fiscal period 4.
13
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Report to G/L PurposeThis option lets you post A/P activity to General Ledger by building a transfer file in the Create G/L Journal Entries program. ChoicesY or N. The default is N. EffectsIf you answer Y to this question, A/P collects transaction totals or detailed journal entries to be posted to G/L when you run Create G/L Journal Entries. If you answer N, A/P doesnt create a transfer file. How to ChooseDecide whether or not you want to send A/P information to General Ledger. If you do, answer Y. Some people post A/P journal entries manually to a different G/L. You might not be using Peachtree Accountings G/L. If youre in either of these situations, answer N.
Note
If you answered Y to the Update from A/P in the General Ledger module options, you must answer Y to Report to G/L. Making ChangesYou should change this option to Y if you decide to start using General Ledger to N if you no longer are going to use General Ledger
Post to Job Cost PurposeThis feature lets you post activity from A/P to Job Cost by building a transfer file during regular transaction processing for transfer to Job Cost. ChoicesY or N. The default is N. EffectsIf you say N, no transactions for Job Cost will be created. Remember, if you have invoices in A/P that affect the cost of a job in Job Cost, answer Y to this question. (Obviously, you must have Job Cost installed.) If you select Y, during processing you will be prompted to enter any Job Cost information that applies (specifically in Enter/Edit Transactions, Enter Credits, and Delete Invoices). How to ChooseSelect Y if you have invoices in A/P that affect the cost of a job in Job Cost and N if you dont. Making ChangesYou can make changes at any time. 14
Transfer Vendor Name to G/L PurposeThis allows you to transfer the first 19 characters of a vendor description to General Ledger. ChoicesY or N. The default is N. EffectsIf you say N, only the vendor ID along with a description of the transaction will be transferred. If you answer Y, the full vendor description and an acronym of the transaction description transfers to General Ledger. (However, if you select the Consolidate G/L Transfers option of the Create G/L Journal Entries program, the vendor name doesnt transfer.) Here is a complete list of the acronyms and what they represent: PAY IND DIS DCR DOC INV DDN CSH DIN OCR DID OCD Payments Invoice Distribution Discounts Taken Delete Credit Discount Open Credit Entered Invoices Cash Deleted Invoice Open Credit Deleted Inv. Distribution Open Credit Distribution Deleted Discount Not Allowed
How to ChooseSelect Y if you want to be able to see a more complete vendor description, N if you dont. Making ChangesYou can make changes at any time. Use Expanded Vendor Lookup PurposeThis feature lets you see an expanded description that includes the vendors ID, name, first address line, and telephone number when 2 is pressed. ChoicesY or N. The default is N. Purchase Orders 15 Index
Inventory
Accounts Receivable
Accounts Payable

EffectsIf you say N, only the vendor ID and name displays if you press 2 . If you select Y, the vendor ID, name, first address line and telephone number display. How to ChooseSelect Y if you want to be able to have a quick reference for your vendors telephone numbers. Making ChangesYou can make changes at any time. G/L Discount Account PurposeThis account is used to post all the purchase discounts you take in Accounts Payable. ChoicesEnter any valid five- or six-digit General Ledger account number. The account number you select must exist in G/L. EffectsWhen an invoice is entered for $100 with a 2% purchase discount, a G/L entry of $2 is created using the G/L account number you set up when the discount is applied. How to ChooseEnter a valid G/L account number. Making ChangesYou can change the number at any time. Payer Federal ID Number PurposeThe ID number appears on 1099s and 1099 magnetic media. This ID number is the federal taxpayers identification number or a Social Security number. ChoicesUse the 11-digit ID number assigned to you by the government. Making ChangesYou should only change this ID number if the government assigns you a new number. Use Pre-Printed Check Stubs PurposeThis options lets you use pre-printed check stub headings if you like. If you are using laser forms, a duplicate copy of the check stub will print on the bottom third of the check form. ChoicesY or N. The default is N. EffectsIf you have pre-printed check stubs, enter Y. If you dont, you can accept N and A/P prints headings on the check stubs. The check number will always print as an audit trail. 16
How to ChooseSelect Y if you have pre-printed check stubs and N if you dont. Making ChangesYou can change this field at any time if you change check forms. Print Company Name on Check PurposeThis option lets you use checks pre-printed with your company name. ChoicesY or N. The default is N. EffectsA/P automatically prints your company name on your check if you select Y. If you have checks with your company name on them, answer N. How to ChooseAnswer N if the company name is pre-printed on your check, Y if it isnt. Making ChangesChange this field only if you change check forms. Print Comment on Check Stub
ChoicesY or N. The default is N. EffectsIf you answer Y, A/P prints the comment you entered when you created the invoice on the check stub. If you answer N, A/P doesnt print the comment. How to ChooseIf you want a description of the invoice on the check stub, then answer Y. If not, answer N.
Default Cash Code PurposeThis option lets you set a default cash code to be used in various A/P programs. Cash account codes are used to identify which G/L cash account is to be used when paying an invoice or transaction. ChoicesEnter any of the 35 cash codes set up in Maintain Accounts Payable Options. The default is 1.
17
Index
Purchase Orders
Making ChangesYou can change this at any time.
Inventory
PurposeThis option lets you print a comment on the check stub as a way of identifying the invoice being paid.
Accounts Receivable
Accounts Payable

Effects When using A/P programs such as Select Invoices for Payments, Print Checks, and Monthly Check Register, the default cash code will be used unless uniquely changed during data entry. How to ChooseEnter any cash account code currently set up. You can press 2 to display the list of cash account codes that are already set up. If none are set up, you may skip this section, set up the cash codes, then return to this option to enter the default. Making ChangesYou can change this at any time. Current Calendar Year Fiscal Year Cutoff Date PurposeThis option makes it easier for you to keep track of transactions relative to the current year and your company's fiscal year. ChoicesThe Current Calendar Year is the current year. The Fiscal Year Cutoff Date is the last day of the current fiscal year for your company. EffectsTransactions occurring on or before these dates will be recorded as occurring this year. Transactions occurring after these dates will be recorded as occurring next year. After the year closes, the Current Year increments by one. How to ChooseEnter these dates according to the current year and the last day of your company's fiscal year. Making ChangesAny change you make to either of these dates will not affect purchase and payment amount totals that have already accumulated for each vendor. Your change will only affect how transactions entered after this point will be totaled. You may change these dates at any time, but we don't recommend it.
G/L Account Numbers tab
Accounts Payable Account Numbers and Cash Account Numbers PurposeA/P account numbers are the General Ledger chart of account numbers where all A/P debits and credits are posted. Cash accounts are G/L chart of account numbers that serve as checking accounts. The purpose is to allow you to set up multiple A/P accounts and multiple Cash accounts. ChoicesEnter up to nine A/P account numbers and 35 Cash account numbers. The default account numbers are the five- or six-digit account numbers used in the Standard Chart of Accounts. A/P account numbers 29 and Cash account numbers 2-35 default to 0.
18
Entering Your Accounts Payable Options
EffectsWhether you answer Y or N to Report to G/L, you must enter at least one A/P account number and one cash account number. How to ChooseSelect valid General Ledger account numbers. Make sure you use five- or six-digit account numbers, according to how your G/L chart of account numbers are set up. You cannot repeat cash account numbers. Making ChangesYou may make changes to these numbers at any time.
PurposeUser definable fields provide the ability to store unique information about your vendors. Enter a heading that will describe the contents of the fields (e.g., Vendor Account Number) to be maintained in the Maintain Vendors program. ChoicesThe heading may contain up to 16 alphanumeric characters. EffectsThese fields will be viewed only in Maintain Vendors and Query Vendor Accounts. How to ChooseYou may enter whatever headings you like to fit your needs.

Now that youve gathered all your information, you can enter the A/P options. Follow these steps to enter your options:
1 Select Accounts Payable from the Peachtree Accounting Main Menu.
If A/P is not activated for this company, Peachtree Accounting displays the following message: ACCOUNTS PAYABLE NOT ACTIVATED FOR COMPANY XX DO YOU WANT TO ACTIVATE ACCOUNTS PAYABLE? (Y/N) (Where XX is your Company ID.)
2 Type Y e.
A/P then prompts you for the name of the subdirectory where you want A/P to store your information. Index
19
Purchase Orders
If A/P is already activated for this companyand it should not be, at this pointselect Maintenance Programs and then select Maintain Accounts Payable Options.
Inventory
Making ChangesYou can make changes to these headings at any time.
Accounts Receivable
Additional Information tab
User Definable Headings
Accounts Payable

A/P provides a suggested directory: C:\(PROGRAM DIRECTORY)\XXAPDATA where C:\(PROGRAM DIRECTORY) is the name of the directory that holds your Peachtree Accounting programs and XX is your twocharacter company ID.
3 Press e to accept the suggested name or type another one.
If the directory you enter does not exist, Peachtree Accounting asks you whether to create it. If you answer Y, it does so. If you answer N, enter the name of a different directory. If you are asked, you may print setup forms. If you do not print them at this time, you may print them at a later time. See your Getting Started Guide for instructions. A/P then runs the Maintain Accounts Payable Options program for you. This program lets you either set module options, set printer assignments, or set laser forms alignment. You may only need to change some of the module options and may not need to make any changes to the printer assignment options.
20
Press 0 to use the options defaults. Otherwise, choose Set Module Options. After you select Set Module Options the Accounts Payable Options window appears.
The cursor is in the Controller Password field. Notice that the Accounts Payable Options window has three tabs: Module Options G/L Account Numbers Purchase Orders 21 Index Additional Information
Inventory
Accounts Receivable
Accounts Payable

Enter each module option from your input forms. When you have finished, select the G/L Account Numbers tab.This tab includes defaults for G/L
account numbers, which you probably will want to change
As with all Peachtree Accounting windows, use the e and t to move between the displayed options.
22
When you have entered the G/L Account numbers, select the Additional Information tab.
On this tab, you can enter user-definable headings. Enter up to five userdefinable headings that can be used any way you like.
These headings will be available in Maintain Vendors so you can enter extra information, defined by you, about vendors. For example, if you entered Delivery in one of the user-defined fields, you could enter Their truck or something like that. Purchase Orders Index You will be able to enter up to 40 characters of information from the Maintain Vendors window under each of the five headings that you enter here. This feature lets you control what extra information you need to know about your vendors. This information is mainly for viewing, but you can print it using Query Vendors. These user-definable fields are also available to IQ for custom reports. When you accept the window, A/P returns to the window that lets you choose between your two original options. If you want to look at the Set Printer Assignments options, you can do so now. We explained how to set these options in the Getting Started Guide. 23
Inventory
Accounts Receivable
Accounts Payable

8 9
Select the Accept button when you have finished entering all of your Accounts Payable Options. Press 0 on the Program Options window, A/P asks you to confirm the creation of your new data files.
Ready to create Accounts Payable filesContinue (Y/N) (This prompt is also the last time you can prevent A/P from creating these data files.)
10 Accept Y.
A/P processes for a few minutes, displaying the name of each file as it creates it. When it is done, A/P returns you to the Peachtree Accounting Main Menu.
What to Do Next
Now that you have set the A/P options and have created your A/P files, continue with Preparing Your Records for Use on page 25.
24
Getting Ready
What to Do Next
Before you can begin entering information, you need to make sure youve gathered all the data you need. There are many decisions to make before you set up Accounts Payable. This chapter teaches you how to enter your vendors invoices credits automatic invoices
In Maintain Vendors you enter all the information that pertains to a specific vendor. This includes self-explanatory things like name and address and a unique vendor ID. It also includes 1099 information and year-to-date payments and purchases. You can add new and temporary vendors, make changes, or delete them.
Note
Enter/Edit Transactions is where you record invoices submitted by various vendors. Maintain Auto Invoices (Maintenance Menu) is used to set up repeating invoices for recurring expenses such as rent, bank loans and automobile payments. You can include monthly, bi-monthly, quarterly, semi-annually, and yearly billings. Enter Credits is used to record any open or specific credits from your vendors.
Getting Ready
Follow these steps to prepare for installation of the Peachtree Accounting Accounts Payable module: Decide when to start using A/P. Select your vendors IDs. Sort and organize your vendors, automatic invoices, invoices, and credits. Make copies of the setup forms on your hard drive, and fill them out. See the Getting Started Guide for more information. 25
Index
Purchase Orders
Inventory
Anywhere the F7-Mnt menu option appears, simply press 7 to access the Maintain Vendors window.
Accounts Receivable
Accounts Payable

When to Start Using Accounts Payable

Try to set up A/P at the end of a month or period. The best time to start using A/P is at the beginning of your fiscal year. When you set up A/P, you need to do two things: establish a start-up date establish beginning balances for each of your vendors
Start A/P at the beginning of a new month. Then gather all your open invoices and/or credits. When you select Enter/Edit Transactions and Enter Invoices or Enter Credits you will be prompted to establish your beginning balances.
Information You Must Gather

Collect information about your A/P vendors, invoices, automatic invoices, and credits and copy it on the Accounts Payable setup forms. These forms you can print out from your hard drive. See the Getting Started Guide for more information. Make copies of the blank forms to use as you need them. Later in this chapter you enter this information into A/P directly from these forms. At the beginning of each section, (vendors, automatic invoices, invoices, and credits) there is a list of fields. Each field falls into one of three categories: optional suggested required
Optional information is information you can choose to omit without reducing A/Ps power. Generally, it is information A/P simply notes and keeps on file so you can see it on reports or displays. Accounts Payable does not base any of its processing on this information. Suggested information is information you can omit, but by doing so you reduce A/Ps power. It is information on which A/P bases some of its processing. (For instance, if you dont enter a vendors name, A/P will not show the vendors name on any invoices or reports.) Required information is information A/P does not let you omit. If you try to leave it blank, A/P forces you to make an entry and doesnt let you leave the window you are using until you make an entry (or cancel the window).
26
Setting Up Your Vendors
A vendor is a company or individual from whom you purchase something, either goods or services. A/P keeps information on your vendors: address, phone numbers, payment and purchase history, and the date, the check number, and the amount of the last check you wrote to that vendor. Print out a setup form to record your information. To do this, see your Getting Started Guide. Then use the forms to enter your information.
PurposeThe vendor ID identifies each of your vendors in a unique way. No two vendors can have the same ID. Once you enter a vendor ID, it cant be changed, except by deleting the vendor from the file. ChoicesEnter up to six letters, symbols (with the exception of quotation marks), and/or numbers. Be consistent. EffectsVendor IDs composed of letters will be listed alphabetically; numbers are listed numerically. How to ChooseSet up vendor IDs in the way thats easiest for you to organize A/P.
Mixing letters and numbers is acceptable, but you must follow the same pattern with every vendor. Lets say you decide to use the first three spaces for letters and the last three for numbers. You can set up your vendor IDs this way as long as you follow the same pattern for each vendor. If you use letters for vendor IDs, your vendors appear in alphabetical order. If you use numbers, vendors appear numerically.
Vendor Name PurposeThis name appears on checks and various A/P reports. It lets you more clearly identify your vendors. ChoicesEnter a vendor name of up to 25 characters.
27
Index
Purchase Orders
Making Changes Once you enter and save a vendor ID, you cannot change the ID in Maintain Vendors. If you want to change the ID, this must be done using the Change Vendor ID program from the Accounts Payable Maintenance Menu. For more information, see Using Accounts Payable for Your Accounting Tasks on page 98.
Inventory
When you assign a vendor ID, remember two things:
Accounts Receivable
Maintain Vendor tab
Vendor ID
Accounts Payable

How to ChooseUse the actual company (or personal) name of your vendor. If the name is longer than 25 characters, use a suitable but easy to distinguish abbreviation. Making ChangesYou can change the name of a vendor any time your vendors company should change hands or simply change its name. Address 1 Address 2 Address 3 City & State PurposeThis information appears on your checks and 1099 forms. ChoicesUse one, two, or all three address lines. If you need to use only two address lines, leave the second line blank. How to ChooseUse the number of lines you need. Each address line can be up to 25 characters in upper- or lower-case letters or numbers. Making ChangesYou can change the address at any time. Zip Code PurposeThe postal code appears on checks. ChoicesUse any of the following postal codes up to 10 characters: a standard zip code a zip code with post office box extension a Canadian postal code
How to ChooseUse the code appropriate to the vendor. Making ChangesYou can change the postal code at any time. Telephone 1 Telephone 2 PurposeThe vendors telephone numbers can be up to 14 characters each and entered in any format you want. You may want to enter a FAX number or other appropriate number for Telephone 2. ChoicesYou can enter a phone number with or without an area code. You dont have to use an area code or all 14 spaces. You dont have to enter a telephone number at all.
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How to ChooseEnter the telephone number appropriate to your vendor. Making ChangesYou can change the phone number at any time. Contact PurposeUse this field to enter the name of the person that handles this account. ChoicesEnter any name up to 25 characters. How to ChooseEnter the appropriate name. Making ChangesYou can change the contact name at any time. Temporary Vendor (Y/N) PurposeThis field lets A/P know this is a one-time-only vendor. ChoicesY or N. The default is N. This is a required field. EffectsWhen you answer Y, A/P knows to delete this vendor when the account has no activity for the current period and the balance is 0. (This happens during the end of period processing.) If you answer N, the vendor record is permanent and can only be deleted manually (even if there hasnt been any activity). Making ChangesYou can make changes at any time. 1099 Vendor (Y/N) PurposeUse this field if your vendor needs a 1099 form for income tax purposes at the end of the year. ChoicesY or N. The default is N. This is a required field. How to ChooseIf you pay non-employees (like individuals under contract), you need to print a 1099 for them at the end of the calendar year. If you answer Y to this question, you must enter a 1099 type. If you answer N (or accept the default), A/P skips 1099 Type prompt. Making ChangesYou can make changes any time in this field. Remember, if you answer Y, you must answer the next question.
29
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

1099 Type (ABDGIMOPR) PurposeThis field lets you select the specific type of 1099 form your vendor should receive. ChoicesAlthough there are nine types of forms listed below, please note the only forms Peachtree Accounting recognizes are the miscellaneous income (M) and interest forms (I). If you select another type, A/P will print the 1099 miscellaneous form at the end of the year. Select another type of form for one of two reasons: You plan to access this field from Intelligent Query Report WriterIntelligent Query Report Writer. IQ lets you retrieve the information for use in another application. You plan to produce 1099s by hand.
Note
The use of 1099s can be complex. If you have questions about the forms, please contact your accountant for clarification. The nine types of forms are AAcquisition or Abandonment of Secured Property BBroker and Barter Exchange DDividends and Distributions GGovernment Payments IInterest MMiscellaneous OOriginal Issue Discount PPATRRecipients (Patrons) of Taxable Distributions Received from Cooperatives RRetirement Plans or Profit Sharing How to ChooseIf you answered Y to 1099 vendor, you must select a type. Enter the initial that stands for the type you need. The default is M. If you answered N, A/P automatically skips this prompt. The definitions of these 1099 types can be confusing. If you arent sure what they mean, or which one applies to a specific vendor, consult your accountant for more information. Making ChangesYou can change this any time.
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1099 Box PurposeThis option lets you enter the vendors total payment on a 1099 miscellaneous form, or interest on a 1099 interest form. You chose the form at 1099 Type. ChoicesIf youre using 1099 miscellaneous forms, you have a choice of entering any number from 1 to 8 except 4. If youre using 1099 interest forms, you can enter only 1 here. The default for both forms is 1.
Federal ID Number PurposeUse this field to enter the federal taxpayer ID number assigned to the vendor. ChoicesEnter the federal taxpayers ID number or social security number of the vendor up to 11 characters. EffectsThis is the vendors ID number, which prints on 1099s and are included in 1099 magnetic media (if applicable). If the vendor is an individual, use his or her social security number. How to ChooseIf 1099s will be filed, you must make an entry in this field. Making ChangesYou can change this at any time. Discount % PurposeIf a purchase discount is available, this is where you enter the percent of discount. ChoicesEnter any percentage from 0 to 99.99%. EffectsThis amount is the default for the vendor and is pulled into Enter/ Edit Transactions so you dont have to enter a discount percent each time you enter invoices. How to ChooseEnter the proper percentage. Making ChangesYou can change this discount percentage at any time.
31
Index
Purchase Orders
Inventory
Accounts Receivable
Making ChangesYou can change this at any time before you print 1099s.
Accounts Payable

Terms Type PurposeThis option box lets you choose to have vendor terms be a specific number of days, or on a specific day of each month. ChoicesYou can choose between Terms as Number of Days and Terms as Day of Month. EffectsAny invoice you enter for this vendor will automatically calculate the due date so you dont have to enter it in Enter/Edit Transactions. How to ChooseSelect Terms as Number of Days to indicate that invoices are due for this vendor after a set number of days. Select Terms as Day of Month to indicate that invoices are due for this vendor on a specific day of the month. Discount Days/Discount Day of Month PurposeThis is where you enter the number of days or date after the invoice date the invoice can be paid and still receive a purchase discount. ChoicesYou dont have to make an entry here. EffectsAny invoice you enter for this vendor will automatically calculate the discount date so you dont have to enter it in Enter Invoices. How to ChooseIf you have Terms Type set up as Number of Days, enter the number of days after the invoice date the invoice can be paid in order to get the purchase discount, 0 to 99.
Note
If the number of Vendor Discount Days is set to 0, Peachtree Accounting assumes the number of discount days to be one less than the number of due days, with a maximum of ten discount days. If you have Terms Type set up as Day of Month, this field is used to select the day of the month to allow the discount. If this day is less than the Invoice Date, the discount will be moved to the following month. For example, if you enter an A/P invoice on April 10th and the vendors Discount Day of Month is 5, Peachtree will set the invoice Discount Date to May 5th so that it falls on the 5th day, but after the Invoice Date.
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Force Disc. Next Month PurposeThis option forces the due date to the next month to ensure there is ample time to be eligible for a discount. Terms Type must be set up as Day of Month. ChoicesY or N. EffectsIf you select Y, the discount date will be forced to the next month. If you select N, the discount date will not be forced to the next month.
Due Days/Due Day of Month PurposeThis is where you enter the number of days after the invoice date the invoice can be paid and still not be late. ChoicesYou dont have to make an entry here. EffectsThis will be the automatic default in Enter Invoices. Inventory Index Purchase Orders How to ChooseEnter the number of days after the invoice date the invoice can be paid in order to be on time, 0 to 99. The number in this field must be greater than or equal to the number in the Discount Days field. Force Due Next Month PurposeThis option forces the due date to the next month to ensure there is ample time to pay it. Terms Type must be set up as Day of Month. ChoicesY or N. EffectsIf you select Y, the due date will be forced to the next month. If you select N, the due date will not be forced to the next month. How to ChooseIf you have Terms Type set up as Day of Month, and you want to force the due date to the next month to allow enough time, select Y. If not, select N.
33
Accounts Receivable
How to ChooseIf you have Terms Type set up as Day of Month, and you want to force the discount date to the next month to allow enough time, select Y. If not, select N.
Accounts Payable

Default A/P Account Code PurposeThis option lets you set default A/P account code to be used by this vendor in various A/P programs. A/P Account codes identify which accounts payable G/L account is to be used for an invoice or transaction. ChoicesEnter any of the nine A/P account codes set up in Maintain Accounts Payable Options. The default is 1. Effects When using A/P programs such as Enter/Change Transactions, Select Invoices for Payments, and Print Checks, the default A/P account code will be used unless uniquely changed during data entry. How to ChooseEnter any A/P account code currently set up. You can press 2 to display the list of A/P account codes that are already set up. If none are set up, you may skip this section, set up the A/P codes, then return to this option to enter the default. Making ChangesYou can change this at any time. G/L Account Defaults: Account PurposeThis field provides a default GL account to which you will post expenses for this vendor. Invoices and credits entered for this vendor will automatically be distributed to this account, unless you choose to distribute the expense differently. This is useful if you distribute invoices from a particular vendor to multiple accounts. ChoicesThis is a required field. Enter a valid five or six digit chart of account number or leave it at zero. Select an expense account number from the chart of accounts. EffectsInvoices and credits entered for this vendor will automatically be distributed to the account numbers. You can change to a different account distribution, or distribute to up to eight different G/L accounts. For example, lets say account number 786000 is for Fleet Maintenance. You set up a vendor, Joes Garage, where all company vehicles are maintained. From now on, any time you enter an invoice or credit for Joes Garage, it will automatically be expensed to account number 786000. How to ChooseSelect the appropriate G/L expense account number. You can leave one of the accounts at zero for use if a vendors invoices are not always posted to the same accounts. This way you can specify the account when you enter the invoice. Making ChangesYou can change this at any time.
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G/L Account Defaults: Percent Purpose This field provides a default General Ledger posting percentage. Amounts here will be used as percentages to divide the total invoice amount in the corresponding distribution amount. ChoicesYou may leave a zero in this field. The sum of all distribution amounts must equal 100 percent. Each percent must be assigned to a GL account number. You must use a decimal when entering the percent. For example, thirty percent would be 30.00. EffectsAll distribution percentages will be multiplied by the Amount Due and placed in the corresponding distribution amount on the invoice. If the distributions do not evenly total the amount due because of rounding, then the amount left over will be removed from or added to the first distribution amount which has the largest corresponding distribution percent. How to ChooseEnter the appropriate percentage of the invoice amount to be applied to the G/L expense account number. Making ChangesYou can change this at any time. Current YTD Purchases: Calendar PurposeThe total of all purchases you made from this vendor in the current calendar year are recorded here. A calendar year is a 12-month period from January through December. ChoicesEnter the totals of any open invoices or credits for the current calendar year. If you are setting up your accounts at the beginning of the calendar year, then you dont need to make an entry here. EffectsAccounts Payable will update this amount as you enter invoices and credits. When you close the calendar year, this amount will be replaced with any amount accumulated in the Next Year Calendar YTD Purchases field for the next year. The maximum amount of purchases to one vendor is $999,999,999.99. Making ChangesYou can change this at any time. Current YTD Purchases: Fiscal PurposeThe total of all purchases you made from this vendor in the current fiscal year are recorded here. A fiscal year is any 12-month period. For example, your fiscal year may begin July 1 and end June 30 of the following year.
35
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

ChoicesEnter the totals of any open invoices or credits for the current fiscal year. If you are setting up your accounts at the beginning of the fiscal year, then you dont need to make an entry here. EffectsAccounts Payable will update this amount as you enter invoices and credits. When you close the fiscal year, this amount will be replaced with any amount accumulated in the Next Year Fiscal YTD Purchases field for the next year. The maximum amount of purchases to one vendor is $999,999,999.99. Making ChangesYou can change this at any time. Current YTD Payments: Calendar PurposeThis field records and totals all the payments you make to this vendor in the current calendar year. The amounts you enter as calendar YTD payments appear on 1099s. ChoicesGather all payments made to the vendor over the current calendar year and enter them here. If you are setting up your accounts at the beginning of the calendar year, then you dont need to make an entry here. If you start in the middle of the year, enter the year-to-date information for each vendor. EffectsAccounts Payable will update this amount as you process payments. When you close the calendar year, this amount will be replaced with any amount accumulated in the Next Year Calendar YTD Payments field for the next year. The maximum amount of payments to one vendor is $999,999,999.99. Making ChangesYou can change this at any time. Current YTD Payments: Fiscal PurposeThis field records and totals all the payments you make to this vendor in the current fiscal year. ChoicesGather all payments made to the vendor over the current fiscal year and enter them here. If you are setting up your accounts at the beginning of the fiscal year, then you dont need to make an entry here. If you start in the middle of the year, enter the year-to-date information for each vendor. EffectsAccounts Payable will update this amount as you process payments. When you close the fiscal year, this amount will be replaced with any amount accumulated in the Next Year Fiscal YTD Payments field. The maximum amount of payments to one vendor is $999,999,999.99. Making ChangesYou can change this at any time.
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Next Yr. YTD Purchases: Calendar PurposeThis field records and totals all the purchases you make from this vendor after the current calendar year. ChoicesGather all purchases made to the vendor after the current calendar year and enter them here. If you are setting up your accounts at the beginning of the calendar year, then you dont need to make an entry here. EffectsWhen you close the calendar year, this field resets to zero after the amount accumulated in it moves to the Current Calendar YTD Purchases field. The maximum amount of purchases to one vendor is $999,999,999.99. Making ChangesYou can change this at any time. Next Yr. YTD Purchases: Fiscal PurposeThe total of all purchases you make from this vendor after the current fiscal year are recorded here. A fiscal year is any 12-month period. For example, your fiscal year may begin July 1 and end June 30 of the following year. ChoicesEnter the totals of all open invoices or credits dated after the current fiscal year. If you are setting up your accounts at the beginning of the fiscal year, then you dont need to make an entry here. EffectsAccounts Payable will update this amount as you enter invoices. When you close the fiscal year, this field resets to zero after the amount accumulated in it moves to the Current Fiscal YTD Purchases field. The maximum amount of purchases to one vendor is $999,999,999.99. Making ChangesYou can change this at any time. Next Yr. YTD Payments: Calendar PurposeThis field records and totals all the payments you make to this vendor after the current calendar year. ChoicesEnter the total of all payments made to the vendor after the current calendar year. If you are setting up your accounts at the beginning of the calendar year, then you dont need to make an entry here. EffectsAccounts Payable will update this amount as you process payments. When you close the calendar year, this amount will reset itself to zero after replacing the amount in the Current Calendar YTD Payments field. The maximum amount of payments to one vendor is $999,999,999.99. Making ChangesYou can change this at any time. 37
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Next Yr. YTD Payments: Fiscal PurposeThis field records and totals all the payments you make to this vendor after the current fiscal year. ChoicesEnter the total of all payments made to the vendor after the current fiscal year. If you are setting up your accounts at the beginning of the fiscal year, then you dont need to make an entry here. EffectsAccounts Payable will update this amount as you process payments. When you close the fiscal year, this field resets to zero after the amount accumulated in it moves to the Current Fiscal YTD Payments field. The maximum amount of payments to one vendor is $999,999,999.99. Making ChangesYou can make changes at any time.
Remit to Address tab
Change Vendor Remit To Address (Y/N) PurposeActually, this is a question that appears at the bottom of the window. Use it if you need to send the remittance to another address other than the one that appears on the invoice. For example, you may have been invoiced for services by a branch office of a company, like a franchised extermination company; however, the payment is sent to the head office located elsewhere. ChoicesChoose Y or N (the default is N). If you select Y, a new window appears with three address fields and a postal code field. Making ChangesYou can make changes at any time.
E-Mail/Web Address Fields PurposeAllows you to enter vendor e-mail and Web addresses in Maintain Vendors. After entering addresses in these fields, you can use the buttons to the right of the fields to send an e-mail message to the vendor or visit the vendors Web site. Choices Enter up to 64 alphanumeric characters for the e-mail addresses and Web addresses. Entering e-mail and Web addresses in these fields is optional. Effects When you enter e-mail or Web addresses in these fields, you can send e-mail messages to your vendors, or visit their Web sites by clicking the buttons to the right of the fields.
38
How to Choose Enter the e-mail address and Web address exactly as your vendor specifies them. Making ChangesYou can change the e-mail addresses and Web addresses at any time. The changes take effect immediately. E-Mail/Web Address Buttons Purpose Clicking the e-mail button with your mouse will activate your default e-mail program. The e-mail address listed in the vendors record will appear in the To: field of a new message. Clicking the Internet button to the right of the Web address field will launch your default Internet browser. The vendors Web address will appear in the browser programs address field. Choices The e-mail address and Web address buttons can only be accessed by clicking them with your mouse. Using these buttons is optional. Effects When you click the e-mail button, it starts your default e-mail program. A blank outgoing message appears with the vendors e-mail address in the To: field. If you did not enter an address in the E-mail field in Maintain Vendors, when you click the e-mail button, an outgoing message appears with a blank To: field. When you click the Internet button, it starts your Web browser and takes you to the vendors Web site that you entered in the Web Address field. If you did not enter an address in the Web Address field, and you click the Internet button, you will be taken to www.peachtree.com. How to Choose If you want to send an e-mail message to your vendor, click the E-mail button to the right of the address you entered in the E-mail field. If you want to visit your vendors Web site, click the Internet button to the right of the Web address you entered in the Web Address field. Making ChangesYou can change the e-mail addresses and Web addresses that you entered in the E-mail and Web Address fields at any time. The changes take effect immediately. Vendor Notes (CtrlF7-Notes) Keep vendor promises, quotes, product specifications, and special discounts at your fingertips with Vendor Notes. You can document your ongoing relationships with vendors in Peachtree by viewing and editing notes while maintaining and querying vendors or while entering purchase orders. 39
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

To access Vendor Notes, press c-7 from within any of these windows: Accounts Payable Maintain Vendors Accounts Payable Query Vendors Accounts Payable Enter Change Transactions Purchase Order /Enter Change Purchase Orders/ Add or Edit Purchase Order/Query A/P Vendors Purchase Order Enter A/P Invoices Notice the Ctrl-F7-Notes menu key on the bottom of each window. You have access to Vendor Notes only when this function key is available in either the Accounts Payable module or Purchase Order module. To enter a note for your vendor from any of the previous windows, press c7. To enter a new note, press the Insert key or 6 key. This will allow you to add specific notes for your vendors. You may wish to start the note with the User ID or Code, which is specific to the note being made. After adding the note, press 0. The document is saved to the notepad, and a date and time entry is added directly above your note. If you need to change the date or time, press 7 before saving the note, and you will have the ability to edit the date and time stamp. You have 50 lines of text available for each note added and unlimited notes per vendor. Remember, the larger the notepad, the more hard disk space will be required to store this information. Therefore, the size of your notepad is limited only by the size of your hard disk. If you wish to edit your note pad, press e or 7. If you wish to delete this note, press D or 8 with the cursor on the specific note you wish to remove. You will be asked if you are sure you wish to delete this note. If you wish to print your notepad, press P to print, and you will have the option to select the output method. Pressing P will print the entire notepad. After you are finished adding, editing, deleting, or printing your note, press 0. Your notepad will save your changes, disappear, and take you back to your original window. If you are currently running Peachtree in a multi-user environment, you are all able to add or edit notes for the same vendor at the same time. However, you will still be limited to a single-user environment in certain areas. Only one person at a time can be in Maintain Vendors for a specific vendor. Nevertheless, one person can be in Query Vendors, another can be in Maintain Vendors, and both can add notes. If you attempt to edit a note that is already being edited, you will be prompted with an error message that another user is currently using the note pad. If you try to add a note with the same date and time stamp as another user, you will again be prompted with an error message and given the opportunity to change the time stamp.
40
Import Vendors
Import Vendors will help keep you from losing sight of your important vendor records. You can easily make the transition to Peachtree from another program by importing an unlimited number of vendor records. With Import Vendors, you also have the option to update existing vendors to keep all your data current and available in one place. Before importing, make a backup of Accounts Payable.
After you select Import Vendors, this window will appear:
Enter the name (and subdirectory if other than the Peachtree program directory) of the file to be imported. Next choose whether to add new records and whether to update existing records. The import file will be checked for errors, and only valid vendor records will be imported. Index
41
Purchase Orders
Inventory
Accounts Receivable
To import vendors, you must first create a file that conforms to the format explained in the next section, Import File Specifications. Next, select Extended Processing Options from the A/P Maintenance programs. Then, select Import Vendors.
Accounts Payable
Import Vendors

Import File Specifications

The ASCII file must conform to the following format: Field Name
Vendor ID
Length
6
Type
Alpha
Notes
Must be unique. If record with same ID exists, record will be updated only if you asked to update vendors Required for new vendors
Vendor Name Address 1 Address 2 Address 3 Postal (Zip) Code Telephone Contact Default G/L Acct #1 Temp. Vendor Flag 1099 Vendor 1099 Type 1099 Box
25 25 25 25 10 14 25 6 1 1 1 1
Alpha Alpha Alpha Alpha Alpha Alpha Alpha Numeric Alpha Alpha Alpha Numeric
Must be valid G/L posting account Must be Y or N Must be N if Temp. Vendor. Otherwise can be Y or N If 1099 Vendor, then valid types are A, B, D, G, I, M, O, P, R If 1099 Type M, then valid entries are 1, 2, 3, 5, 6, 7, 8 If 1099 Type I, then must be 1 Required if 1099 Vendor Maximum value of 99999999.99 Maximum value of 99999999.99 Maximum value of 99999999.99 Maximum value of 99999999.99
Federal ID Number YTD Purchases (Cal) YTD Payments (Cal) YTD Purchases (Fiscal) YTD Payments (Fiscal) Remit Address 1 Remit Address 2 Remit Address 3
11 10 10 10 10 25 25 25
Alpha Numeric Numeric Numeric Numeric Alpha Alpha Alpha
42
Import Vendors
Field Name
Remit Zip Code Telephone #2 Default Discount Pct. Discount Days Due Days User Def. #1 User Def. #2 User Def. #3 User Def. #4 User Def. #5 Terms Type Force Disc Next Month Force Due Next Month Default GL Percent #1 Default G/L Acct #2 Default GL Percent #2 Default G/L Acct #3 Default GL Percent #3 Default G/L Acct #4 Default GL Percent #4 Default G/L Acct #5 Default GL Percent #5 Default G/L Acct #6 Default GL Percent #6 Default G/L Acct #7 Default GL Percent #7
Length
10 14 4 2 2 40 40 40 40 40 1 1 1 4 6 4 6 4 6 4 6 4 6 4 6 4
Type
Alpha Alpha Numeric Numeric Numeric Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric
Notes
Blank Maximum value of 99.9 Maximum value of 99 Maximum value of 99 Blank Blank Blank Blank Blank Must be D (Days) or M (Month) Must be Y or N
Maximum value of 100.00 Must be valid G/L posting account Maximum value of 100.00 Must be valid G/L posting account Maximum value of 100.00 Must be valid G/L posting account Maximum value of 100.00 Must be valid G/L posting account Maximum value of 100.00 Must be valid G/L posting account Maximum value of 100.00 Must be valid G/L posting account Maximum value of 100.00
43
Index
Purchase Orders
Inventory
Must be Y or N
Accounts Receivable
Accounts Payable

Field Name
Default G/L Acct #8 Default GL Percent #8 Next YTD Purchases (Cal) Next YTD Payments (Cal) Next YTD Purchases (Fiscal) Next YTD Payments (Fiscal)
Length
6 4 10 10 10 10
Type
Numeric Numeric Numeric Numeric Numeric Numeric
Notes
Must be valid G/L posting account Maximum value of 100.00 Maximum value of 99999999.99 Maximum value of 99999999.99 Maximum value of 99999999.99 Maximum value of 99999999.99
Each record must start on a separate line. Separate fields by commas. You can optionally surround all fieldseven numeric fieldswith quotation marks. If any field contains spaces or commas, however, that field must be enclosed in quotation marks. An example of a new vendor import record would look like this: GREGS,Gregs Office Supplies,1515 Holly Drive,Portland, OR,,,41000 SMIT01,Smiths,Belle Towers,,Seattle, WA,,,45000,,Y,I,2,99-55555 AUTHOR,Authors Digest,1418 Liberty Mall,,Atlanta, GA,,,56000,Y Import records can make extensive use of default values. If a file contains invalid data, or is represented only by a comma, then the default value will be used. If you are updating a vendor record, and a field is represented by a comma, then the previous value will be used. Following is a list of default values for each field: Field Name
Vendor ID Vendor Name Address 1 Address 2 Address 3
Default Value
Nonerequired entry Vendor ID if left blank for adding vendor Blank Blank Blank
44
Import Vendors
Postal (Zip) Code Telephone Contact Default G/L Account #1 Temp. Vendor Flag 1099 Vendor Flag 1099 Type 1099 Box Field Name Federal ID Number YTD Purchases (Calendar) YTD Payments (Calendar) YTD Purchases (Fiscal) YTD Payments (Fiscal) Remit Address 1 Remit Address 2 Remit Address 3 Remit Zip Code Telephone #2 Default Discount Pct. Discount Days Due Days User Def. #1 User Def. #2 User Def. #3 User Def. #4 User Def. #5
Blank Blank Blank 0 if not supplied or invalid N N M 1 Default Value Unknown if not supplied 0 if not supplied or number exceeds max. 0 if not supplied or number exceeds max. 0 if not supplied or number exceeds max.
Address 1 if not supplied Address 2 if not supplied Address 3 if not supplied Postal (Zip) Code if not supplied Blank 0 0 30 Blank Blank Blank Blank Blank
45
Index
Purchase Orders
Inventory
0 if not supplied or number exceeds max.
Accounts Receivable
Accounts Payable

Terms Type Force Disc Next Month Force Due Next Month Default GL Percent #1 Default G/L Acct #2 Default GL Percent #2 Default G/L Acct #3 Default GL Percent #3 Default G/L Acct #4 Default GL Percent #4 Field Name Default G/L Acct #5 Default GL Percent #5 Default G/L Acct #6 Default GL Percent #6 Default G/L Acct #7 Default GL Percent #7 Default G/L Acct #8 Default GL Percent #8 Next YTD Purchases (Cal)ds max. Next YTD Payments (Cal) Next YTD Purchases (Fiscal) Next YTD Payments (Fiscal)
Must be D (Days) or M (Month) Must be Y or N Must be Y or N 0 0 if not supplied or invalid 0 0 if not supplied or invalid 0 0 if not supplied or invalid 0 Default Value 0 if not supplied or invalid 0 0 if not supplied or invalid 0 0 if not supplied or invalid 0 0 if not supplied or invalid 0
0 if not supplied or number exceeds max. 0 if not supplied or number exceeds max. 0 if not supplied or number exceeds max.
46
Entering Your Vendors and Using the Master Template

Using the Vendor Master Template
An example of an import that updates existing vendors would look like the following: GREGS,,,,,,,51000,,,,,,,,,,C/O Greg Renton,1 Highland Drive,Tigard, OR SMIT01,,,Suite 234,,97877 AUTHOR,Authors Digest To set a field to blank, at least one space must be enclosed in quotation marks. Required fields are not allowed to be set to blank.

Now its time to enter the information you have gathered. Use the setup forms you completed for each vendor as a reference.
Remember, after each entry you make, press e.

Note
When you set up vendors in Accounts Payable, you can set up custom defaults to make entering your vendors easier. You do this on a template that will be the default information whenever you enter vendors until you change the template. Any of the system-provided defaults can be changed, and you can also enter additional default information into any existing vendor records. This will save time when making repetitive entries. Enter the information you want on the master template the same way you would enter a vendor. Then, when you enter a vendor the template information will already be filled in for you. To set up your own defaults for vendors, follow these steps:
1 At the Peachtree Accounting Main Menu, select Accounts Payable. Next, select Maintenance Programs and then Maintain Vendors.
If you set the force control reports to N in A/P module options, A/P asks if you want to print a control report. Now youre ready to enter your vendor ID. Remember, the vendor ID cannot be deleted.
47
Index
Purchase Orders
Inventory
Using the Vendor Master Template
Accounts Receivable
Accounts Payable

Enter your vendor ID.
A message displays: THIS VENDOR DOES NOT EXIST. WOULD YOU LIKE TO ADD IT? (Y/N/T) Y lets you add the vendor. N takes you back to the previous window. T lets you alter the master vendor template.
3 Type T and press e.
The Vendor Master Template displays. The cursor is at Vendor Name.

4 5 Make any entries you like to the fields and press 0. Accept Y when you have made all necessary changes. You will return to the prompt asking if you would like to add the vendor.
You will see your changes the next time you enter vendor information.
Entering Your Vendors

1 At the Peachtree Accounting Main Menu, select Accounts Payable. Next, select Maintenance Programs and then Maintain Vendors.
If you set the force control reports to N in A/P module options, A/P asks if you want to print a control report. If the force control report option is set you Y, the Print dialog box displays.
2 Select a printer to print the control report and click OK.
Now youre ready to enter your vendor ID. Remember, the vendor ID cannot be deleted.
3 Enter your vendor ID.
A message displays: THIS VENDOR DOES NOT EXIST. WOULD YOU LIKE TO ADD IT? (Y/N/T) Y lets you add the vendor. N takes you back to the previous window. T lets you alter the master vendor template.
4 Select Y.
48

Entering Your Vendors
You see this window:
5 6 7
Enter the vendor ID. Enter your vendor name. Enter your vendor address, contact, telephone numbers, and postal code.
Continue entering your information. If you dont remember your choices, use [F2LOOKUP], [ALTF2-NAME], or [CTLF2-PHONE] if they are highlighted at the bottom of the window. Purchase Orders Index
8 Select Y or N for temporary vendor.
If you accept N, the vendor is considered to be permanent. If you choose Y, the vendor is deleted when there is no more activity (if the balance is 0) during Close Current Period.
9 At 1099 Vendor, choose Y or N.
If you select Y, you must answer the next question. If you select N, the cursor skips the next two fields, 1099 Type and 1099 Box.
49
Inventory
Accounts Receivable
Accounts Payable

10
Enter the 1099 type.
The default is M for miscellaneous. Peachtree Accounting prints both miscellaneous and interest forms. You can type the letter for one of the other types if you plan to use IQ to print another form or if you plan to do the form manually. For more information, refer to the field descriptions at the beginning of this section.Intelligent Query Report Writer
11 At 1099 Box, enter the number of the box on the 1099 form that corresponds with where you want the total printed.
If you chose the miscellaneous form at 1099 type, you have the option of choosing any number between 1 and 8 except 4. If you chose the interest form at 1099 type, you must enter 1.
12 Enter the federal ID number. This is not required.
If the vendor doesnt have a federal ID number, you can use a Social Security number.
13 14 Enter discount information in the Discount %, Discount Days, and Due Days fields. Enter the terms of payment for the vendor.
You can choose either Number of Days to indicate that invoices for this vendor are due after a set number of days or Day of Month to indicate that invoices for this vendor are due on a specific day of the month.
15 Enter the G/L account number. Its required.
The account number you enter here is the General ledger account to which you will post expenses for this vendor. You can either enter a valid 5 or 6 digit account number or leave the field blank. If you are interfaced with General Ledger, you can press 2 and select from a list of accounts. Invoices and Credits entered for this vendor will automatically be distributed to the account you enter here. You can enter additional accounts and set up the percentage of each invoice amount you want to be applied to each account. The cursor moves to the Percent column.
16 Enter the percentage of the invoice amount that you want to apply to the General Ledger account you entered.
The Percent is the General Ledger posting percentage or the percentage of the total invoice amount that you want to distribute to this account. You can enter an amount here or leave it at zero. The sum of all the amounts entered in the Percent column must total 100%.
50
17
Enter any calendar and fiscal year-to-date purchases and/or payments totals you may have.
18
Select the Remit to Address tab to enter the vendors Remittance Address.This is the address that will be printed on all remittance checks to this vendor.
19 20
Select the Additional Information tab. On this tab you can enter user-defined fields and vendor e-mail and web addresses. Enter the information for user-defined fields.
Any information entered here can be viewed from Maintain Vendors and printed from Query Vendors. These fields are also available to IQ for custom reports. 51 Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable will update the amounts for calendar and fiscal yearto-date purchases and payments as you enter invoices and payments. When you close out the calendar year, the calendar year amounts will be replaced with any amounts accumulated in the Next YR: Calendar YTD fields. When you close out the fiscal year, the fiscal year amounts will be replaced with any amounts accumulated in the Next YR: Fiscal YTD fields. If you are setting up your vendor at the beginning of the calendar year then dont make any entries for the current calendar year. If you are setting up your vendor at the beginning of the fiscal year, then do not make any entries for the fiscal year.
Accounts Payable

21 22
Enter the vendors e-mail and web address, if applicable. Select the Accept button to save your changes.
(There is a Delete button available here, but it does not display unless you are maintaining an already established vendor ID.) The Accounts Payable Maintenance Menu displays.
Setting Up Automatic Invoices

The Maintain Auto Invoices program stores repeating invoices such as mortgage payments, insurance, car and truck notes, etc. They can be used to invoice a fixed amount for a specific number of months. You can also set up automatic invoices quarterly or annually. You can set up automatic invoices any time after you set up vendors in Maintain Vendors or from within another program. Print a setup form to organize your information before entry. To print a setup form, see your Getting Started Guide for information. Vendor ID PurposeThis ID identifies the vendor for which this automatic invoice is to be billed. ChoicesYou can enter an ID that has already been set up in your vendor file. You may also add a vendor on the fly, which means while youre working in another program (this one, for instance), you can set up a new vendor for the first time. If the ID you enter is new, youll be prompted: Not on FileAdd (Y/N)? If you enter Y, you can add the vendor. The same window that appears in Maintain Vendors is displayed here. This is called an on-the-fly routine. If you need help entering information, refer to Maintain Vendors in the previous section.
Note
Anywhere the F7-Mnt menu option appears, simply press 7 to access the Maintain Vendors window. How to ChooseSelect a vendor ID by typing an existing vendor ID or enter a new vendor ID if this is a new vendor. You can also use [F2-LOOKUP], [ALTF2-NAME], or [CTLF2-PHONE] to see a list of available vendors.
52
Making ChangesYou cannot change this ID once the transaction is accepted in Automatic Invoices. If you want to change the ID for a specific vendor record, this must be done using the Change Vendor ID program from the Accounts Payable Maintenance Menu. For more information, see Using Accounts Payable for Your Accounting Tasks on page 98. Auto Invoice Number PurposeThis number identifies the exact invoice number for automatic billing. ChoicesEnter the one or two alphanumeric character invoice number you want. This is a required field. EffectsThis invoice number appears on checks and reports. How to ChooseEnter the number of the automatic invoice you want to set up. Making ChangesYou cannot change the invoice number once its been accepted. It can only be deleted. Status (A/I) PurposeYou can make the automatic invoice either active or inactive in this field. ChoicesA or I. The default is A. EffectsIf you choose A, the invoice is generated when the Auto Invoice option is selected in Enter/Edit Transactions. If you choose I, the invoice is stored but isnt processed during the Enter/ Edit Transactions program until you change the selection back to A. How to ChoosePick the option that best applies to your situation. Typically, you select A when you enter your invoice originally, and only change it to I if you temporarily want to stop paying the vendor. For example, lets say you lease a copy machine and bill monthly. The machine breaks down and must be sent to another location for repairs. In the meantime, the vendor supplies another machine for your use, and offers to withhold the monthly invoices until your machine is repaired and returned. In this case, you can mark the invoice I for inactive. Making ChangesYou can change this option whenever you like.
53
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Amount Due PurposeThis is where you enter the amount to be billed during each billing cycle. ChoicesEnter any amount up to 9,999,999.99. How to ChooseEnter the correct amount. Making ChangesYou can change this amount whenever you like. Due Day PurposeThis is where you enter the day of the month the invoice is due. ChoicesYou must enter a due day, 1 through 31. For example, you may write a check for a bank note the 20th of each month. In that case, enter 20 here. This is required. EffectsThis is for aging purposes and automatic selection by due date. Making ChangesYou can change the due date any time. The default is based on the information in the vendor file. Discount Day PurposeThis is where you enter the last day that the invoice can be paid and still receive a purchase discount. ChoicesYou dont have to make an entry here. EffectsIf you pay the invoice by this date, A/P subtracts the purchase discount amount from the payment. How to ChooseEnter the last day the invoice can be paid in order to get the purchase discount, 130. Making ChangesYou can change this discount day at any time. The default is based on the information in the vendor file. Discount Percent PurposeIf a purchase discount is available, this is where you enter the percent of the discount here. ChoicesEnter any percentage from 0 to 99.99.
54
EffectsA/P multiplies the amount due by this percentage to get the purchase discount amount. How to ChooseEnter the proper percentage. The default is based on the information in the vendor file. Making ChangesYou can change this discount percentage at any time. Number of Months
ChoicesPick a number between 1 and 999. The default is 0. This is required. EffectsThe number you choose determines how long the billing will continue. How to ChooseEnter the number of months you want this invoice to be billed. A/P will deduct the number of months billed from this figure and stop when the two figures are equal. For example, if you have a term number of 24 months and its already been billed 12 months, A/P deducts 12 from 24. It will be billed for 12 more months. When the number of months billed equal 24, automatic billing will stop. Therefore, you must enter a number at # of Months Billed and the term amount here in order for your automatic billing to be correct. You would not enter the number of months remaining on the contract (in this case, 12). If you did enter 12 in this field, you would have to enter 0 in # of Months Billed. Enter 999 here if you wish to continue indefinitely. Making ChangesYou can change the number of months at any time. Month to Begin PurposeThis is where you enter the month you want to begin the automatic invoice. ChoicesSelect a month, 1-12. This is required. EffectsThis controls what month the billing starts. How to ChooseEnter the number of the month you want to begin billing. For example, if you want billing to start in March, enter 3. Making ChangesYou can change the month to begin at any time.
55
Index
Purchase Orders
Inventory
Accounts Receivable
PurposeThis is where you enter the number of months or terms of the contract.
Accounts Payable

Frequency PurposeThis allows you to control how often billing occurs. ChoicesSelect one of the following codes: Monthly Bi-monthly (every other month) Quarterly (every three months) Semi-annually (twice a year) Annually
EffectsYour selection determines how often the auto invoice is generated. After you select and enter a code, the definition of that code appears next to it. How to ChooseEnter the appropriate code (1-5) from the above list. The default is 1 Monthly. Making ChangesYou can change this frequency at any time. It takes effect based upon the last month billed. Last Month Billed PurposeThis is where you enter the last month for which this invoice was billed (1-12). ChoicesEnter a number 0 to 12. EffectsYour selection helps you keep track of when the last invoice was issued. How to ChooseEnter 1-12 if the invoice is not new, or enter 0 if the invoice is new. Making ChangesYou can change the last month billed at any time. A/P updates the month as invoices are processed. # of Months Billed PurposeThis is where you enter the number of months the invoice has been billed to date. ChoicesEnter a number 0 to 999. Enter the number of months or the number of times (if your frequency is not monthly) that this invoice has been billed to date. If this is a new invoice, accept 0 as the default. A/P will update this field as the automatic invoices are processed. 56
EffectsWhen the # of Months Billed is equal to the figure you entered in Number of Months, automatic billing stops. This keeps you informed of how many months have been billed to date. How to ChooseEnter the number of months the invoice has been billed to date. Making ChangesYou can change your entry at any time. A/P Account PurposeThe A/P account code you enter ensures that this invoice is posted to the correct G/L account. ChoicesYou need to use the same codes you set up in module options. You can refer to them if you want, or use [F2LOOKUP] to see the codes and descriptions of those available. The default displayed is set up in Maintain Vendors. EffectsIf you dont use the codes you have already established, you will get an error message. Your invoice should be posted to the correct A/P account code (1-9).
Making ChangesYou can make changes at any time, as long as the A/P account code is established in the module options file. Comment PurposeThis is where you enter descriptive information. ChoicesEnter a description up to 25 characters in length. However, this is not required. EffectsThe information you enter here appears on the automatic invoice report and the control report. How to ChooseEnter descriptive information. For example, if this invoice is for a company vehicle payment, type the name and year of the vehicle. Making ChangesChange your description whenever you like.
57
Index
Purchase Orders
Inventory
How to ChooseSelect from the codes you set up in module options. Use [F2LOOKUP].
Accounts Receivable
Accounts Payable

Distribution Accounts, Distribution Amounts PurposeThese let you distribute the total amount of an invoice to eight different General Ledger posting accounts. Remember, if you are transferring to G/L, the account numbers you use must be valid posting accounts from the chart of accounts. You can use [F2LOOKUP] if Peachtree Accountings General Ledger is activated. ChoicesYou can distribute up to eight different amounts and eight different posting accounts. How to ChooseEnter the correct five- or six-digit posting account number, and the correct amounts. If youre distributing to more than one G/L account, be sure the total of all the accounts equals the total amount of the invoice. Peachtree Accounting will not allow you to exit unless the invoice distribution is in balance. Making ChangesYou can make changes at any time. Distribute to Job Cost PurposeThis distribution window allows you to enter information that relates to a job in Job Cost. ChoicesYou can distribute this invoice to a maximum of 10 job numbers. Each job number can be distributed further by a phase code and cost code. You can break down the total amount of the invoice for each job number, phase code, and cost code. EffectsThe information you enter in this window is distributed to Job Cost. However, you must do two things to make this window appear: enter Y at Post to Job Cost (Y/N) in A/P Module Options install Job Cost
How to ChooseEnter Y if you want this invoice to update Job Cost. Enter N if this invoice does not need to update Job Cost. For example, you may need to update this invoice to a particular job. The default is Y if you are interfaced with the Job Cost module. Making ChangesYou can change any information here until you accept the window.
58
Entering Your Automatic Invoices
Gather all the setup forms for your automatic invoices. Now youre ready to begin. You should already be in Peachtree Accounting. If not, start Peachtree Accounting, open the Main Menu, and select Accounts Payable.
1 Select Maintenance Programs, then Maintain Auto Invoices.
Remember, after each entry you make, press e.

Note
Enter your vendor ID.
If you enter a vendor ID that is not in the Maintain Vendor file, this message appears: Not on FileAdd (Y/N) You can add the vendor here if you like. If you enter Y, a window appears. This window is the same one displayed in Maintain Vendors. If you need help, refer to the previous section, which is about Maintain Vendors. If you enter N, the cursor goes back to Vendor ID. You can use [F2 LOOKUP], [ALTF2-NAME] or [CTLF2-PHONE] to see which vendors are already entered. Enter the vendor ID you want and continue.
3 Enter an auto invoice number.
Use a one or two-character number. If you enter a number not already on file, a message displays: Not on FileAdd (Y/N) Purchase Orders 59 Index
Inventory
Accounts Receivable
If youre printing a control report, make sure your printer is ready and your paper is at top of form.
Accounts Payable

Accept Y and continue.
The Maintain Auto Invoices window displays:
Youre ready to enter your information. Use the setup forms you filled out earlier. If you get stuck, refer to the field descriptions. Also, take advantage of [F2LOOKUP].
5 Select active (A) or inactive (I) at Auto Invoice Status.
This selection is required; it can be changed at any time.

6 Enter the amount due.
The first time you enter an amount, it automatically distributes to the accounts by the percentages you specified. If you make any changes to this amount, then you can press 5-Distribute to automatically distribute the percentages of the amounts to the accounts you specified: For example: you set up a vendor with Account 1. 52000 2. 53000 3. 61000 60 Percent 0.00 50.00 50.00
The amount in the Amount Due field is $1.01 and you press 5Distribute. The amounts that are automatically filled in are Account 1. 52000 2. 53000 3. 61000
7 8 Enter the due day.
Amount $0.00 $0.50 $0.51
This is the last day the automatic invoice can be discounted.

9 10 11 12 Enter the discount percent. Type in the number of months the invoice is to be automatically billed. Enter the month to begin the auto invoice, 112. Now select the frequency of the invoicehow often you want the invoice issued. Press 2 for a list of your invoices.
13
Enter the A/P account number. Use 2 for a list of your account numbers.
Notice when you enter the code, the default account number displays set up Maintain Vendors.
14 Type in a descriptive comment.
A comment is not required, so you dont have to make an entry.

15 Press e and continue. The cursor moves to Distribution.
There will be a default account number here from the vendor file. The amount is also defaulted. A/P displays the amount of the auto invoice in the right-hand column for you. If you distribute the invoice to several different account numbers, A/P keeps track of the correct remaining amount and displays it in the amount column. Remember, the total of distributed amounts must equal the total in Amount Due. You cannot continue until these amounts are equal.
61
Index
Purchase Orders
Inventory
If you already have automatic billing, you will have numbers to enter in Last Month Billed and # of Months Billed. Otherwise, youll probably accept the default.
Accounts Receivable
Then enter the discount day.
Accounts Payable

16
Select the Accept button when youre done.
If you select the Accept button, and the module option for Post to Job Cost is set to Y, the following message appears.
17
Select the Yes button if you need to update this automatic invoice to Job Cost.
The Job Cost Distribution window appears:
Your cursor is at Amount to Distribute to Job Cost.

18 You can distribute all of the amount, or part of the amount. Type the amount to distribute or press e to accept the amount listed in the field.
The cursor moves to the job number field. 2 is available if Job Cost is installed. A job number is a six-digit alphanumeric ID number, similar to a vendor ID. Its used to uniquely identify a particular job.
19 Enter a job number of up to six alphanumeric characters.
62
Import A/P Invoices

20
Enter a two-digit phase code. 2 is available if Job Cost is installed.
A phase code is an alphanumeric ID number similar to a vendor ID. It is used to identify a particular stage or phase of a job.
21 Enter a cost code of up to six alphanumeric characters. 2 is available if Job Cost is installed.
22
Enter an amount.
The amount is defaulted to the amount entered at Amount to Distribute to Job Cost. You can distribute up to five job numbers.
23 24 When you are finished, select the Accept button to get back to Auto Invoice Number. Press q then 0 to return to the Accounts Payable Maintenance Menu.
Import A/P Invoices

Do you need to import Accounts Payable invoices and credits to Peachtree? Rather than entering it all by keyboard, you can use Import A/P Invoices to read this data from a comma-delimited ASCII text file. Before the import process begins, the file is checked for errors. If any are found, you are given the option to cancel the import. Peachtree then prints a report that explains any errors and shows what was imported. Make a backup of A/P before you import. To import, you must first create a file that conforms to the format explained in the next section, Import File Specifications. Next, choose Extended Processing Options from the A/P Maintenance menu, and select Import A/ P Invoices. Enter the name of the file to import. Inventory Index Purchase Orders

The ASCII text file must contains at least one line for every invoice. Separate fields by commas. You can optionally surround all fields with quotation marks, even numeric fields. If any field contains spaces or commas, however, that field must be enclosed in quotation marks.
63
Accounts Receivable
A cost code identifies which costs are associated with a specific phase of a job. Its purpose is to break down a job into cost categories. You cannot use a cost code unless you also use a phase code.
Accounts Payable

For each A/P invoice, you can supply four different types of data: Primary, Distribution, Prepaid, and Job Cost. Each type of data appears on a separate line of the text file. You must supply the Primary line. The other three are optional but, if supplied, must come right after the Primary line and before the Primary line of the next invoice.
Format for Primary Line

Field
Vendor ID Invoice Number 1 Invoice Date Invoice Amount Due Date Discount Amount Discount Date Comment Numeric Date Numeric Date Alphanumeric
Type
Alphanumeric Alphanumeric Constant
Length
6 23 1 8 12 8 12 8 25
Comment
Must be a valid ID Must be unique Indicates Primary line Format MM/DD/YY No $ or , Use . for cents
Note
Dates must be left-padded with zeros in MM/DD/YY format. Example: January 1, 2004 must be imported as 01/01/04, not as 1/1/04. Example of Primary lines: BLASS,56012,1,01/10/91,164.25,02/10/91,3.29,01/20/91,Skirts/Dresses BRATCH,JANUARY,1,01/21/91,5025.91,02/10/91,,,Quarterly Shipment DIOR,77123-1512,1,01/15/91,501.76 The first line shows all fields. It represents invoice 56012, from vendor BLASS, dated 01/10/91, for $164.25. It is due 02/10/91 and is subject to a discount of $3.29 if paid by 01/20/91. The comment for the invoice is Skirts/ Dresses. The next line shows an invoice that is not subject to any discount. The third line shows an invoice that uses defaults for the last four fields. The due date will be set to 30 days after the invoice date. There will be no discount, and the comment will be blank.
64
Import A/P Invoices

To import a credit, the invoice amount is negative. Precede the number with a minus sign to make it negative. Credits may not have discounts. If you have only a Primary line, the entire amount of the invoice will be distributed to the vendors default G/L Account, and A/P account code 1 will be used. To distribute to other G/L Accounts, a Distribution line must be included.
Format for Distribution Line

Accounts Receivable Index Purchase Orders 65 Inventory Field
Vendor ID Invoice Number 2 A/P Account Code (1-9) Debit Acct #1 Debit Amount #1 ... Debit Acct #8 Debit Amount #8
Type
Alphanumeric Alphanumeric Constant Numeric Numeric Numeric ...
Length
6 23 1 1 5/6 12
Comment
Must be same as Primary Must be same as Primary Indicates Distribution data Must be a valid code Must be a valid G/L Acct # No $ or , Use . for cents ...
To mark an invoice as a prepaid invoice, include the following Prepaid line.
Format for Prepaid Line

Field
Vendor ID Invoice Number 3 Cash Acct. Code (1-9) Prepaid Check No.
Type
Alphanumeric Alphanumeric Constant Numeric Numeric
Length
6 23 1 1 8
Comment
Must be same as Primary Must be same as Primary Indicates Prepaid data Must be a valid code Must be unique
If the invoice is to be distributed to Job Cost, include a Job Cost line.
Accounts Payable

Format for Job Cost Line

Field
Vendor ID Invoice Number 4 Job #1 Phase #1 Cost Code #1 Amount #1 ... Job #5 Phase #5 Cost Code #5 Amount #5
Type
Alphanumeric Alphanumeric Constant Alphanumeric Alphanumeric Alphanumeric Numeric ... Alphanumeric Alphanumeric Alphanumeric Numeric
Length
6 23 1 6 2 6 12
Comment
Must be same as Primary Must be same as Primary Indicates Job Cost data Must be valid Must be valid Must be valid No $ or , use . for cents ...
6 2 6 12
Must be valid Must be valid Must be valid No $ or , use . for cents
The following example shows a Primary, Distribution, Prepaid, and Job Cost line for an invoice: BLASS,56012,1,01/10/91,164.25,02/10/91,3.29,01/20/91,Skirts/Dresses BLASS,56012,2,1,13500,100,13600,50,13700,14.25 BLASS,56012,3,1,40561 BLASS,56012,4,OFFICE,99,03,40,OFFICE,99,04,60,OFFICE,99,05,64.25 To delete the import file after invoices have been imported, put the following on the last line of the file: ,DELETE
66
Setting Up Your Invoices
After you set up your vendors, establish the current balance for each vendor that has a balance due. Enter the invoices for each vendor that has a balance. Print out the setup form to gather your information before entry. See your Getting Started Guide for further information. Vendor ID PurposeThe vendor ID identifies each of your vendors in a unique way. No two vendors can have the same ID. Once you enter a vendor ID, it cant be changed, except by deleting the vendor from the file. ChoicesYou can enter an ID that has already been set up in your vendor file or add a new one on the fly. That means you can enter a new vendor while in this program. If you enter a vendor ID thats not on file, a message appears: NOT ON FILEADD (Y/N). If you add a vendor, you will see the same window that is displayed in Maintain Vendors. How to ChooseEnter an existing ID or use [F2LOOKUP], [ALTF2NAME], or [CTLF2-PHONE] to see the codes and descriptions of those available. Making ChangesYou cannot change a vendor ID once an invoice transaction is accepted. If you want to change the ID for a specific vendor record, this must be done using the Change Vendor ID program from the Accounts Payable Maintenance Menu. For more information, see Using Accounts Payable for Your Accounting Tasks on page 98. Invoice No. PurposeThis number identifies the invoice number (or a reference number) issued by the vendor for the amount due. ChoicesYou can use any number up to 23 characters long. This is required. How to ChooseEnter the invoice number (or a reference number) issued by the vendor. Making ChangesYou cannot change the invoice number once its been entered.
67
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Invoice Date PurposeThis is where you enter the date the invoice is issued. ChoicesYou must enter a date. You can accept the default or enter a new date. EffectsRecording the date lets you know when the invoice was produced. How to ChooseEnter the correct date in MMDDYY format. For example, March 5, 1996, is entered as 030596. Making ChangesYou can change this at any time before you exit the window. Amount Due PurposeThis amount is the total dollar amount of the invoice. ChoicesEnter any amount from 0 to 9,999,999.99. EffectsThis also can be used to enter a 0 invoice amount to record a purchase discount not allowed. If you enter 0 here, you can enter a negative amount at Discount Amount. For example, suppose an invoice was entered for $100.00 with a purchase discount amount of $8.75. You discover there is no discount for early payment. To correct this error, create another invoice (using a different invoice number since they cant be duplicated) and enter the Amount Due as 0. Then, enter -8.75 at Discount Amount. Enter the previous invoice number at Comment, or just type Discount Not Allowed as a reminder. How to ChooseEnter the total dollar amount of the invoice. Making ChangesYou can change this amount any time before accepting the window. Due Date PurposeThis date is the date the invoice amount is due. ChoicesYou must enter a valid date. The default date is 30 days from the invoice date. EffectsThe date you enter here is used by the automatic selection feature in the Select Invoices for Payment program. It also determines aging. Automatic invoices are sorted by due date on several reports, including the Aging Report, Cash Requirements Report, and Open Invoices Report. 68
How to ChooseEnter the date the invoice amount is due. Making ChangesYou can change the due date any time before accepting the invoice. Discount % PurposeThis is the percent of the available purchase discount. If the invoice can be discounted for early payment, enter the percent of the discount here. ChoicesEnter any number up to 99.99 percent. EffectsA/P multiplies the amount due by this percentage to get the discount amount. If you enter a percentage, the purchase discount amount is computed. How to ChooseIf the invoice can be discounted for early payment, enter the percent of the discount here. Making ChangesYou can change this at any time before exiting the window. Discount Amount PurposeYou can enter a dollar amount here instead of using Discount %. If you already entered Discount %, the dollar amount is automatically calculated for you. ChoicesYou can enter a dollar amount. You can also enter 0 if there is no discount amount. If youre entering an invoice to correct a discount that wasnt allowed, enter the amount due as 0. Then enter the discount amount with a minus sign. EffectsIf you enter a dollar amount here, the Discount % is automatically calculated. The purchase discount amount is deducted from the invoice price to show the net amount due. How to ChooseEnter the total purchase discount amount. Making ChangesYou can make changes until you exit the window.
69
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Discount Date PurposeThis is where you enter the last date the invoice can be discounted. ChoicesIf you dont make an entry here, Peachtree Accounting defaults to 10 days after the invoice date. You can enter a different date as long as its earlier than the due date. EffectsIf you pay by this date, A/P subtracts the purchase discount amount from the payment. How to ChooseWrite the last date the invoice can be paid in order to get the purchase discount in the MMDDYY format. Making ChangesYou can make changes until you exit the window. A/P Account Code PurposeThe A/P account code you enter ensures this invoice is posted to the correct accounts payable General Ledger account. ChoicesYou need to use the same codes you set up in module options. The default code set up in Maintain Vendors is displayed. You can refer to these codes if you want or use [F2LOOKUP] to see the codes and descriptions of those available. EffectsIf you dont use the codes you have already established, you will get an error message. Your invoice should be posted to the correct A/P account code. How to ChooseSelect from the codes you set up in module options. Making ChangesYou can make changes before accepting the window. Comment PurposeYou can enter additional information here. For example, you may receive an invoice for a product thats very similar to several other invoices youve received from the same vendor. Use this for a description to help you differentiate between them. ChoicesEnter any 25-character combination of letters or numbers. How to ChooseThis is optional, so you can enter something here or leave it blank. Whatever you enter here appears on some reports or displays. Making ChangesYou may make changes until you exit the program.
70
Prepaid (Y/N) PurposeThis selection allows you to record manually written checks. ChoicesY or N. The default is N. How to ChooseType Y if its a prepaid invoice or a C.O.D., and the cursor will move to the next line. Type N if the invoice isnt prepaid. If you select N, the cursor moves to Distribution. Making ChangesYou can make changes before accepting the window. Cash Account Code PurposeThis is where you record the cash account number from which the check was written for the prepaid invoice. ChoicesEnter the cash account code number. The default code set up in A/ P module options is displayed. Use [F2LOOKUP] to see the account code numbers and descriptions of those available. How to ChooseYou must enter the cash account code used to issue the check. Enter the correct number or use the [F2LOOKUP] to find the correct number. Making ChangesYou can change this number at any time. Check Number PurposeThis is where you record the number of the check written for a prepaid invoice. You can enter a check number here only if you answered Y to Prepaid Y/N. ChoicesEnter up to eight digits for the check number that corresponds to the manually written check. How to ChooseIf you answered Y to Prepaid Y/N, you must answer this question. Making ChangesYou can change this check number until you accept the window.
71
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Distribution Account PurposeYou must distribute the total amount of the invoice. There are eight possible General Ledger posting account numbers you can enter here. ChoicesUse one or all of the available accounts. The default is the account set up in the vendor file. Use this default, or enter any valid G/L account number to which this expense applies. You can use [F2LOOKUP] if G/L is installed. EffectsIf you entered an account number in the Maintain Vendors file, that default appears here. You can accept the default or enter one or more G/ L account numbers here to distribute the invoice information. For example, if you have a vendor that provides catering services, and your G/L account number for catering is 888000, that number appears as a default. You can accept it or change it. If you want to distribute to more than one account, make sure that the total amount distributed equals the invoice amount. How to ChooseEnter the posting account(s) to which you want to distribute. Be sure you select valid G/L posting accounts in the chart of accounts. Making ChangesYou can make changes before accepting the window. Distribution Amount PurposeHere you enter the corresponding exact dollar amount to be posted to each account number you entered. ChoicesYou can enter amounts that equal the total amount of the invoice with corresponding accounts. The total invoice amount is defaulted here. EffectsThe amount you enter will be posted to the corresponding General Ledger account number for this invoice. How to ChooseType in the amounts to be distributed. Making ChangesYou can make changes to this field before you accept the window.
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P=Print PurposeWith A/P Check On Demand, you can quickly pay an invoice without going through the entire Check Cycle in Accounts Payable. ChoicesYou can pay or partially pay individual invoices accurately as you enter themeven if you havent updated checks from your last batch of checks. How to chooseTo use A/P Check On Demand, press P at the accept prompt, and press e. You will see the Check Info options box.
Note
If you have Interface to Job Cost set to Yes in the A/P Options file, you will be prompted to Distribute to Job Cost before the Check Info box will appear. The Check Info box allows you to select the Cash Account Code, Check Number, Check Date, and Check Amount. If the Check Date is the same as or earlier than the Discount Date, the Check Amount will reflect the discount taken. If you want to partially pay the invoice selected, change the Check Amount to the payment amount desired. Making ChangesAfter accepting the Check Information, the Print dialog box displays, allowing you to select a printer and print a Check Mask, if needed. After you enter N to Print Check Mask, the accounts payable check will print. If the check does not print correctly, you will have the opportunity to return to the Check Info box to reprint the check by answering No to the message box. When you answer Yes to continue, the invoice and check will be updated. Any check masks or check numbers used will appear on the Monthly Check Register for your audit trail. Distribute to Job Cost
ChoicesYou can distribute this invoice to a maximum of 10 job numbers. Each job number can be distributed further by a phase code and cost code. You can break down the total amount of the invoice for each job number, phase code, and cost code.
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Index
Purchase Orders
PurposeThis distribution window allows you to enter information that can be used by Job Cost.
Inventory
Accounts Receivable
Accounts Payable

Normally, your total job cost distributions should never exceed the total amount of the invoice. However, you can over-distribute job cost (distribute higher than the total amount of the invoice). A common reason for overdistributing job information includes applying overhead expenses directly to an invoice. For example, A/P invoices might not include freight charges, discount expenses, workers comp expenses, or additional services. Typically these are entered separately. You can allocate these estimated expenses to a job using an A/P invoice rather than entering these items separately in Job Cost. EffectsThe information you enter in this window is distributed to Job Cost. However, you must do two things to make this window display enter Y at POST TO JOB COST (Y/N) in A/P Module Options install Job Cost
How to ChooseEnter information that can be used by Job Cost. For example, you may need to update this invoice to a particular job. Making ChangesYou can change any information here until you accept the window.
Entering and Changing Transactions

You can do several things from the Enter/Change Transactions menu option. You can do all of the following from this menu option: Enter Invoices Edit Invoices Enter Credits Delete Invoices/Credits Enter/Change Beginning Balances Process Automatic Invoices
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Entering Your Invoices
Gather your setup forms before you begin entry. If you havent already started Peachtree Accounting, do so now.
1 2 3 Select Accounts Payable from the PCA Main Menu. Select Processing Programs and then Enter/Change Transactions from the Accounts Payable Processing Menu. When the Process Options box displays, select Enter Invoices.
If you set the force control reports to N in A/P module options, A/P asks if you want to print a control report. If the force control reports is set to Y, A/P will display the Print dialog to allow you to change the printer if necessary. When you are finished making printer selections, click OK. Make sure your printer is ready and that your paper is set to print from the top. Now youre ready to enter your vendor ID.
4 Enter the Vendor ID for the invoice you would like to enter.
You can use [F2-LOOKUP], [ALTF2-NAME], or [CTLF2-PHONE] to find the vendor. If you made a mistake, enter the correct vendor ID. If you need to add a new vendor, accept Y. Enter your information. If you need help, refer to the section on Maintain Vendors earlier in this chapter. If you need to review the list of vendors available, use [F2LOOKUP], [ALTF2NAME] or [CTLF2-PHONE]. If you dont want to enter a new vendor, or entered one by mistake, select N. The cursor returns to the vendor ID field where you can start over. Inventory Index Purchase Orders 75
Accounts Receivable
Accounts Payable

Enter an invoice number of up to 23 alphanumeric characters.
Remember, once the invoice number is entered, it cannot be changed. The rest of the Enter/Edit Transactions window displays:
6 7
Enter in the correct invoice date. Enter the amount due.
The first time you enter an amount, it automatically distributes to the accounts by the percentages you specified. If you make any changes to this amount, then you can press 5-Distribute to automatically distribute the percentages of the amounts to the accounts you specified: For example: you set up a vendor with Account 1. 52000 2. 53000 3. 61000 76 Percent 0.00 50.00 50.00

8 9 10
Amount $0.00 $0.50 $0.51
Accept the due date (30 days from the date displayed) or change it.
Accept the discount amount.
Notice it is figured and displayed for you by A/P if you entered a discount %. If you did not enter a discount %, but know the amount, enter it here. The discount % is calculated for you.
11 Accept or change the discount date.
12
Enter an A/P account code.
The default A/P account code set up in Maintain Vendors displays. If you arent sure which account code you need, press 2 to display an option box that lists each code, account number, and description. You can make a selection from there.
13 14 Enter descriptive information at Comment. Change N to Y at Pre-paid if the invoice was prepaid.
If the invoice is not prepaid, accept N. A/P skips Cash Account Code and Check Number, and the cursor moves to Distribution Account.
15 A/P enters the distribution account number for you.
You can also use [F2LOOKUP], if General Ledger is installed, or change the distribution account number. Press e and the distribution amount is also inserted for you. You may enter up to eight distribution account numbers and distribution amounts.
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Index
Purchase Orders
Enter the cash account number or use [F2LOOKUP]. You must enter the check number.
Inventory
Notice A/P displays a date for you, which is 10 days from the invoice date. However, A/P displays a date only if there has been an entry made in discount % or discount amount. If not, A/P skips this. The date you select should be the last date the discount is valid.
Accounts Receivable
Enter the discount %. Remember, the percentage of the invoice discounted cannot equal or exceed the amount of the invoice.
Accounts Payable

16
When youre finished, press 0.
ACCEPT (Y/N): Y (P=PRINT) prompt appears.

17 To print a check, press P at the accept prompt, and press e. You will see the Check Info options box.
Note
If you have Interface to Job Cost set to Yes in the A/P Options file, you will be prompted to Distribute to Job Cost before the Check Info box will appear. The Check Info box allows you to select the Cash Account Code, Check Number, Check Date, and Check Amount. If the Check Date is the same as or earlier than the Discount Date, the Check Amount will reflect the discount taken. If you want to partially pay the invoice selected, change the Check Amount to the payment amount desired. After accepting the Check Information, you select either a standard or Customized check. Then from the Print dialog, select a printer, set your paper to the top of the form (if necessary), and print a Check Mask, if needed. After you enter N to Print Check Mask, the accounts payable check will print. If the check does not print correctly, you will have the opportunity to return to the Check Info box to reprint the check by answering N to this message box. When you answer Y to continue, the invoice and check will be updated. Any check masks or check numbers used will appear on the Monthly Check Register for your audit trail.
Fast Data Entry in Enter Invoices

Entering invoices can also be done in as little as three keystrokes. The only fields that Peachtree Accounting requires you to fill in are Invoice Number, Vendor, and Invoice Amount (Amount Due). And, you can use the t key to jump from the Amount Due field, to the A/P Account field, to the G/L Distribution Amount #1 field. This will significantly decrease the number of keystrokes required to enter this information. To jump backwards through these fields, use s-t. You can change any of the fields with default information if necessary. This will save repetitive entering of information that is the same for the majority of your invoices.
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Editing A/P Invoices
To enter an invoice in only three steps (once you reach the invoice menu option), do the following:
1 Select Accounts Payable from the PCA Main Menu. Next, select Processing Programs and then Enter/Change Transactions from the Accounts Payable Processing Menu. When the Process Options box displays, select Enter Invoices.
Now youre ready to enter your vendor ID.

3 Enter the Vendor ID for the invoice you would like to enter.
You can use [F2-LOOKUP], [ALTF2-NAME], or [CTLF2-PHONE] to find the vendor.

4 Enter the Invoice Number.
Enter the Amount Due and press 0 to return to the menu.
Editing A/P Invoices

A/P invoices can be edited once they are entered. Invoices can be edited as long as they have not been selected for payment, partially paid, or credits entered against them. Editing an invoice is exactly like entering a new invoice except that you select an existing invoice number.
Select Accounts Payable from the PCA Main Menu. Next, select Processing Programs and then Enter/Change Transactions from the Accounts Payable Processing Menu. When the Process Options box displays, select Edit Invoices.
If you set the force control reports to N in A/P module options, A/P asks if you want to print a control report. Now youre ready to enter your vendor ID.
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Index
Purchase Orders
To edit an existing invoice that has not been selected for payment or partially paid, follow these steps:
Inventory
If you have the option set up, you will be asked if you want to distribute to Job Cost.
Accounts Receivable
If you set the force control reports to N in A/P module options, A/P asks if you want to print a control report. If the force control reports is set to Y, A/P displays the Print dialog box to allow you to change your printer if necessary. When you have finished making your printer selection, click OK. Make sure your printer is ready and that your paper is set to print from the top.
Accounts Payable

Enter the Vendor ID for the invoice you would like to edit.
You can use [F2-LOOKUP], [ALTF2-NAME], or [CTLF2-PHONE] to find the vendor.

4 Enter the Invoice Number (No.) that you would like to edit.
You can use [F2-LOOKUP] to find the invoice. The invoice you select will display so you can make sure it is the one you want to edit.
5 At the ACCEPT (Y/N): Y (P=PRINT) prompt enter P to print a check. You will see the Check Info options box.
Note
If you have Interface to Job Cost set to Yes in the A/P Options file, you will be prompted to Distribute to Job Cost before the Check Info box will appear. The Check Info box allows you to select the Cash Account Code, Check Number, Check Date, and Check Amount. If the Check Date is the same as or earlier than the Discount Date, the Check Amount will reflect the discount taken. If you want to partially pay the invoice selected, change the Check Amount to the payment amount desired. After accepting the Check Information, you select either a standard or Customized check. Then the Print dialog box displays, allowing you to select a printer. Print a Check Mask, if needed. After you enter N to Print Check Mask, the accounts payable check will print. If the check does not print correctly, you will have the opportunity to return to the Check Info box to reprint the check by answering N to this message box. When you answer Y to continue, the invoice and check will be updated. Any check masks or check numbers used will appear on the Monthly Check Register for your audit trail.
Preparing Credits for Entry

The next section describes the information you need to gather for any vendor with a credit balance or open credit. Use the setup forms to record your information before entry. Credit Date PurposeThis is the default date that appears on open credits that are entered in a batch processing. ChoicesAccept the default, or type a different date. 80

EffectsThis date appears on open credits. How to ChooseEnter a date, or accept the default (system date). Making ChangesYou can change the date at any time until you accept the window. Open Credit or Specific Credit
ChoicesO (open credit) or S (specific credit). EffectsOpen credits dont apply to a particular invoice; they are applied to a vendor account. A specific credit applies to an invoice already on file. How to ChooseFor example, lets suppose you purchase T-shirts on a monthly basis from Vendor DZ. However, the last shipment was four days late, which meant that you had no new stock for an entire day. In the interest of good business, Vendor DZ sends you a credit for $250. Since this credit isnt for a specific invoice, it is an open credit, which you apply to the Vendor DZ account. Now, lets suppose you purchased 400 screen-printed hats from Vendor AA as part of a special one-time-only deal, and you were issued an invoice upon delivery. Unfortunately, 30 hats had incorrect slogans. So Vendor AA sends you a credit for the 30 hats for $78.45. You would apply this credit to the specific invoice you received for the hats. Making ChangesYou can change this at any time before accepting the window. Vendor ID PurposeThis is where you identify your vendor to apply the credit. EffectsIf you dont enter a valid and correct vendor ID, youll get an error message and will have to enter a valid vendor ID. How to ChooseChoose the correct vendor ID. If you need to, go back to your vendor file or type [F2LOOKUP], [ALTF2-NAME], or [CTLF2PHONE].
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Index
Purchase Orders
Inventory
Accounts Receivable
PurposeThis is where you identify what kind of entry to make: an open credit or specific credit. These two selections appear in an options box that is displayed after you enter the Credit Date.
Accounts Payable

Making ChangesYou cannot make changes to the vendor ID once the credit transaction is accepted. If you want to change the ID for a specific vendor record, this must be done using the Change Vendor ID program from the Accounts Payable Maintenance Menu. For more information, see Using Accounts Payable for Your Accounting Tasks on page 98. Invoice Number PurposeTo apply a credit to an invoice, enter that invoice number here. ChoicesYou must enter the invoice number here for a specific credit. You can also type OPEN CREDIT to identify the transaction on checks and reports if this is an open credit. The maximum number of characters you can enter is 23. If you selected specific credit, an invoice number can be displayed by using [F2LOOKUP]. EffectsFor open credits, a new record is created when you enter an invoice number. (You dont have to use a number; you can just enter OPEN CREDIT or some other phrase.) If this is a specific invoice the information is pulled from the invoice file for processing. So, for invoice number, enter the actual invoice number. How to ChooseEnter either an existing invoice number for a specific credit, or enter up to 23 characters for an open credit. Making ChoicesYou can change this invoice number any time before accepting the window. If you have already accepted the window, you can use to undo the entries. Credit Date PurposeThis is used for the date the credit memo was issued by the vendor. This date only appears for open credits. ChoicesYou can accept the default date entered at the beginning of the program, or enter a different date. EffectsThe actual date the credit memo was issued appears on various reports. How to ChooseUsing the MMDDYY format, enter the date. Making ChangesYou can change this date until you accept the window.
82

Credit Amount PurposeThis is for the total dollar amount of the open or specific credit for this invoice. ChoicesEnter the credit amount. You cannot enter a negative amount. EffectsThe amount you enter affects the vendor balance (if this is an open credit) and each General Ledger distribution account you selected when the original invoice was entered (if its a specific credit).
Making ChangesYou can change this amount at any time before accepting the window. A/P Account Code (Open Credit) PurposeThis ensures that the credit is posted to the selected A/P account. ChoicesEnter the account number you set up in module options or accept the default set up in Maintain Vendors.
How to ChooseEnter the correct accounts payable account code. Or, use [F2LOOKUP]. Making ChangesYou can make changes to this field at any time before accepting the window. Comment (Open Credit)
ChoicesEnter any comment up to 25 characters. EffectsThe information in this field appears on various reports. How to ChooseEnter a description or reason for the credit. Making ChangesYou can make changes until you accept the window.
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Index
Purchase Orders
PurposeHere you can enter a description or reason for the credit. This field only appears in open credits.
Inventory
EffectsThe open credit amount will be posted to the A/P account selected.
Accounts Receivable
How to ChooseEnter the correct amount to be credited. The amount cant be greater than the invoice amount for specific credits.
Accounts Payable

Reference Code (Specific Credit) PurposeThis code specifically identifies the credit. You should use the credit memo number if one is available. If not, enter an in-house reference code. ChoicesEnter the credit memo number. You can enter up to eight numbers and/or letters. This is required. EffectsThis code appears on reports and can be used to reconcile credit memos. How to ChooseEnter the credit memo number or an in-house reference code. Making ChangesYou can change this information until you accept the window. Distribution Account (Open Credit) PurposeYour entry here tells A/P which General Ledger account numbers to credit. You can access this field only for an open credit. ChoicesThe default will be the account set up for the vendor in Maintain Vendors, or enter any other G/L account number of your choice (up to eight accounts). EffectsThe amount is posted to the account number you enter. How to ChooseEnter an account number from the G/L chart of accounts. [F2LOOKUP] is available if G/L is installed. Making ChangesYou can make changes in the account number(s) until you accept the window. Distribution Amount (Open Credit) PurposeThe exact dollar amount to be posted to each General Ledger account is recorded here. You can access this only for an open credit. ChoicesThe default amount is the same as the amount displayed in the Credit Amount field. You can distribute this from one up to eight amounts. You cannot enter a negative amount. EffectsThe amount affects the vendors account balance.
84

How to ChooseEnter the amount as it corresponds to the account. Remember the total of the distribution amounts should equal the total credit amount. Making ChangesYou can make changes in the information at any time before accepting the window. Distribution Credit Amount (Specific Credit)
ChoicesYou can distribute the credit amount to all the G/L accounts to which you have already distributed amounts for a single invoice. The total of the distributed credit amounts must equal the credit amount entered earlier. EffectsThis choice affects each G/L distribution account you selected when the original invoice was entered. How to ChooseDistribute a credit amount to one to eight General Ledger accounts. Making ChangesYou can change this distribution credit amount at any time before accepting the window. Distribute to Job Cost PurposeThis distribution window allows you to enter information that can be used by Job Cost. ChoicesYou can distribute this invoice to a maximum of 10 job numbers. Each job number can be distributed further by a phase code and cost code. You can break down the total amount of the invoice for each job number, phase code, and cost code.
enter Y at Post to Job Cost (Y/N) in A/P Module Options install Job Cost
How to ChooseEnter information that can be used by Job Cost. For example, you may need to update this credit to a particular job. Making ChangesYou can change any information here until you accept the window.
85
Index
Purchase Orders
EffectsThe information you enter in this window is distributed to Job Cost. However, you must do two things to make this window appear:
Inventory
Accounts Receivable
PurposeThis allows you to distribute a credit amount to one or more General Ledger accounts. This field only appears for specific credits.
Accounts Payable

Entering Credits
Now you are ready to enter any credits you may have. Gather the setup forms you filled out. Remember to press e anytime you want to enter information or move to a new line.
1 2 From the Peachtree Accounting Accounts Payable Processing Menu, select Enter/Change Transactions, then Enter Credits. Prepare your printer, if necessary.
The following message appears: Beginning Balances (Y/N) If you accept the default, N, the credits entered will be processed as usual. If you change the default to Y, the credits you enter during this session will establish beginning balances for your vendors. Whether you select N or Y, the cursor moves to Credit Date.
3 Either accept the credit date (your system date) or enter another date.
This date appears on the control report and is the default date of all credits entered during this session or batch. After you type the date (or accept the default), an option box appears and displays Enter Open Credits and Enter Specific Credits.
4 5 Select Enter Open Credits. Enter a vendor ID.
If you dont enter a valid vendor ID, you get an error message. Use [F2 LOOKUP] for a list of your vendors. Add new vendors in the Maintain Vendors program.
86

Entering Credits
Type any invoice number up to 23 alphanumeric characters. This information is required.
The rest of the window displays:

\
Accept the default or type a new date at Credit Date.
This date displays on the credit memo.

8 9 10 Enter the credit amount. (It cant be less than zero.) Type in the A/P account code. Use [F2LOOKUP] if necessary. Enter any additional information at Comment.
Use Comment to describe the reason for the credit, like overpayment, refund, etc.
11 Enter the General Ledger account number at Distribution Account, or accept the default.
87
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

12
Enter the distribution amount. Press e to accept the default, or distribute the amount to up to eight accounts. Remember, it cant be a negative number.
The first time you enter a distribution amount, it automatically distributes to the accounts by the percentages you specified. If you make any changes to this amount, then you can press 5-Distribute to automatically distribute the percentages of the amounts to the accounts you specified: For example: you set up a vendor with Account 1. 52000 2. 53000 3. 61000 Percent 0.00 50.00 50.00
13
Amount $0.00 $0.50 $0.51
Press 0 when youre finished. Accept the window.
If you are updating to Job Cost, DISTRIBUTE TO JOB COST (Y/N) displays.
14 15 Press 0 when youre done to move to ACCEPT (Y/N). If you select Y, the cursor moves to Invoice Number. If you select N, the cursor moves to Amount. At Invoice Number, press q twice.
You are back at the Select Credit option box.

16 17 Select Enter Specific Credits. Enter a vendor ID.
If you dont enter a valid vendor ID, you get an error message. Use [F2 LOOKUP] to see valid vendors. Add new vendors in the Maintain Vendors program. The next step is to enter an invoice number. Since this is a specific credit, it must be applied to a specific invoice.
88

Entering Credits
18
Enter an invoice number.
If you dont remember which invoice number to use, press e or 2. A Select Invoice option box appears with all existing invoice numbers for that vendor. Select a number from the option box, or enter one to continue. The invoice detail displays:
Now the cursor moves to Credit Amount. Notice that the information above Credit Amount is the information you entered in Enter Invoices.
20 21 Enter the credit amount. This amount must be greater than 0. Enter the reference code of up to eight alphanumeric characters. This code is required.
The reference code appears on the credit memo. The cursor moves over Distribution Account and Distribution Amount and defaults to the credit amount. Index
89
Purchase Orders
19
If this is the correct invoice, accept the window.
Inventory
Accounts Receivable
Accounts Payable

22 23
Accept the credit amount. Press 0 when youre finished. Accept the window.
If you are updating to Job Cost, DISTRIBUTE TO JOB COST (Y/N) appears. Make entries here, if necessary, otherwise accept N. Now youre ready to enter other specific credits.
24 When youre finished, press q three times to get back to Beginning Balances. Then press 0 to get back to the Accounts Payable Processing Menu.
Entering and Changing Beginning Balances

1 From the Peachtree Accounting Accounts Payable Processing Menu, select Enter/Change Transactions, then Enter/Change Beginning Balances.
The cursor moves to ACCEPT (Y/N) at the bottom of the window with a warning message: YOU SHOULD ONLY ENTER Y at This Prompt If: YOU ARE INITIALLY SETTING UP YOUR ACCOUNTS PAYABLE DATA FILES. YOU ARE RE-ESTABLISHING A DAMAGED VENDOR RECORD THAT HAS BEEN DELETED. Do you want to continue? (Y/N) If you enter N, you will be returned to the previous window. If you enter Y, you will be given the choice of entering Beginning Balance Invoices, Beginning Balance Credits, or deleting Beginning Balances.
2 3 Enter Y and then select the beginning balance transaction you want to enter. Proceed with the transaction as usual and change the beginning balance.
The beginning balances you enter will not be transferred to General Ledger and will not update calendar and fiscal YTD purchases and payments in the vendor master file. Calendar and fiscal YTD purchases and payments require a manual entry.
Note
If you are entering an invoice with a particular payment already applied, enter the remaining amount of the invoice only. This is necessary because A/P cannot process prior period payment history information.
90

Processing Automatic Invoices
When you create automatic invoice, you must process them in order to have them available for selection when you want to pay them.
1 From the Peachtree Accounting Accounts Payable Processing Menu, select Enter/Change Transactions, then Process Automatic Invoices.
The Print dialog box appears.

2 Select a printer or accept the default printer and press e or click OK.
3 4
Enter a beginning date for auto invoices that you want to process. Accept Y to begin processing.
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Index
Purchase Orders
Inventory
Accounts Receivable
Make sure your printer is ready.
Accounts Payable
Processing Automatic Invoices

Maintain Customized Checks

You can customize your AP checks and check stubs to show only the information you specify. Your selections here do not affect your specifications in Maintain AP Options for Standard Checks.
Customizing Checks and Check Stubs

1 From the Accounts Payable Maintenance Menu, select Maintain Customized Check.
The Maintain Customized Check window appears.

\
On a check stub, you have the option to print any of the following: Company Name Vendor Name Check Date, Number Invoice Number, Comment, Date, Amount, Discount, Net Amount Total Payment headings or data
92

Check Stub Memos
The following will always print on the check face in order to protect your company against internal fraud: Printed Check Amount Numeric Check Amount Check Date Payee Name and Address
2 Make changes to the fields if you want to change what will print on the check stub and check.
Enter Y in the Heading column for each field whose data you want to print on the check.
Printing the heading is optional. You can turn off printing the heading or the data at any time.
4 Enter Y in the data column beside each field you want to print data for on the check.
The Check Stub memo field has several options available. You can press 2 and select the option from the displayed list of you can enter one of the following: N - dont print a memo 1, 2, 3, 4, or 5 - print the user defined message and heading with that corresponding number that you set up for each vendor.
On the check itself, you have the option to print or leave off the Company Name and the Check Number.
5 6 Enter Y in the column beside each field you want to print data for on the check. When youre finished making selections, select the Accept button to accept your entries, or the Print button to print to the printer, a disk file, or the window a check mask showing your new format. After viewing the check mask, select the Accept button to close the window.
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Index
Purchase Orders
U - create your own message at this time. The Text field will display where you can enter the memo.
Inventory
Check Stub Memos
Accounts Receivable
Instead of making changes to each individual field yourself, you can select the Default button. This sets all fields to Y except Check Stub Memo, Company Name on stub, and Comment on stub, Company Name on check.
Accounts Payable

Printing Customized Checks

Follow these instructions to print customized checks.
1 Select Print A/P Checks from the Accounts Payable Processing Menu.

2 Select a printer or accept the default printer and then press e or click OK.
Make sure your printer is ready and paper (or check forms) is positioned properly.
3 4 5 6 Select Customized Check Format from the Check Format box. Enter the Check Printed Date. Enter the Starting Check Number. Accept Y at Print Check Mask.
A mask of your check is printed. This helps you align your checks on the printer to avoid wasting them.
7 After the mask is printed and checks are aligned properly, enter N at Print Check Mask.
The actual checks begin to print. A/P displays the vendor ID and the invoice number as it prints the checks. When the checks have finished printing, a prompt displays: Print Control Report on Blank Paper? (Y/N/D)
8 Enter N to print the control report on a check form, Y to print the control report on blank paper, or D to skip printing the control report altogether.
When you answer N, A/P voids the next check number so that it wont be able to be used. If you answer Y here, the next check number wont be voided and you can use the check number. A/P returns to the Accounts Payable Processing Menu.
Credit Card Payments to Vendors

If you make credit card payments to vendors, you can now process those payments more easily. You can simplify credit card payments and stop making adjusting entries to vendors when you define which of your existing cash account codes are credit card accounts. When you pay a vendor with a credit card, just enter a prepaid invoice, and use your credit card cash account on the invoice. The invoice is then automatically copied to your credit card vendor in Peachtree. You can then query the credit card vendor to look at all your charge detail. 94

Follow this procedure to use Credit Card Payments.

1 Set up a G/L account for the credit card account. It is recommended that this account be an additional Accounts Payable account. In the next example, we will use G/L Account 21000 Accounts Payable AMEX.
For information on setting up a G/L account see Using General Ledger in Users Guide Volume II.
95
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

In the Maintain Vendors window, add your credit card provider to Accounts Payable.
96

Set up your Maintain A/P Options. You will see that you have function key, F7Credit Card. This function will appear when you are on a Cash Account Code. Add the account number that was previously set up in General Ledger.
After entering in the Account Number, press 7-Credit Card, and this prompt will appear:
Code 3 Vendor:
You will see 2-Lookup to select from your vendors. Enter your credit card vendor.
To use your enhancement, enter a Prepaid A/P Invoice. When you are on the Cash Account field, select the Cash Code that you have previously set up. You will also need to enter a check number. This number will be used only as a reference number. Now press 0-Done, and the invoice will be marked as paid.
The invoice will then be automatically copied to your Credit Card Vendor. When the invoice is automatically copied, you will be brought back to the Vendor ID prompt. Index
97
Purchase Orders
You have now successfully set up your Credit Card Payments enhancement.
Inventory
Accounts Receivable
Accounts Payable


When you use Accounts Payable in your business, the key to keeping your tasks under control is a plan. If you can organize the different things you need to do into listsone for daily or regular tasks, monthly or end of period tasks, yearly tasks and special tasksyou can use them to simplify your work. This section discusses the order in which to do your tasks: daily (regular), monthly, end of the year, and special.
Setting Up Your Work Flow

Your work is divided into two parts: regular tasks special events
Regular tasks are the Accounts Payable tasks you perform on a regular basis. They may not need to be done every day; however, you need to establish some kind of pattern to follow that depends on the amount of vendors and activity you have. They include daily or weekly tasks monthly or fiscal period tasks
Special events are things that occur rarely, or as the result of special circumstances. For example, printing 1099s is a special, one-time event. Closing out the year is also a special event. These tasks are not part of your regular or daily work. Checklists are included next to give you some guidance. You may want to make copies of the checklists and mark each step as you perform it. After you have become comfortable with A/P, create your own checklist if you like.
Note
This chapter does not include backing up your files as separate tasks or steps. However, making backups is very important. If you back up on a regular basis, it will save you a lot of time and effort later. Approach backing up this way: if the information you enter takes longer to re-enter than it does to back up, then back it up. Make sure you have plenty of blank diskettes ready for backing up the marked tasks.
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Regular Tasks Checklists
See the Getting Started Guide for information on backing up: how it works, how to manage your backup diskettes, etc.
Regular Tasks Checklists

Daily Tasks
B indicates that you should back up after you perform the task. Add, change, or delete vendor information Add or change automatic invoices Add or edit invoices Add new open credits Add any new specific credits Check-printing cycle Open Invoices Report Cash Requirements Report Aging Report Select Invoices for Payment Print Pre-Check Register Print A/P Checks Print Check Register Update A/P Checks B B B B B B B
Monthly Tasks
Complete all daily work Print the Transaction Register Print the Monthly Check Register
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Create G/L Journal Entries Close Current Period
B B
Special Tasks Checklist

Closing the fiscal year Finish all daily and monthly tasks Create G/L Journal Entries Close Current Period Closing the calendar year Finish all daily, monthly, and yearly tasks Create G/L Journal Entries Print 1099s Magnetic Media Report Close Current Period Tasks that can be done at any time Query vendors Delete Invoices Void Checks List Vendors List Auto Invoices Youll notice that your tasks include printing reports. The next section describes some of the features common to Accounts Payable reports. B B B B B B
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Some Common Report Features
Sort Order
Unless otherwise stated, reports sort by vendor ID by A/P account codes by cash account codes
After all of the report is printed other than the grand totals, A/P repeats the prompts for vendor ID, account number, and other selection criteria. You can print the report for as many selections of vendors as you like before ending the program and returning to the menu. However, when you select All Vendors, A/P returns you to the menu when it is finished.
Grand Totals
Grand totals include only those ranges you selected. They do not include anything not listed in the report. Also, if you print the same range twice, or your ranges overlap, the grand totals will include some values more than once.
Sending Reports to Printer(s), Disk, or Screen
Most of the report programs let you direct the report to: Your printer. Direct the report to your printer from the Print dialog box. A disk file. Direct the report to a disk file by selecting Print to File on the Print dialog box. With a disk copy, you can print the report at a later time or use the information for other purposes (such as a spreadsheet).
When a report is described it can be in any of these three forms. To send a report to an alternate printer, to your screen, or to create a disk file containing it.
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Index
Purchase Orders
Your screen. Direct the report to your screen on the Print dialog box and then making the proper selection if you want to view the information without printing it.
Inventory
Accounts Receivable
Printing More than One Range
Accounts Payable
Some Common Report Features

Select the report that you want to print from Accounts Payable Report Programs menu.
After youve selected the report you want to print, Peachtree displays the Print dialog box. From the Print dialog, you can select where your report will be output to. You can either select another printer, print preview or print to a file.
2 Select where you want the report directed.
If you select to send the report to disk, A/P prompts you for the name of the file to hold the report.
3 If prompted, enter a file name of up to six alphanumeric characters. This is required.
You cannot specify file extension. However, you can specify the directory in which the report will be stored. All A/P report files are placed in the same directory that holds A/Ps files. All A/P report files begin with the letters AP.
4 Enter a report description of up to 35 characters. This is required.
A/P returns you to the report program. A/P produces the report. You can interrupt it before it is finished by pressing q.
Be Up-to-Date Before You Print
The more up-to-date your Accounts Payable information is, the more effective your report. Before you print any report, make sure you enter all transactions, such as invoices, credits, prepaid invoices and payments vendor changes, if any
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Regular Tasks
Reports with Previous Period Information
There are two ways in which you can print or view reports containing information from previous periods: If you have your Keep Historical Detail option set to Y in Maintain A/P Options, the Transaction Register can contain information from any previous generation. You can specify beginning and ending cutoff dates to limit the historical detail to the current period when printing the Open Invoices Report, the Account Aging Report, the Transaction Register, and the Monthly Check Register.
Intelligent Query Report Writer (IQ) can produce reports from any generation on your disk. IQ also produces some reports that include information from more than one generation. See the manual accompanying IQ, (if you have the complete package) or call Technical Support for more information.
IQ and Accounts Payable
Intelligent Query Report Writer lets you define additional A/P reports and includes additional standard reports.
Regular Tasks
Regular tasks are the actions youll perform on a consistent basis. Your definition of consistent is formed by the way you run your business. You may follow the suggestions in the checklist and perform them every day or every other day. Maybe you only need to do the tasks in the checklist once a week. It depends on the size of your operation. Remember, however, the more organized and up-to-date you are, the less work you have to do later.
Add, Change, or Delete Vendors

Whether youre adding, changing, or deleting a vendor, the program to use is Maintain Vendors from the A/P Maintenance Menu. If you want to change a vendor ID for an existing vendor record, use the Change Vendor ID program from the A/P Maintenance menu (See the next section for more detail.)
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Index
Purchase Orders
Inventory
Accounts Receivable
If the Keep Historical Detail option was set to N at the beginning of the year, and set to Y more recently, A/P cannot report detail that was removed at the end of any period before the option was changed to Y.
Accounts Payable

If you plan to add some vendors, use the Maintain Vendors Setup Form that you print out from your computer. See your Getting Started Guide for more information. Its easier to organize your information when you know exactly what you need. Make changes or delete an existing vendor by typing N or D at ACCEPT Y/ N/D=DELETE? at the bottom of the window. If you want to delete a vendor, make sure there are no on-going transactions for the vendor. If there are open invoices, credits, or current activity, you will get an error message. For further details on how to use this program, see Preparing Your Records for Use on page 25.
Maintain Vendors on the Fly

To update your vendor information while doing your A/P processing and without having to exit the current program youre using, use Maintain Vendors On The Fly. With this feature, you can quickly change vendor information while Entering or Editing Invoices through Accounts Payable, Selecting Invoices for Payment, and even while Entering or Editing Purchase Orders. With Maintain Vendors on the Fly, the function key 7-Mnt will be available at the bottom of your window. Just type in the Vendor ID you want to maintain, and then press 7 instead of the q key. If you do not know the Vendor ID, leave the Vendor ID field blank, and then press 7-Mnt to see a Vendor lookup Box. After you select the Vendor from the lookup Box, the Maintain Vendor window will appear. If you type in a Vendor ID that does not exist and press 7-Mnt, you will be prompted to add the vendor on the fly.
Change Vendor ID
You can change an existing vendors ID, which identifies an individual vendor record set up in your vendor file. This allows you to reorganize your vendor ID naming conventions (if needed).You cannot change vendor IDs used in Enter Transactions, Enter Documents, Maintain Automatic Transactions, and Maintain Ship-to Addresses. In these areas, you can add a new vendor without having to leave the program. When you change a vendor ID, the changes take place in the current and future generations. Data from previous generations will not be changed. Therefore, Peachtree recommends that you change a vendor ID at the beginning of the accounting period or after recently closing an accounting period or fiscal year. This process can also be used If you just started entering Accounts Payable information and changed your mind about a vendor ID.
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Regular Tasks
The change will be made in installed modules that use the vendor ID including Accounts Payable, Purchase Order, and Inventory. However, the Change Vendor ID program does not affect the Job Cost module. If you are distributing job costs on invoices, Peachtree recommends that you change the vendor ID before posting these transactions to Job Cost. If you change the vendor ID after transferring to Job Cost, then these items will later reflect an incorrect vendor ID. To avoid this problem, Peachtree highly recommends you change your vendor Ids at the beginning of an accounting period or fiscal year. You must have access to Accounts Payable, Purchase Order, and Inventory and Job Costing modules (if they are installed and used). Once you start the Change Vendor ID program, these modules will be temporarily locked. Therefore, other users should exit these modules before beginning the process.
Warning
Before changing a vendor ID, Peachtree highly recommends that you make a backup of your company data. If an error were to occur, you can restore your backup and try the procedure again. To perform the backup, select Back Up/Restore Data Files from the Utilities menu. To change a vendor ID: Inventory Index Purchase Orders
1 2 From the Accounts Payable Maintenance menu, select Change Vendor ID. If you are printing a control report, make sure the printer is ready and press e.
A/P displays the Change Vendor ID window.

3 Enter an Existing Vendor ID that you want to change and press e.
You can optionally press 2 to look up the vendor ID from a list.

4 Enter the New Vendor ID for this existing vendor record and press e.
The new vendor ID must be a valid ID not currently used by any other existing vendor record.
5 Type Y to verify the change.
Peachtree begins the process of changing your vendor ID to the new one selected and displays its progress. If an error occurs during the change process and the ID change is unable to be completed, Peachtree will prompt an error message indicating the problem If you receive an error, you must manually restore your data using your last system backup and attempt the change process again.
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Accounts Receivable
Accounts Payable

Once the change process is completed you are prompted to perform another change. Enter Y to change another vendor ID or enter N to exit the Change Vendor ID program.
If error occurred, the control report will list the error. Otherwise a log will print a review all files affected by the change ID process.
Vendor Notes
Keep vendor promises, quotes, product specifications, and special discounts at your fingertips with Vendor Notes. You can document your ongoing relationships with vendors in Peachtree by viewing and editing notes while maintaining and querying vendors or while entering purchase orders. To access Vendor Notes, press c-7 from within any of these windows: Accounts Payable Maintain Vendors Accounts Payable Query Vendors Accounts Payable Enter Change Transactions Purchase Order /Enter Change Purchase Orders/ Add or Edit Purchase Order/Query A/P Vendors Purchase Order Enter A/P Invoices
Notice the Ctrl-F7-Notes menu key on the bottom of each window. You have access to Vendor Notes only when this function key is available in either the Accounts Payable module or Purchase Order module.
1 2 To enter a note for your vendor from any of the previous windows, press c7. To enter a new note, press the Insert key or 6 key.
This will allow you to add specific notes for your vendors. You may wish to start the note with the User ID or Code, which is specific to the note being made.
3 After adding the note, press 0.
The document is saved to the notepad, and a date and time entry is added directly above your note. If you need to change the date or time, press 7 before saving the note, and you will have the ability to edit the date and time stamp.. You have 50 lines of text available for each note added and unlimited notes per vendor. Remember, the larger the notepad, the more hard disk space will be required to store this information. Therefore, the size of your notepad is limited only by the size of your hard disk.
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Regular Tasks
If you wish to edit your note pad, press e or 7. If you wish to delete this note, press D or 8 with the cursor on the specific note you wish to remove.
You will be asked if you are sure you wish to delete this note.
5 If you wish to print your notepad, press P to print, and you will have the option to select the output method.
Pressing P will print the entire notepad.

6
Your notepad will save your changes, disappear, and take you back to your original window. If you are currently running Peachtree in a multi-user environment, you are all able to add or edit notes for the same vendor at the same time. However, you will still be limited to a single-user environment in certain areas. Only one person at a time can be in Maintain Vendors for a specific vendor. Nevertheless, one person can be in Query Vendors, another can be in Maintain Vendors, and both can add notes. If you attempt to edit a note that is already being edited, you will be prompted with an error message that another user is currently using the note pad. If you try to add a note with the same date and time stamp as another user, you will again be prompted with an error message and given the opportunity to change the time stamp.
Add or Change Invoices

Enter/Edit Transactions is on the A/P Processing Menu. Then you can select Enter Invoices or Edit Invoices. Youll probably use these daily, unless you want to enter invoices in a batch. Before creating a new invoice, fill out a setup form. You can also enter information directly from the original invoice. It eliminates paperwork, and posting information is on the invoice. This program is explained in Preparing Your Records for Use on page 25.
When a vendor sends you a credit memo, record that information in Enter Credits on the A/P Processing Menu. Enter Credits handles both open and specific credits. Use the setup forms or enter information directly from the original credit memo. This program is explained in Preparing Your Records for Use on page 25.
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Index
Purchase Orders
Add Open and Specific Credits
Inventory
Accounts Receivable
After you are finished adding, editing, deleting, or printing your note, press 0.
Accounts Payable

Follow the Check-Printing Cycle

The check-printing cycle has seven steps: Open Invoices Report. The report shows the date each invoice was entered into the system, the total amount and due date of the invoice, the discount amount, the discount date, the net amount of each invoice, and if the invoice has been marked for payment. You can sort the report by vendors or jobs. You can select by A/P account code and by all or a range of vendors. It also shows prior period information specified by dates you enter if Keep Historical Detail is set to Y in Maintain A/P Options. Use this report to decide which invoices to pay. You can optionally print G/L account distributions as well as job cost distributions for each invoice. These distributions are itemized for each invoice and summarized at the bottom of the report, allowing you to efficiently manage your payables. Cash Requirements Report. This report shows all open A/P invoices based by a cutoff date you specify and sorts them by their due dates. This lets you know the amount needed to pay each of your invoices. This report calculates the net amount you need to pay, the daily total of the invoices, and the total amount needed to pay all open invoices. Aging Report. This report helps you determine which invoices need to be paid immediately. It calculates the net amount you need to pay, the daily total of the invoices, and the total amount needed to pay all open invoices. It also can show prior period information specified by the cutoff dates you enter if you set the Keep Historical Detail option to Y in Maintain A/P Options. The Aging Report prints a one-line summary or detailed aging of invoices for vendor accounts, showing the total amounts of invoices due, the total of any open credits, and the total net amounts due. The total invoice amounts are aged as current, 1-30 days past due, 31-60 days past due, 61-90 days past due, or more than 90 days past due. You can optionally print G/L account distributions as well as job cost distributions for each invoice. These distributions are also summarized at the bottom of the report allowing to you manage payable totals.
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Regular Tasks
Select Invoices for Payment. This processing program lets you choose the invoices you want to pay. You determine the cash account from which you want your invoices to be paid. You can tell the program to automatically select invoices to pay based on the selection criteria you choose. You also have the choice of selecting all vendors or individual vendors. Once you select which vendor you wish to pay, you can also add or remove individual invoices from those selected. This is where you tell Peachtree Accounting when you want to make a partial payment or take specific discounts that have already expired. When you make a change to an invoice you selected for payment, the date of the transaction remains the same as the original date when you selected the invoice for payment. Print Pre-Check Register. This report lists all the invoices you have selected to pay by vendor. You can go back and un-select or select more invoices to be paid at this point. Be sure youve selected invoices for payment or else youll get an error message. Print A/P Checks. Print your checks as many times as you want until you run Update A/P Checks. You can print either Standard Checks or Customized Checks that you designed in Maintain Customized Check. If you have a check that pays multiple invoices, you can print a Payment Detail Report for that check listing all invoices paid by that check. You cannot print checks unless you have run Select Invoices for Payment. Also, you cannot use the Select Invoices for Payment program again until you have run Update A/P Checks. Print Check Register. This register gives you a detailed listing of checks printed in each check print program, including check numbers and amounts. The register also includes any checks that were voided or spoiled. For example, lets say you ruined your first three checks trying to align the printer. These will be shown as voided on the check register. You can re-run this register as many times as you like until Update A/P Checks has been run. Update A/P Checks. This is the final step in the check printing process. This program takes the check transactions and updates the vendor master file and transaction file. If this program is not run, check transactions will not be reflected in the vendor master file. Invoices that have been paid will not have the CK (check) status when you run Query Vendors, and vendor balances will not be correct. Also, youll be unable to void checks printed in the last check-printing cycle. When you run this program, any invoices you may have selected for payment will be made available to transfer to General Ledger.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Select Invoices for Payment

Using All New Selection Criteria To use the A/P pre-processor to enter all new selection criteria, follow these steps:
1 Select Accounts Payable from the PCA Main Menu. Next, select Processing Programs and then Select Invoices for Payment from the Accounts Payable Processing Menu. From the Payment Options window, select the first option, SELECT INVOICES FOR PAYMENT.
If you have made previous selections and did not print checks, you will then be asked if you want to begin with your previous selections. If you have printed checks, or have not run this program before, you will skip the next step.
3 Select N to BEGIN WITH PREVIOUS SELECTION (Y/N) if asked.
Select N if you have already used this program and you do not want to save your earlier selections. (If you want to save these selections, follow the steps under the next heading, Using Selection Criteria from Previous Selections.) The earlier criteria selections will be deleted. The invoice Selection Options window displays and the cursor is at the bottom of the window at ACCEPT (Y/N).
If You Want to Make Changes to the Selection Criteria 4 5 Type N and press e to make changes to the filter criteria. Change the Cash Account Code if necessary and press e.
Next, decide whether or not you want to take discounts, even if the discount date is passed. Enter Y to include all discounts, even if the discounts date has passed. Enter N to take only discounts for invoices that still apply based on the discount date and terms.
6 Enter Y or N for Take Expired Discounts and press e.
The Auto Select Option box will display.

7 Choose one of the following:
F-AUTO SELECT USING FILTER A-AUTO SELECT ALL N-AUTO SELECT NONE
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Select the first option to limit the invoices automatically selected for payment to those that match the remaining filter options. Using the Filter options can save you a great deal of time selecting invoices to pay. Select the second option to include all outstanding vendor invoices. You will skip the next section if you choose this option. Select the third option to have nothing automatically selected and select each invoice manually. You select invoices the same as you would to pay invoices with a handwritten check. You will skip the next section if you choose this option.
In the Selection Filter box, enter the date on or before which you want to pay invoices that are due or leave the box blank and go to the next step.
Peachtree Accounting lets you choose to select invoices based on either the due date or the discount date, or select based on both. You can enter dates for due date and discount dates to select based on both, or you can delete either the due date or discount dates to select one or the other. If you leave a date field blank, that criteria is ignored.
Note
Peachtree Accounting will select invoices for payment based on these dates. However, the discount will not be taken on an invoices whose discount date is earlier than the date in Peachtree Accounting (upper left corner of the window). If you want to take all the discounts within your selection range, you should make sure the Peachtree Accounting date is set to a date on or before the first date in the discount range.
9 Enter a range of dates for discounts to select invoices to pay or leave the boxes blank and make sure you have a date in the previous (Select Invoices Due On or Before) date field.
A-ALL VENDORS S-SELECTED VENDORS Select the first option to choose all vendors that match the date criteria already entered. Then skip to the heading Completing Invoice Selection below. Select the second option to select certain vendors.
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Purchase Orders
When you move to the Vendor Selection field, you have the following choices:
Inventory
Accounts Receivable
If you selected F-AUTO SELECT USING FILTER, continue with these four steps:
Accounts Payable

10
Enter S to select vendors.
You can select an individual vendor from the list of those included in the selection criteria. You can also select a group of vendors from the list.
11 Enter a Vendor ID at the prompt.
You can also select a group of vendors here. Press e or z to select vendors from the list. Notice that when a vendor is selected an asterisk will display after the vendor name.
If You Do Not Want to Make Changes to the Selection Criteria 12 Select Y.
You are told you may have entered new invoices since the last time select invoices was run. You can search for new invoices that fall within your current selection criteria. Be aware that searching for these will take as long as your original search for the invoices. Search for new invoices that meet the last selection criteria? N
13 14 If you enter N, then a window displays showing all the invoices that met the last filter. All previously selected invoices have check marks beside them. If you enter Y, the Invoice Selection Options window displays showing you your last selections.
Accept Y at the prompt and the program will search for new invoices meeting the specifications you specified before. Accept N at the prompt and you can change some or all of the options and search for different invoices. The program will ignore all previous search criteria and invoices.
Completing Invoice Selection 15 16 Press 0when you have finished with the selection criteria. Accept Y when you are finished making selections.
If you select N you can make changes to the selection criteria. Peachtree Accounting then searches for invoices that match the selection criteria. The Select Invoices for Payment window displays and you can decide which invoices you want to pay that are in this list. There will be a check mark next to the invoices in the list to indicate that they matched the criteria to be paid. You can de-select them here and they will not be paid at this time.
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Regular Tasks
17
Press e or z to clear invoices from the list.
Selecting More Invoices for a Specific Vendor
If you would like to view all of the invoices associated with a particular vendor, highlight the vendor and use [F5-VND SHOW ALL]. This will display all of the invoices and you can mark any you would like to add for this vendor. Press 0when you are finished making changes.
Handling Partial Payments
Taking Individual Expired Discounts
If you would like to take a discount that has expired on a specific invoice, use [F6-CHG AMTS] to change the Take Disc field to Y. Press 0when you are finished.
18 Press 0when you have finished.
Using Selection Criteria from Previous Selections Inventory Index Purchase Orders To use the A/P pre-processor to select invoices for Payment beginning with previous selection criteria, follow these steps:
1 Select Accounts Payable from the PCA Main Menu. Next, select Processing Programs and then Select Invoices for Payment from the Accounts Payable Processing Menu.
From the Payment Options window, select the first option, SELECT INVOICES FOR PAYMENT. You will then be asked if you want to begin with your previous selection if you have not printed checks since you last ran this program. If you have printed checks, or have not run this program before, you will not be asked the following question.
2 Enter Y to BEGIN WITH PREVIOUS SELECTION (Y/N) if asked.
Select Y if you have already used this program and you want to begin where you left off. Some of the options will not display since you will not be starting from nothing. You can also expand the filter criteria to include more invoices, but you cannot shrink it to exclude any that were already included.
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Accounts Receivable
If you would like to pay only part of the amount due at this time, use [F6CHG AMTS] to edit the amount you wish to pay and press 0when you are finished making changes.
Accounts Payable

Select N if you have already used this program and you do not want to save your earlier selections. The earlier selections will be deleted and you will be starting the selection process all over again. See the heading above titled Using All New Selection Criteria and follow the steps there to complete invoice selection. The invoice Selection Options window displays and the cursor is at the bottom of the window at ACCEPT (Y/N).
3 Accept Y.
Peachtree Accounting then searches for invoices that match the selection criteria. The Select Invoices for Payment window displays and you can decide which invoices you want to pay that are in this list. There will be a check mark next to the invoices in the list to indicate that they matched the criteria to be paid. You can de-select them here and they will not be paid at this time.
4 Press e or z to de-select invoices from the list.
Selecting More Invoices for a Specific Vendor
If you would like to view all of the invoices associated with a particular vendor, highlight the vendor and use [F5-VND SHOW ALL]. This will display all of the invoices and you can mark any you would like to add for this vendor. Press 0 when you are finished making changes.
Handling Partial Payments
If you would like to pay only part of the amount due at this time, use [F6-CHG AMTS] to edit the amount you wish to pay and press 0when you are finished making changes.
Taking Individual Expired Discounts
If you would like to take a discount that has expired on a specific invoice, use [F6-CHG AMTS] to change the Take Disc field to Y. Press 0 when you are finished.
5 Press 0when you have finished.
Pay Invoices with a Handwritten Check

To pay invoices with a handwritten (manual) check, follow these steps:
1 Select Accounts Payable from the PCA Main Menu. Next, select Processing Programs and then Select Invoices for Payment from the Accounts Payable Processing Menu. From the Payment Options window, select the second option, PAY INVOICES BY HANDWRITTEN CHECK.
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Monthly Tasks
Enter or select a Cash Account Code.

4 Select a printer from the list or accept the default printer and press e or click OK.
Make sure your printer is ready.

5 6 7 8 9 10 Enter or select a Vendor ID to view outstanding invoices. Press z or e to select invoices in the list that you want to pay. After selecting all invoices you want to pay for the selected vendor, press 0 to enter the date of the check and the check number. Press 0 again and accept Y when you are finished. A window displays that indicates your choices and gives you a chance to go back and make changes. Accept Y to continue.
The invoices are paid and you are returned to the Vendor ID field to repeat this process with another vendor. Inventory Index Purchase Orders If you look at the Query Vendor window after youre through, it will show your changes.
Monthly Tasks
These activities should be done on a monthly basis. This is assuming, of course, you keep up with your daily or regular tasks.
Complete All Daily Work

As discussed before, its important to keep as up-to-date as possible. If your regular work is current, monthly tasks only take moments.
Print the Transaction Register

This report provides detailed lists of all your transactions in vendor ID order. It also shows prior period information specified by dates you enter if you set Keep Historical Detail to Y in Maintain A/P Options. This register gives you an audit trail of all the transactions processed in the current period. You can select generation options such as current generations, range of generations, or all generations. You can also select all vendors or a range of vendors.
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Accounts Receivable
Accounts Payable

Print Monthly Check Register

Use this report as an audit trail and as an aid in reconciling your bank statement. For example, you may have run the check printing cycle numerous times during the month and, to save time, neglected to print a check register each time. This report prints a list of all checks printed during the month, sorted by check number, and account totals and grand totals. It also shows prior period information specified by dates you enter if you set Keep Historical Detail to Y in Maintain A/P Options. The register can show all or selected accounts. You can print a Monthly Check Register Payment Detail Report to see a listing of which invoices each check pays.
Create G/L Journal Entries

There are several changes to Create G/L Journal Entries. These changes are described below and the steps for creating G/L journal entries follow. Multiple Open Periods in A/P Multiple periods can be open now in Accounts Payable. You can now enter and pay invoices for a future period at any time instead of waiting until the current period is closed to enter these items. When you make General Journal entries, you will be given a cutoff date for transactions being sent to G/L. All transactions with a date after the cutoff will remain in A/P until the next period. All transactions with a date on or before the cutoff date will be transferred to G/L immediately. This means that you get to decide which period transactions are placed in for your fiscal year. A/R and A/P Create G/L Journal Entries Similar The posting date prompt has been added to the A/P Create G/L Journal Entries so that it is the same as the A/R Create G/L Journal Entries program. These programs now look and behave the same. Create G/L Journal Entries has Partial Consolidation When creating G/L journal entries, Peachtree Accounting allows for A/P accounts and/or cash accounts to be consolidated while other accounts are left in detail form.
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To create G/L journal entries, follow these steps: 1 2 From the PCA Main Menu, select Accounts Payable, then Processing Programs. From the Accounts Payable Processing Menu, select Create G/L Journal Entries.
A/P displays: DO YOU WANT TO USE A CUTOFF DATE FOR G/L JOURNAL ENTRIES? (Y/N)
3 Select Y or N and press e.
Select N to include all transactions, regardless of date. Select Y if you want to set a date after which no journal entries will be created for transactions. You will then be prompted to enter a date in MM/DD/YY format to use as the cutoff date for transfers. Any entries with transactions dates after the date you enter will not be listed, consolidated, or transferred to General Ledger during Create. They will still be available to be sent to G/L later. If you enter a cutoff date, remember that date because you will be asked a cutoff date for certain reports. Whenever you run Open Invoices, Transaction Register, Aging Report, and Monthly Check Register, you will be asked for a cutoff date. You will want to use the same date you entered while creating G/L Journal entries so these reports reflect the proper data.
Note
The Peachtree Accounting date (in upper left corner of window) prints as the Run Date on the control report, not the date you enter here. A/P then displays the Transfer Options: L - LIST G/L TRANSFERS C - CONSOLIDATE G/L TRANSFERS T - CREATE G/L TRANSFERS You will probably want to use each of these options in the order they appear.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

List G/L Transfers 4 Make sure your paper is ready and press e to print the report.
Consolidate G/L Transfers
When you select this option, the Consolidation Options box displays: A - ALL ACCOUNTS P - ONLY A/P ACCOUNTS C - CASH ONLY ACCOUNTS B - BOTH A/P AND CASH ACCOUNTS These options let you choose which accounts you want to consolidate (summarize transactions for). Any accounts you do not consolidate will be sent to G/L in detail.
5 Select the option you want to use for consolidation.
A/P then displays: READY TO CONSOLIDATE JOURNAL ENTRIES? (Y/N)

Select Y to begin the consolidation process. Select N to return to the Consolidation Options box.
Create G/L Transfers
When you select this option, A/P displays: IF YOU HAVE NOT RUN CONSOLIDATE, ENTRIES WILL BE SENT IN DETAIL TO GENERAL LEDGER. READY TO CREATE JOURNAL ENTRIES? (Y/N)
Select Y create journal entries and return to the Accounts Payable Processing Menu. Select N to return to the Consolidation Options box.
Note
You can create G/L transfers as often as you like to keep a correct cash balance in General Ledger.
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Special Tasks
End-of-Year Tasks
Close Current Period

Close Current Period is used to end the current A/P period. For all your vendors, this process clears all paid or fully credited invoices from the current month and carries forward open invoices and credits to the next month. If Keep Historical Detail is set to Y, A/P keeps all data and moves it forward to the next month, and lets you enter cutoff dates to limit detail to the current period. When you close the period, the generation number and fiscal period are incremented by 1. After generation number 99, the program sets the generation number to 0. If you dont have enough space to run Close Current Period and create the new data file generation, it displays a warning message and does not perform any processing. By using the Disk Maintenance Program from the Peachtree Classic Utilities Menu, you can use either the Delete Old Data Files option or the Delete Reports Sent to Disk option to free up disk space.
Special Tasks
There may be times when you need to perform a task not normally associated with daily or monthly routines. For instance, you only close out the year or print 1099s once a year. Inventory Index Purchase Orders 119
End-of-Year Tasks
Closing your fiscal year is a relatively easy procedure. Follow these steps:
1 2 3 Finish all daily and monthly tasks. Run Create G/L Journal Entries. Run Close Current Period. Be sure to select N when the window prompts you with IS THIS THE END OF THE CALENDAR YEAR? and Y at IS THIS THE END OF THE FISCAL YEAR?
Closing your calendar year is equally simple:

1 2 Finish all daily, monthly, and yearly tasks. Run Create G/L Journal Entries.
Accounts Receivable
Accounts Payable

Run the Print 1099s program (if you have 1099 vendors).
This lets you print the 1099 forms for non-employees. You can print them for all non-employees or only for those youve paid $600.00 or more for the year. There are numerous types of 1099 forms; however, you can only use the miscellaneous or interest forms with Peachtree Accounting. At the Maintain System Printers window, change the setup code so that the 1099 forms top margin is equal to 1 line. The page length for 1099s is 64, and text length is 62. You may need to consult your laser printer owners manual or call your printers manufacturer for more information on setting up your printer.
4 Run 1099 Magnetic Media.
The federal government requires companies with 250 or more 1099s to report 1099 information on magnetic diskette. There are several things you need before you start, including: a correct Federal Employer Identification Number (in the Maintain A/P Options program) a Transmitter Control Code (obtained from the IRS with Form 4419 before the magnetic media data is filed) an external affixed label, Form 5064, that appears on each diskette submitted for processing (also available from the IRS before submittal)
5
If you have any questions, contact your local Internal Revenue Service office or your accountant.
Run Close Current Period. Enter Y at IS THIS THE END OF THE CALENDAR YEAR? and N at IS THIS THE END OF THE FISCAL YEAR?
If the Calendar and Fiscal Year are the same, run Close Current Period. Enter Y at IS THIS THE END OF THE CALENDAR YEAR? and Y at IS THIS THE END OF THE FISCAL YEAR.
Tasks That May Be Done at Any Time

These programs may be run at any time.
Query Vendors
This processing program lets you review your vendors status and any open transactions, open invoices, and credits for the current period. You can review this information on the window or send it to the printer for a hard copy.
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Special Tasks
Tasks That May Be Done at Any Time
If you have the A/P module option Keep Historical Detail set to Y, Query Vendors will let you do queries for all transactions, current transactions, or a range of generations based on a specified cutoff date. Peachtree allows flexibility when querying vendor invoice transactions. The detail of an invoice may be displayed, and various filters may be applied to a query. These types of queries include: Transaction Cut-Off DateYou can query transactions prior to a specific due date. DateYou can query transactions after a specific invoice date. Last TransactionYou can instantly view the last transaction in a query.
To start Vendor Query, follow these steps:

1 From the Accounts Payable Processing menu, select Query Vendors.
A/P prompts for a cut-off date. All transactions with a date later than this date will not display in the query lists for this vendor.
2 3 Enter the Transaction cutoff date and press e.
The Vendor Summary Information window displays. This information contains the basic vendor information including account balances, yearto-date purchase and payment information, and last check information.
4 Select an option to display or print the query.
You have the following options while using Vendor Query: ContinueDisplays the transaction window. If there are several invoices or payments for a particular vendor, then Continue can be used to move to the next window of query information. BackThis option displays the previous transaction window in the query or returns you to the Vendor Summary Information window. PrintThis prints the detail about the query for this vendor including invoices, payments, and credits. 121
Index
Purchase Orders
The Vendor Query program displays its results on Transaction windows. These windows include query detail about the vendor including all invoices, credits, and checks based on filters you select. Open credits are listed as a separate invoice line. Applied credits and payments are listed below an invoice. In cases where the vendor was partially paid the amount due on an invoice, a Balance Due amount displays.
Inventory
Enter the vendor ID from which the query will be based.
Accounts Receivable
InvoiceYou can query a specific invoice.
Accounts Payable

View DetailThis option first asks you to enter an invoice number. Then, the invoice detail information is displayed. The invoice detail includes line item information as well as G/L account distributions. You can move forward or backward viewing other invoices or return to the Vendor Summary Information window. InvoiceThis option allows you to start the query with a specific invoice. The Transaction Detail window displays. The invoice and all other vendor transactions after this invoice display (prior to the cutoff date entered at the beginning of the Vendor Query program). DateThis option allows you to start the query using specific invoice date. The Transaction Detail window displays. No transactions prior to the invoice date entered will display in the query. Last TransactionThis option displays the Transaction Detail window listing the last vendor transaction for the vendor record. The last transaction is based on the cut-off date entered at the beginning of the Vendor Query program.
There are eight possible pay codes that appear on individual invoices when you review a vendor query. They are: NN not selected SS SP selected selected partial pay PD VC CK CR fully paid voided check check credit
PP partially paid
Peachtree also displays check and credit information with each transaction detail query. You can tell which check paid which invoices. For example, if you have entered a check that pays for several A/P invoices, Peachtree displays the check number, amount, and date applied to that invoice, plus balance due, if any, all under each invoice affected.
Delete Invoices
You can access this program by selecting Enter/Change Transactions from the Processing Menu, then select Delete Invoices/Credits. This processing program can be used to purge an invoice, open and specific credits, or discount not allowed if you have entered them incorrectly. To use Delete Invoices you need to know the vendor ID and the invoice number. If deleted invoices were originally distributed to Job Cost, then Delete Invoices creates a reversing transaction affecting that job. The reversing transaction also transfers to General Ledger.
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Special Tasks
When you first enter Delete Invoices, you are asked if this is a BEGINNING BALANCE (Y/N)?. If you used the invoice you intend to delete as part of your beginning balance, answer Y. If not, answer N. These invoices or credits will not affect the vendors year-to-date purchase and payment figures. We recommend you print a control report and check it for accuracy.
Void Checks
You can use this to void checks written in the current period after you run Update A/P Checks but before you run Close Current Period. You need to have the following information before voiding checks: vendor ID check number date of the check
You can get this information from the check register that you should have printed after you printed your checks. If the check was written for multiple invoices, those invoices will become unpaid. Print the control report and check it for accuracy. Also run the Monthly Check Register program to make sure the checks are labeled as voided.
List Vendors
This report program prints information on all or a range of vendors. This list includes both fiscal and calendar YTD totals, last check printed, and current balance. It also lists federal ID numbers, General Ledger default account numbers, and the vendor type. You can select all or a range of vendors.
List Auto Invoices

This prints a list of all the information for the automatic invoices in your auto invoice file. You can print this information on all or a range of vendors. The total number of invoices is shown in vendor ID order. The report lists invoice status, amounts due, discounts, frequency, the A/P account, and the total invoice amount.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Menu Overview
This appendix gives you a brief overview of how the Accounts Payable programs are organized within menus and how each program is used. If you want more detailed information on a program, use the index to find where that program is discussed. If you set the Use Menus option in the Maintain Accounts Payable Options program to Y, youll get three levels of menus: the Peachtree Accounting Main Menu the Accounts Payable Main Menu and three Program Menus: Maintenance Processing Reports
If you set the Use Menus option in the Maintain Accounts Payable Options program to N, youll get one menu, which is shown at the end of this appendix. Each item on every menu has a shortcut code. We explained how to use shortcut codes in your Getting Started Guide. We will show you the three program menus and give a brief description of how each of the programs on that menu is used, as well as each programs shortcut code.
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Maintenance Programs
Maintain Vendors (AMM) Maintain Vendors is used to enter your vendor accounts during the setup of A/P. You must set up your vendors before you can establish invoices, automatic invoices, and credits. Maintain Auto Invoices (AMA) Maintain Auto Invoices is used to set up repeating invoices like rent, and loan payments. Use this option to invoice any fixed amount for a specific number of months.
125
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Maintain Customized Check (AMF) Maintain Customized Check allows you to customize checks to suit your specific needs. On a check stub, you have the option to print any of the following: Company Name Vendor Name Check Date, Number Total Payment headings or data Invoice Number, Comment, Date, Amount, Discount, Net Amount
Change Vendor ID (AMN) Use Change Vendor ID to modify an existing vendor ID set up in your vendor file. This allows you to reorganize your vendor ID naming conventions (if needed). When you change a vendor ID, the changes take place in the current and future generations. Data from previous generations will not be changed. This process can also be used If you just started entering Accounts Payable information and changed your mind about a vendor ID. Maintain Accounts Payable Options (AMO) Maintain Accounts Payable Options controls how A/P works for your company, including whether or not to transfer information to General Ledger and Job Cost setting up a discount account establishing your A/P account numbers selecting your G/L cash account numbers for multiple checking accounts making printer assignments for specific programs selecting programs for forced backup
126
Processing Programs
Query Vendors (APQ) Query Vendors lets you review your vendors status and any open transactions, open invoices, payments, and credits for the current period. You can print each generations information on a separate page or put all generations on a single page. Enter/Change Transactions (APE) This program lets you perform the following options: Enter Invoices, Edit Invoices, Enter Credits, Delete Invoices/Credits, Enter/Change Beginning Balances, and Process Automatic Invoices.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Processing Programs
Menu Overview
Select Invoices for Payment (APS) Select Invoices for Payment is used to choose the invoices you want to pay. This program can be run at any time before you close the current period. You can pay specific invoices and specify the selection criteria or all invoices that are due by a certain date or fall in a range of discount dates. Print Pre-Check Register (APH) The pre-check register is a detailed list of invoices you selected for payment. Print A/P Checks (APP) Print A/P Checks program prints a check for any vendor with at least one invoice marked for payment. (You marked invoices for payment in Select Invoices for Payment.) You have a choice of printing standard checks or checks you customized in Maintain Customized Check. You can print checks as many times as you like, until you select the Update A/P Checks program. Print Check Register (APK) Print Check Register gives you a detailed listing of checks printed in each check print program, including check numbers and amounts. The check register should be printed before running Update A/P Checks and immediately after the actual check printing. Update A/P Checks (APU) Update A/P Checks takes the check transactions and updates the vendor master file and transaction file. Running this program is the final step in the A/P print check cycle. If this program is not run, check transactions will not be reflected in the vendor master file. Invoices that have been paid will not have the CK status, and vendor balances will not be correct. Also youll be unable to void checks printed in the last check print cycle.
128
Processing Programs
Void Checks (APV) Void Checks is used to void checks that have been written in the current month. (A check cannot be voided unless it has been updated to the vendor master file.) It also makes the corresponding invoices available for payment again. Void Checks can only be used to void checks written in the current period before running Close Current Period. Create G/L Journal Entries (APJ) Multiple periods can be open in Accounts Payable. This means that you can now enter and pay invoices for a future period at any time instead of waiting until the current period to enter these items. When creating G/L journal entries, Peachtree now allows for A/P accounts and/or cash accounts to be consolidated while other accounts are left in detail form. Close Current Period (APC) Close Current Period is used to close out the current G/L period. For all vendors, the process clears all paid or fully credited invoices from the current month and carries forward open invoices and credits to the next month. If the end of year (calendar or fiscal) questions in Close Current Period are answered Y, the current year-to-date purchases and payments fields for all vendors will be replaced with next years purchases and payments field. Close Current Period increments the generation number in your A/P options. (If the current generation is 99, it becomes 00.) Running this program also creates a new generation of A/P files. This new generation of files is a complete copy of your A/P files, with the new generation number as part of each file name. The new generation will be used for all processing after Close Current Period is complete.
129
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Report Programs
130
Report Programs
Open Invoices Report (ARI) Open Invoices Report prints a list of all open invoices for each vendor. The report can be sorted by vendor ID or job ID. The report shows the date each invoice was entered into the system, the total amount and due date of the invoice, the discount amount, the net amount of each invoice, and any comments entered about the items. It also indicates if the invoice has been marked for payment. You can optionally include G/L account and job distributions for each invoice. This is the Open Invoices Report:
Cash Requirements Report (ARX) The Cash Requirements Report lists all open invoices, based on a selected transaction cutoff date, in order by due date, and any comments entered about the items. It also shows the cash needed on each due date to pay each invoice and a running total of the cash necessary to pay all open invoices in A/P. This is what the Cash Requirements Report looks like:
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Transaction Register (ART) This report is a detailed listing of all the transactions in vendor ID order. The transaction register gives you an audit trail of all the transactions processed in the current period by vendor range. You also have the capability to print prior period activity if Keep Historical Detail is set to Y in module options.
Note
The Transaction Register is listed for only one generation, so if you used a cutoff date and then closed the period, you wont see those transactions again in this report. This is what the Transaction Register looks like:
132
Report Programs
Aging Report (ARG) The Aging Report prints a one line summary or detailed aging of invoices for vendor accounts, showing the total amounts of invoices due, the total of any open credits, the total net amounts due, and any comments entered about the items. The total invoice amounts are aged as current, 1-30 days past due, 3160 days past due, 61-90 days past due, or over 90 days past due. You can optionally print G/L account and job distributions for each invoice. This is what the Aging Report looks like:
133
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Monthly Check Register (ARY) The Monthly Check Register lists all checks written in the current period (in order by check number) for all or selected cash accounts or for a specific check register. This report also lists voided and prepaid checks. This is what the Monthly Check Register looks like:
Detail Master Check Register To make your bank reconciliation easier, Detail Master Check Register puts both Payroll and Accounts Payable checks on one register sorted by check number. Select the Monthly check register in Accounts Payable or the Payroll Register in the Payroll module, and one of the next two prompts will appear:
After you select M Detail Master Check Register, this prompt will appear:
134
Report Programs
Next, the Select Date Range prompt will appear. Choosing A All Check Dates will cause all checks to print regardless of date. Choosing R Range of Dates allows you to enter a date range. Only checks matching this date range will appear on your report.
After you finish the Selection criteria, Peachtree will scan your data files to find all checks matching the selection. It will print a report similar to this:
Summary Master Check Register The Summary Master Check Register allows you to print the Master Check Register, without all of the detail of the Detail Master Check Register. The Summary Master Check Register lists the check number, check date, cash code, vendor/employee ID, vendor/employee name, and amount.
135
Index
Purchase Orders
Inventory
Accounts Receivable
After selecting the range of dates, you will then see the Select Number Range prompt. Choosing A All Check Numbers will cause all checks to print regardless of check number. Choosing R Range of Check Numbers allows you to enter a range of check numbers. Only checks matching this check number range will appear on your report.
Accounts Payable
Menu Overview
You can print the Summary Master Check Register by selecting Summary Master Check Register from the Select Register menu, within Monthly Check Register. Then select the information that you want listed on the report. Here is a sample Summary Master Check Register:
Instructions for Power Users Before printing, Peachtree scans each generation of payroll files for information, starting with the current generation and searching backwards until a generation is skipped or until all the check dates in the file are before the beginning date range criteria. The processing time for scanning and printing your report depends on the range of dates selected and the level of detail you wish to print. As a result, the greater the date range and detail, the longer it will take to print the report. For Accounts Payable checks, there is no need to scan previous generations. Peachtree uses the historical information carried forward when the Keep Historical Detail option is set to Yes in A/P Options. You are still required to print the Final Payroll Register to process Payroll. Select Standard Payroll Register at the Select Register menu to see the normal options for printing the Pre-Check, Post-Check, and Final Payroll Registers.
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If you have voided payroll checks that match your selection criteria, they will be listed on the reports with *V preceding the check number, but all dollar amounts will be zero. Print 1099s (AR1) The Print 1099 program lets you print 1099 forms for non-employees. You can print them for all non-employees or only for those youve paid $600.00 or more for the year. There are numerous types of 1099 forms; however, you can only use the miscellaneous or interest forms with Peachtree Classic. 1099 Magnetic Media (AR2) The federal government requires employers with 250 or more 1099 vendors to report 1099 information on magnetic disk. This program lets you do that. List Vendors (ARL) List Vendors prints information on all or a range of vendors. This list includes both fiscal and calendar YTD totals, last check printed, and current balance. It also lists federal ID numbers, General Ledger default account numbers, the vendor type, and any comments entered about the items. This is what List Vendors looks like:
137
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
List Auto Invoices (ARZ) List Auto Invoices prints a list of all the information for the automatic invoices in your auto invoice file. This is what List Auto Invoices looks like:
One-Level Menu
This is what youll see if you set Use Menus to N in Maintain Accounts Payable Options:
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One-Level Menu
Why does Accounts Payable void the last check after a print run?
How do I line up my checks to print properly?
Choose to print a check mask. Make sure you are using the correct Peachtree forms.
What is the pending field on the first window of Query Vendors?
Why isnt Accounts Payable transferring into General Ledger?
General Ledger is probably on a different fiscal period than the transfer file.
How do you delete a vendor?
What is the Current GL Fiscal Period field, and what relation does it have to General Ledger?
The Current GL Fiscal Period is the accounting period that Accounts Payable is using. Each time you run Close Current Period this field is updated by 1, if you use General Ledger in conjunction with Accounts Payable. Otherwise, the field remains unchanged at 1. This field lets General Ledger know to which period you want the A/P transactions posted. It is the number G/L looks for when you run Transfer Summary Journals. If General Ledgers fiscal period is different from the A/P transfer file, then G/L will not post any transactions. 139
Index
Purchase Orders
First make sure that the vendors balance is 0.00, the vendor has no current transactions, and the Allow Changes and Deletions module option is set to Y. Then run Maintain Vendors and delete the vendor by pressing D at the ACCEPT (Y/N) prompt.
Inventory
If you use Purchase Order, each time you enter a purchase order, the pending field is updated with the total amount for the purchase order. Each time you enter the invoice for items received in Purchase Order, the pending field is credited for that amount.
Accounts Receivable
After the checks are printed, A/P asks you if you want to print the control report on blank paper. If you accept the default of N, the next check is voided and the same information that would be on the control report is printed on that check. If you answer Y, the check is still voided on blank paper, but A/P uses the check number as the starting check number the next time you print checks. If you answer D, A/P will skip printing the control report altogether.
Accounts Payable

Can you transfer to General Ledger more than once a month?
Yes, as long as you have not run Close Current Period. You can create journal entries as often as you find it necessary by running Create G/L Journal Entries.
If I enter an invoice for next month before I close the period, is it going to transfer to General Ledger this month?
Multiple periods can be open now in Accounts Payable. This means that you can now enter and pay invoices for a future period at any time instead of waiting until the current period to enter these items. When you make General Journal entries, you will be given a cutoff date for transactions being sent to G/L. All transactions with a date after the cutoff will remain in A/P until the next period. All transactions with a date on or before the cutoff date will be transferred to G/L immediately. This means that you get to decide which period transactions are placed in for your fiscal year.
Do my beginning balance entries transfer to General Ledger?
No. Beginning balance transactions for any module will not and do not update the Temporary G/L Transfer file for these entries.
How do you generate auto invoices?
First, you need to set up your auto invoices using the Maintain Auto Invoices program. Then when you select Enter/Change Transactions and then Process Automatic Invoices, the first window asks you if you want to process auto invoices. If you answer Y, then you are asked to enter the beginning month/ day/year. This date must be the same or earlier than the Due Day you set up in Maintain Auto Invoices. Once you accept the first window, you can enter any regular invoices on the next windows. The auto invoices are processed when you accept the date.
Can you reprint checks?
Yes, as long as you have not run Update A/P Checks.
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Using Accounts Receivable and Invoicing/Order Entry

A/R and Invoicing/O.E. Overview
Manual Overview Documentation Conventions If You Need Help 149 151 151
Chapter
Controlling How A/R and Invoicing/O.E. Work

Module Options Entering Your A/R Options Gathering Your Invoicing/Order Entry Module Options Entering Your Invoicing/Order Entry Options Transaction Type/Product Code Combinations Sales Taxes Entering Sales Tax Data Gathering Your Customized Statement Options Entering Your 3 Options Gathering Your Customized Documents Options Entering Customized Document Formats 185 196 198 212 218 220 224 225 232 152 178

Understanding A/R and Invoicing/Order Entry Data When to Begin Using A/R and Invoicing/Order Entry Customer Information Entering a Customer Information Template Entering Customer Information Beginning Balances Entering Beginning Balances Automatic Transactions 235 237 237 268 270 276 283 288
Entering Automatic Transactions Import A/R Transactions When Youre Finished
298 300 303
Using A/R and Invoicing/O.E. for Your Accounting Tasks

About A/R and Invoicing/Order Entry Reports Setting up Your Work Flow A/R and Invoicing/Order Entry Task Checklists Daily Tasks Monthly Tasks Yearly Tasks Special Activities 304 306 306 309 349 380 380
Menu Overview
Maintenance Programs Processing Programs Report Programs One-level Menus 392 395 399 413

Distributing to General Ledger Accounts

Sample General Ledger Account Distribution Files 417
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You can use Invoicing/Order Entry to prepare quotes for your customers that may be converted into either orders or invoices. In addition, you can prepare picking slips for warehouse employees, and packing slips to be shipped with your items. This section gives you an overview of the Accounts Receivable and Invoicing/Order Entry modules. It describes how each module works, how they work together, and how they work with the other Peachtree Accounting modules. You can use Accounts Receivable (A/R) alone or with Invoicing/Order Entry, but you cannot use Invoicing/Order Entry without A/R. In addition, you can use these modules with any combination of the other Peachtree Accounting modules. If you do use A/R and Invoicing/Order Entry with other modules, we suggest that you activate General Ledger first. Accounts Receivable and Invoicing/Order Entry lets you safely keep information about:
Custo me rs Inv oices
Orde rs
Cre dits
143
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Receivable refers to the amounts your customers owe you. In accounting terms, money to be received is a type of asset. Invoices are bills you send your customers listing what was purchased, when it was purchased, the amount due, and when it is due. When you take an order entry from a customer you can use it within your company to fill the order. When you post what was actually shipped to the customer, the order becomes an invoice.
Accounts Payable
Accounts Receivable and Invoicing/ Order Entry Overview
Accounts Receivable and Invoicing/Order Entry Overview

What A/R does for You
What Accounts Receivable and Invoicing/Order Entry Do For You

Accounts Receivable and Invoicing/Order Entry track the amounts your customers owe you. They also track your sales. Use A/R and Invoicing/Order Entry to record the daily activities of your customers, prepare customer statements, send invoices, and calculate finance charges. You can also get detailed information including a customers year-to-date purchases and payments a customers current balance the total amount owed to your company by all your customers how much you owe each tax authority audit trail reports
Invoicing/Order Entry operates using the information you enter into A/R. This information includes customer account information, sales tax information, module options, and transaction/product code combinations. By itself, Accounts Receivable keeps track of your customers daily account activities produces customer statements and calculates service charges tracks the sales taxes you owe processes automatic customer transactions prepares your receivables information for posting to your company ledger
If you use Invoicing/Order Entry with A/R, then you can also produce customer orders, quotes, and invoices. If you use Inventory with A/R and Invoicing/Order Entry, you can update your inventory when you process sales and returns.
When to Use Invoicing/Order Entry

You should use the Invoicing/Order Entry module if your company sends invoices to customers, or if you want to enter orders or quotes. No matter how basic or how complex your invoicing needs are, using Invoicing/Order Entry with Accounts Receivable saves you time and trouble. Together, these two modules allow you to enter invoices and record receivables transactions in a single step. In addition, Invoicing/Order Entry offers you more sales tax flexibility and more discount flexibility than just A/R alone.
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If you use both the Inventory and Accounts Receivable modules, you should always use the Invoicing/Order Entry module. Invoicing/Order Entry allows you to invoice a customer, to record receivables transactions, and to update inventory. Invoicing/Order Entry allows you to write: Quotesquotes are estimates for your customers which you can later convert to orders or invoices when your customers decide to buy. Quotes have no effect on pending amounts in Accounts Receivable or quantities in Inventory.
Invoicesinvoices are what you send to your customers when you ship the product. An invoice updates the pending amounts in Accounts Receivable and the pending quantity in Inventory by the amount shipped. Posting the invoice updates the actual amounts in A/R and quantity in Inventory by the amount shipped. Picking and packing slipsa picking slip tells warehouse employees the items to select for an order and the location. It is similar to an order or invoice, but it allows the warehouse workers to write in the actual amount of the order that is pulled, and also tells the worker the location of the item. A packing slip is the same as a picking slip except that it does not include the location of the item. The packing slip may be sent with the order as a confirmation of the actual goods shipped. Credit Memoscredit memos are used for the return of products and services. They update the amounts in Accounts Receivable and the quantities in Inventory by the amount returned. Document Templatesthese are for documents and allow you to enter common transactions as line items. You create the templates with a new option and can copy them when you create invoices, saving you many keystrokes. You can enter as many different templates as you need. Customer Templatewhen you are entering customers, you can create a template with information that your customers share in common. Using the customer template can reduce the time you spend entering information. Backorders are created when you post an order or invoice and the quantity shipped is less than the quantity ordered. In addition, Invoicing/Order Entry tracks costs and provides a Backorder Report listing items that could not be sold because they were out of stock. Index
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Purchase Orders
Inventory
Accounts Receivable
Ordersorders are useful if there is a delay between when your customers order a product and the time when the product actually ships. An order updates the pending amounts in Accounts Receivable and the pending quantity in Inventory by the amount ordered. When you post an order, it becomes a posted invoice.
Accounts Payable

If your company does not send invoices to customers and does not use the Inventory module, you should use the Accounts Receivable module alone. If youre interested in tracking your receivables without tracking inventory and without sending invoices to customers, A/R can handle all your receivable needs. (However, if you regularly have multiple itemized transactions per customer, you should use the Invoicing/Order Entry module.)
How Accounts Receivable and Invoicing/Order Entry Work with Other Modules
Understanding how A/R and Invoicing/Order Entry work with other Peachtree Accounting modules will help you decide which modules you should use. Using all the Peachtree Accounting modules can save you a significant amount of time and can prevent errors. The modules you use depend on your company and its needs. Besides Invoicing/Order Entry, A/R can interact with General Ledger and Job Cost. Besides A/R, Invoicing/Order Entry can interact with Inventory and Job Cost.
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The modules work together as in the following illustration:

General Ledger
Receives receivables and invoice/order entry information through Accounts Receivable
Accounts Receivable
Invoicing/Order Entry
Posts information to General Ledger Makes information available for use by Invoicing
Sends invoicing information to Accounts Receivable Updates item quantityon-hand and quantity available in Inventory
Job Cost
Inventory
Tracks sales and billing information from A/R for jobs Tracks billing information from Invoicing/Order Entry
Updates Invoicing with inventory items to sell Item quantity on-hand is updated by Invoicing
Using Accounts Receivable with General Ledger Using A/R with General Ledger (G/L) allows you to use the computer to post your receivables information to G/L. You no longer need to make your ledger entries manually. When you run Create G/L Journal Entries, A/R creates the A/R Summary Journal. Then, from G/L, you simply transfer this journal (using Transfer Summary Journals from the G/L Processing Menu). Your receivables transactions are posted to the General Ledger accounts you specified in A/R.
147
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Using Accounts Receivable with Job Cost Using Accounts Receivable with Job Cost allows you to track both billings and payments associated with a specific project. You enter sales and billing information in A/R, then you transfer that information to your jobs through Job Cost. In Accounts Receivable, you enter customer billings in Enter Transactions and customer payments in Apply Payments. You can associate any A/R transaction with a Job Cost project by entering an exclamation mark and the job number in the Enter Transactions Comment field or in the Apply Payments Reference field. You must use Enter Transactions or Apply Payments to record transactions that affect both A/R and Job Cost. Transactions you enter into Apply Service Charges cannot be transferred to Job Cost unless you are also using Invoicing/Order Entry and you enter a Job Number after the invoice is created. In Job Cost, you use Update From Accounts Receivable to transfer the transactions recorded in A/R. This program prints a list of all the transactions associated with a Job Cost job. It also updates Total Customer Payments and Total Customer Billings in the Job Master File. Using Invoicing/Order Entry with Inventory Using Accounts Receivable and Invoicing/Order Entry with Inventory makes controlling your inventory flow easier. Of the four Inventory transactions sales, receipts, returns, and adjustmentsyoull always perform sales and returns in Invoicing/Order Entry. When you use Enter Invoice/Order/Quote, you select the customer you want to sell to and then you can select the item you want to sell or return from a list of inventory items. Once you select the item, Invoicing/Order Entry automatically displays item information (such as product code and price) already entered into Inventory. Then, when you use Post/Convert Documents to post invoices, Invoicing/Order Entry updates the quantity on hand for Inventory items sold or returned. For sales, Invoicing/Order Entry reduces the Inventory quantity on hand by the quantity shipped. For returns, Invoicing/ Order Entry increases the quantity on hand. Depending on how you set up Inventory, Invoicing/Order Entry can also prevent you from selling items that are out of stock. Invoicing/Order Entry can restrict the quantity of items you ship to be no more than the number of items on hand in Inventory. If you sold more items than you shipped, Invoicing/Order Entry records the difference on the Backorder Report and creates a backorder for the order or the invoice.
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Manual Overview
Tutorial
Finally, Invoicing/Order Entry provides you with vital Inventory information. In addition to the Backorder Report, Invoicing/Order Entry provides the Inventory Activity Report. This report provides sales informationincluding estimated cost, profit, and percentage profitfor Inventory items sold or returned through Invoicing/Order Entry. Using Invoicing/Order Entry with Job Cost If you use A/R, Invoicing/Order Entry, and Job Cost, you can enter billing information into Invoicing/Order Entry for specific jobs and then track the information in Job Cost. You can associate any invoice with a Job Cost project by first choosing to have Invoicing/Order Entry update Job Cost (through Invoicing/Order Entry Module Options) and then entering a Job Number on the invoice or order. After posting invoices or orders, run Update from Accounts Receivable in Job Cost to post the invoicing information to jobs.
Manual Overview
Using Accounts Receivable and Invoicing/Order Entry teaches you how to activate and use Accounts Receivable and Invoicing/Order Entry. We assume that you have read the Getting Started Guide and we do not explain here the basic concepts you learned there. If you havent read the Getting Started Guide, you should read it now. Accounts Receivable and Invoicing/Order Entry Overview gives you an overview of Accounts Receivable and Invoicing/Order Entry. It explains the basics of what these modules do, how they work together, and how they work with other Peachtree Accounting modules.
Tutorial
The Accounts Receivable Tutorial in the Getting Started Guide introduces you to Accounts Receivable and Invoicing/Order Entry and lets you practice using them. It leads you through the steps of your daily and monthly work and lets you try each of the programs youll use regularly. The tutorial uses data from our sample company, W.D. Peachtree & Company. You can use the tutorial any time you need to practice certain A/R or Invoicing/Order Entry tasks. Purchase Orders Index
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Inventory
Accounts Receivable
Accounts Payable

Setting Up
Planning is the most important part of setting up Accounts Receivable and Invoicing/Order Entry. Once you know how you want to organize your customer accounts, entering information is easy. Controlling How A/R and Invoicing/Order Entry Work explains the information you must collect to set up Accounts Receivable and Invoicing/ Order Entry for your company. It explains module options, transaction/ product code combinations, and sales taxes. Read this section when you have questions about these basic facets of Accounts Receivable. Preparing Your Records for Use helps you convert from your current accounting system to Peachtree Accounting Accounts Receivable and Invoicing/Order Entry. It includes suggestions about when to start using Accounts Receivable and Invoicing/Order Entry, how to organize and to prepare your data, and how to enter and to verify it. Read this section when you have questions about maintaining or changing Accounts Receivable or Invoicing/Order Entry.
Using A/R and Invoicing/Order Entry for Your Accounting Tasks

Using A/R and Invoicing/Order Entry for Your Accounting Tasks is a guide to the daily, monthly, and yearly tasks you must perform to use Accounts Receivable and Invoicing/Order Entry in your business. It tells you the order of these tasks and suggests how often to perform them. It explains how you use the programs and reports as part of your regular routine.
Menu Overview
In this manual, we explain all of our programs and reports in the order in which youre most likely to use them. If you want to see our programs and reports in order by menu and shortcut codes, along with a brief explanation of each one, refer to Menu Overview.

Peachtree Softwares Training Department conducts classes on how to use Peachtree Accounting. Frequently Asked Questions is a compilation of questions our dealers and consultants ask most.
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Sample General Ledger Account Distribution
If you plan to use the Standard Chart of Accounts provided with General Ledger, youll need to set up a General Ledger Account Distribution file (GLAD file). We provide an example of how you might want to do this in Distributing to General Ledger Accounts.
This manual uses the following conventions: In the instructions, information that you are to enter is in bold face. In the instructions, Enter X means the same as Type X and press e. Keys you are to press together are separated by hyphens. For example, c-a-D means to hold down the c and a keys, and press the D key at the same time. Accounts Receivable Index Purchase Orders 151 Inventory
If You Need Help

While youre using A/R or Invoicing/Order Entry, you can press s-1 for a description of the current window. When your cursor is in a field, you can also press 1 to see a description of that specific field.
Accounts Payable
Sample General Ledger Account Distribution
Controlling How A/R and Invoicing/Order Entry Work

Controlling How A/R and Invoicing/ Order Entry Work

This section guides you through setting up module options, defining the combinations of transaction types and product codes youll use, and defining the combinations of state, county, and city sales taxes youll charge. It contains the following sections: Module Options Transaction/Product Code Combinations Sales Taxes Customized Statement and Document Options
Note
We assume you have read (and have understood) the material in the Getting Started Guide and in Accounts Receivable and Invoicing/Order Entry Overview, of this manual. If you have not read this material, please read it before continuing.
Module Options
The first step in using Accounts Receivable and Invoicing/Order Entry is selecting and entering module options for your company. Module options help you adjust A/R and Invoicing/Order Entry so they meet the particular needs of your business. You must set these options for the modules to work effectively and correctly for you. This section describes the module options, your choices for those options, and how your selections affect A/R and Invoicing/Order Entry. When selecting, base your decision on applicable federal, state, and local laws your CPAs or accountants advice your companys practices and your personal preferences
If you use just A/R, then youll need to set up only A/R module options. However, if you use both A/R and Invoicing/Order Entry, then youll need to set up separate module options for both modules. A/R module options can affect both A/R and Invoicing/Order Entry, but Invoicing/Order Entry module options affect only Invoicing/Order Entry with the exception of invoice/document number. This section describes both A/R and Invoicing/ OE options. 152
Module Options
Understanding A/R and Invoicing/Order Entry Module Options
All the module options affect how well A/R and Invoicing/Order Entry work for you, so please read this section carefully. For most options, you can change your selections at any time. For some options, though, you shouldnt make any changes once you have installed and used A/R and Invoicing/Order Entry. The option descriptions tell you when (and if) you can make changes.
Note
If you use more than one company, you must select options separately for each company. Accounts Receivable Index Purchase Orders Inventory
Understanding A/R and Invoicing/Order Entry Module Options

Like the options in all Peachtree Accounting modules, there are two types of options for both Accounts Receivable and Invoicing/Order Entry: Module options Printer assignment options
Module options control the operation of A/R and Invoicing/Order Entry. Gathering Your A/R Module Options and Gathering Your Invoicing/ Order Entry Module Options discuss these options. A/R and Invoicing/Order Entry come set with Printer 1 assigned for all reports. If you have more than one printer, Set Printer Assignments lets you choose the printer A/R or Invoicing/Order Entry normally uses to print your reports. You can read about report printing and how these options work in the Getting Started Guide. We recommend that you do not change your printer options until you are more familiar with A/R and Invoicing/Order Entry. Then, when you feel comfortable with the reports these modules print, change any options you like. For example, you may decide to print Accounts Receivable reports on a fast, draft printer and invoices on a slower, letterquality printer. For Invoicing/Order Entry, you may decide to send your picking and packing slips to a printer in the warehouse, and send all your other documents locally.
Gathering Your A/R Module Options

Entering module options requires some planning. Gather the information youll need to make your decisions. Consult your department managers and your accountant. If necessary, review your company policies.
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Accounts Payable

Optionally, you can print copies of the module options setup forms. The procedure for printing setup forms and checklists is described in the Getting Started Guide. If you use just A/R, make a copy of the A/R Module Options Setup Form. If you use both A/R and Invoicing/Order Entry, then make a copy of the Invoicing/Order Entry Module Options Setup Form also. As you read about the options described in this section, write your choices on the appropriate setup form. Then, after youve selected your options, follow the instructions at the end of this section to enter those selections. Using setup forms, you can enter your options quickly and easily. Accounts Receivable and Invoicing/Order Entry are separate modules, so they have separate module options. The A/R module options can affect both A/R and Invoicing/Order Entry. The Invoicing/Order Entry module options, though, affect only Invoicing/Order Entry with the exception of Invoice/ Document numbering. Accounts Receivable has six different sets of module options: General Service Charge Age Analysis Payment Terms Customer Status Options User Definable Headings
The next six sections discuss these sets of options in detail. As you read each of these sections and decide on your A/R module options, write your choices for each option on the A/R Module Options Setup Form.
General Module Options

General module options affect how A/R works for your company. The categories and choices are general. They are not a result of any tax laws or legal requirements. Base your choices on personal preference and established company procedures.
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Module Options
Module Options tab
Controller Password Operator Password PurposeThese passwords limit access to A/R and Invoicing/Order Entry programs. They are not required, but are useful in protecting your programs and data from unauthorized use. ChoicesFor both passwords, you can use any combination of up to eight letters and numbers and any punctuation marks or symbols, except quotation marks. Spaces count as characters. A/R capitalizes letters entered in lower case. The default for both passwords is no password. EffectsThe controller password gives you access to all A/R and Invoicing/ Order Entry programs. The operator password gives you access to all A/R and Invoicing/Order Entry programs except Maintain A/R Options. Here are the password scenarios that can occur depending on how you set up your passwords.
Controller
Operator
What happens when the password is set up:

You must enter your controller password after you select the Maintain A/R Options program from the A/R Maintenance Menu. You must enter your operator password after you select the module from the Peachtree Accounting Main Menu. You must enter a password after you select the module from the Peachtree Accounting Main Menu. If you enter the controller password, you can access all programs. If you enter the operator password, you can access all programs except Maintain A/R Options. You must enter the controller password when you select the Maintain A/R Options program from the A/R Maintenance Menu.
Think of the controller password as the management password, since only those who are in charge of your companys receivables and invoicing should know this password. If you set up a controller password, you can optionally set up an operator password, if you have other employees entering data. If you have a small company, and the same person who is in charge of A/R is also entering all the A/R and Invoicing/Order Entry information, then setting up just the controller password may be sufficient.
155
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Think of the operator password as the employee password. You give the operator password to any employee who needs to enter A/R and Invoicing/ Order Entry information. If you set up an operator password, you should also set up a controller password, so that access to the Maintain A/R Options program is limited to just management. How to ChooseDecide how much access you want to allow to your programs. Do not create a password that is easy to guess, such as your name, birth date, or department. If you do not use passwords, anyone can run your A/R and Invoicing/Order Entry programs. Making ChangesYou can change passwords at any time. Change a password by typing over the current password. Delete a password by typing blank spaces or pressing .
Warning
If you changed either of these passwords since you last backed up, and then discover you need to restore from that backup, the program will prompt you for your old passwords after you restore. You wont be able to use your programs unless you remembered what the old passwords are, so remember to keep the old passwords on file. Use Menus PurposeThis option controls whether you use multiple menus or a single menu when working with A/R. ChoicesY or N. The default for this option is Y. EffectsIf you set this option to Y, A/R displays the following three levels of menus on your window: Peachtree Accounting Main Menu A/R Main Menu A/R Maintenance, Processing, or Reports Menus
The advantage to using level menus is that you can select the type of program you want before you actually select the program. For example, if you want to run a report program but cant remember its name, you can select Report Programs from the A/R Main Menu to display the menu which shows all available report programs. If you set this option to N, A/R operates in expert mode. In this mode, A/R displays only a single menu. From that menu, you select any maintenance, processing, or report program by typing a single hot key. The advantage to expert mode is speed: since Peachtree Accounting doesnt have to display three different levels of menus, it works faster. 156
Module Options
How to ChooseWhen you first start using A/R, set Use Menus to Y. Once youre comfortable with that module, you probably wont need the reminders that the regular menus provide. At that point, set this option to N to speed up accessing the programs. Making ChangesYou can change this option at any time. Allow Changes/Deletions
ChoicesY or N. The default is Y. EffectsIf you set this option to Y, A/R allows changes and deletions in every A/R and Invoicing/Order Entry maintenance program. If you set this option to N, A/R restricts changes and deletions in every A/R and Invoicing/Order Entry maintenance program.
Note
How to ChooseUntil you have A/R operating properly for your company, youll probably make many changes and deletions to your customer information. Set this option to Y until youre comfortable with how your company uses A/R. Then, you can change this option to N or leave it set at Y. Making ChangesYou can change this option at any time. The change takes place immediately. Force Control Reports PurposeMost A/R and Invoicing/Order Entry programs that alter information (or let you alter information) print a control report as an audit trail. This option controls whether A/R prints control reports automatically or asks if you want to print a control report. ChoicesY or N. The default is N.
157
Index
Purchase Orders
Inventory
If you use a controller password, then only the controller can set the Allow Changes/Deletions option. As a result, no one can change customer information until the controller sets this option to Y.
Accounts Receivable
PurposeThis option controls your ability to make changes or deletions in every A/R and Invoicing/Order Entry maintenance program. It does not affect your ability to add information in these programs.
Accounts Payable

EffectsIf you set this option to Y, then, whenever you use a program that can print a control report, A/R and Invoicing/Order Entry automatically print that report. Make sure your printer is ready to print (on-line) before you run these programs. If you set this option to N, A/R and Invoicing/Order Entry ask, PRINT CONTROL REPORT?, each time you begin a program that can print a control report. How to ChooseDecide whether you want to use control reports as audit trails for your receivables activities. We recommend that you force control reports. Making ChangesYou can change this option at any time. Keep Historical Detail PurposeThis option determines the amount of transaction detail A/R stores on your customers. A/R can store either all transaction detail for Regular customers or just open and current invoice transaction detail. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, then A/R keeps all transaction detail for all your customers. When transferring A/R journal entries to General Ledger or when printing the Past Due, Aged Receivables, and Transaction Register reports, you can enter cutoff dates to limit the detail to the current period. When you close the current period, you can purge the transaction detail. If you answer Y, you will be asked for the number of months of closed transaction detail to keep. The next prompt allows you to change the start date of the closed transaction detail. Note that it defaults to the number of months before the current date. How to ChooseIf you need to know all the transactions made on your customers accounts, set this option to Y. If you need to know only current period transactions or those transactions made on open invoices, set this option to N. Making ChangesYou can change this option at any time. However, A/R cannot bring back transactions once they have been discarded.
158
Module Options
Current A/R Generation Number PurposeEach time you run Close Current Period, A/R makes a copy of its data files. It uses the new files for processing your next period transactions and keeps the old files as a precaution. Each of these sets of old files is called a data file generation. A/R stores these old files on your disk until you delete them. Refer to the Getting Started Guide for more information about deleting old data files. A/R tracks these data file generations by assigning a unique number to each generation of files and by incorporating that number in each data file name. Current A/R Generation is the number which A/R uses to name your current generation of files. ChoicesAny number from 0 to 99. The default is 0. EffectsYour entry becomes the third and fourth character in the name of the data files Peachtree Accounting creates when you install A/R. The first two characters of your data file names are always AR. Each time you run Close Current Period, A/R increases this number by 1. When Current Generation Number reaches 99, Close Current Period resets it to 0. How to ChooseSelect any number from 0 to 99. Your A/R generation number need not match the generation number from any of the other Peachtree Accounting modules you use. We recommend using 1 for the generation number of your first set of data files. Making ChangesDo not make changes to Generation Number unless directed by this manual or your Peachtree Support representative. (Remember, both the current generation and one or more older generations remain on your disk. A/R distinguishes between these generations by the generation number in each file name.)
Warning
Current G/L Fiscal Period PurposeCreate G/L Journal Entries can prepare your current period transactions for posting to Peachtree Accounting General Ledger. When it prepares these transactions, it creates the A/R summary journal; you can post this summary journal from G/L. This option controls to which G/L period those transactions will be posted. Index
159
Purchase Orders
If you change this generation number in the future, A/R looks for the data files with the corresponding generation number. If these files do not exist, A/R will not be able to locate them. If they do exist, A/R will process the transactions you subsequently enter using the old information from that generation.
Inventory
Accounts Receivable
Accounts Payable

Choices1 - 13. The default is 1. EffectsWhen you select the Create G/L Transfers option in Create G/L Journal Entries, A/R creates a summary journal of your current period transactions for posting to Peachtree Accounting G/L. When you transfer this summary journal, G/L posts the transactions in that summary journal to the period assigned to Current G/L Fiscal Period. Each time you close the period, A/R increments Current G/L Fiscal Period by one. As a result, your A/R transactions are always posted to the correct G/L period. How to ChooseIf you do not post to Peachtree Accounting G/L, A/R will not use this information. So, just accept the default, 1. If you do post to G/L, enter the General Ledger period to which your first A/R period transactions should be posted. Make sure the number assigned to the G/L option, Current Fiscal Period, matches the number assigned to Current G/L Fiscal Period. For example, if your fiscal year begins in January and you plan to install both G/L and A/R in that month, then enter 01 for both Current Fiscal Period in G/ L and Current G/L Fiscal Period in A/R. Making ChangesNormally, once you enter this option, you should never change it manually. A/R updates Current G/L Fiscal Period for you. Post to General Ledger PurposeThis option controls whether Create G/L Journal Entries prepares the A/R summary journal for Peachtree Accounting G/L. If you use G/L, you can automatically post your receivables transactions by transferring this summary journal in G/L. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, Create G/L Journal Entries prepares the A/R summary journal. You transfer summary journals using Transfer Summary Journals in General Ledger. If you set this option to N, A/R does not prepare the A/R summary journal. However, Create G/L Journal Entries does print a list of your current period transactions. Using this list, you can post these transactions manually to your own general ledger. How to ChooseIf you use Peachtree Accounting G/L, then set this option to Y. If you dont use Peachtree Accounting G/L, then set this option to N. Making ChangesYou can change this option anytime before you create G/ L journal entries for this period. The change takes effect the next time you run Create G/L Journal Entries.
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Module Options
Check Credit Limit PurposeThe entry you make here determines if A/R checks a customers credit limit when you enter transactions in A/R or Invoicing/Order Entry that increase his balance. You enter a customers credit limit in Maintain Customers. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, A/R notifies you if the customers credit limit has been exceeded before you enter a transaction for the customer. However, A/R doesnt prevent you from entering a transaction for the customer. Pending amounts for orders and invoices are added to the customers balance when checking the credit limit. If you set this option to N, A/R doesnt check a customers credit limit. How to ChooseIf you use credit limits, set this option to Y. You can still by-pass the credit limit check for certain customers by assigning them a $0.00 credit limit. If you dont care how high any of your customers balances are, set this option to N. Making ChangesYou can change this field at any time. The changes take effect immediately. Print Company Name PurposeThe selection you make here determines if A/R prints your company name and address on statements. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, then A/R prints your company name and address on statements. If you set this option to N, then A/R does not print your company name and address on statements.
Making ChangesYou may change this field at any time. The change takes effect immediately. Print Titles PurposeThe selection you make here determines if A/R prints your column headings on statements. ChoicesY or N. The default is Y. 161
Index
Purchase Orders
How to ChooseIf you use preprinted statement forms, set this option to N. If you dont, set this option to Y.
Inventory
Accounts Receivable
Accounts Payable

EffectsIf you set this option to Y, then A/R prints column headings on statements. If you set this option to N, then A/R does not print column headings on statements. How to ChooseIf you use preprinted statement forms, set this option to N. If you dont, set this option to Y. Making ChangesYou may change this field at any time. The change takes effect immediately. Use Expanded Lookups PurposeYour selection here determines the format of the customer lookup list. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, the list you see when performing a lookup will include the first line of the customers address and the customers phone number, as well as the customer code and customer name. If you set this option to N, the list you see when performing a lookup shows only the customer code and customer name. How to ChooseIf you think the customer address and phone number would help you when selecting from a lookup list, enter Y. If you think the customer code and name are sufficient to make your selection from lookup lists, enter N. Making ChangesYou may change this field at any time. The change takes effect immediately. Auto Invoice Numbering PurposeThis option determines how invoice numbers are assigned to your A/R transactions: automatically or manually. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, then A/R automatically assigns a number to the invoices you enter in Invoicing/Order Entrys Enter Invoice/Order/ Quote and transactions you enter in A/Rs Enter/Change Transactions. A/ R also assigns a number to the service charge invoices created by Apply Service Charges. The invoice number assigned depends on Starting Invoice Number, Ending Invoice Number, and Reset Invoice Number. Even if you use automatic numbering, you can replace the assigned invoice number using Enter/Change Transactions. You cannot replace the invoice number for invoices you enter using Enter Invoice/Order/Quote.
162
Module Options
If you set this option to N, then you must enter an invoice number each time you enter a transaction or create invoices in Apply Service Charges. How to ChooseWhen you first install A/R, youll need to enter balances from already existing invoices. So, set this option to N to make entering that information easier. Once you have entered all outstanding invoices set this option to Y. Then, A/R will number new invoices for you automatically. Making ChangesYou may change this option at any time. The change takes effect immediately. Starting Invoice Number Ending Invoice Number Invoice Reset Number PurposeFor automatic invoice numbering, A/R uses a range of invoice numbers. These options determine that range. Choices1 - 999,999. The default for Starting Invoice Number and Invoice Reset Number is 1; the default for Ending Invoice Number is 999,999. EffectsThe first time you use Enter/Change Transactions or Apply Service Charges, A/R uses the number assigned to Starting Invoice Number as the invoice number. A/R assigns each subsequent invoice the next highest invoice number. When the Ending Invoice Number has been used, A/R assigns the reset number to the next invoice. A/R continues to assign invoice numbers between the ending number and the reset number.
Note
You can also set this in Invoicing/Order Entry. The number that takes precedence is whatever number you enter last. How to ChooseWhen you begin automatic invoice numbering, select a starting number that matches your preprinted invoice forms. Select a suitable ending number and reset number for your company, but be sure the ending number is larger than both the starting number and reset number. You may use the same number for both Starting Invoice Number and Invoice Reset Number. If you do not use automatic invoice numbering, leave these fields blank. Making ChangesYou may change these fields at any time. The changes take effect immediately.
163
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Service Charge Options

Service charge options affect how A/R calculates your service charges and which customers can be charged for past due amounts. When selecting your service charge options, check your company policies and applicable state and local laws. If necessary, check with your accountant.
Note
All the service charge options determine how A/R calculates service charges. For a detailed description of the different calculation methods, see Avg Daily or Ending Bal. Customer Types PurposeThis option controls to which type of accounts A/R can apply service charges. ChoicesThe default is 0. For more information on account types, read Account Type in Preparing Your Records For Use. 0 1 2 3 Service charges are not applied to any customers Balance Forward customers Regular customers Balance Forward and Regular customers
EffectsWhen you run Apply Service Charges, A/R checks the open invoices of all customers with the account type specified by Customer Types. A/R determines which open invoices are current and which open invoices are past due. For accounts with past due invoices, A/R applies a service charge. Your selections for the remaining service charge options determine how A/R calculates the service charge. How to ChooseThe type of account charged for past due invoices depends on your company policy. If you are uncertain which account type to select, consult your accountant. Or, if you are currently using a service bureau to produce your customer statements, check with the bureau for more information. Making ChangesYou may change this option at any time. The change takes effect the next time you run Apply Service Charges.
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Module Options
Amount or Percentage PurposeThe entry you make here determines whether A/R uses a flat fee or a percentage of the amount past due when it calculates service charges. ChoicesThe default is P. A P Set fee amount Percentage of the amount past due
If you select amount, A/R charges a flat fee for overdue accounts. A/R uses your selections for the remaining service charge options to determine if the fee is applied once to the entire account or to each overdue invoice. How to ChooseHow you calculate service charges depends on your company policies. Check with your accountant or, if you use a service bureau to produce customer statements, check with that bureau. Making ChangesYou can change this option at any time. The change takes effect the next time you run Apply Service Charges. Min Amount PurposeFor any customer levied a service charge, this option sets the minimum amount the customer will be charged. Choices0 - 99,999.99. Enter the amount in dollars. The default is 0.00. EffectsA/R calculates a customers service charge and compares the service charge amount to the service charge minimum. If the calculated service charge is less than the minimum service charge, A/R applies the minimum service charge to the customers account.
Note
If you use the average daily balance method of calculating service charges, then A/R calculates service charges on each past due invoice. If an invoice service charge is less than the minimum service charge, A/R applies the minimum service charge to each past due invoice.
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Purchase Orders
Inventory
Accounts Receivable
EffectsIf you select percentage, A/R calculates service charges as a percentage of the amount past due. The rest of your service charge selections control exactly how A/R calculates the service charge.
Accounts Payable

How to ChooseSetting a minimum service charge depends on your company policy. If you are currently using a service bureau to produce your customer statements, check with that bureau for more information. Making ChangesYou may change this option at any time. The change takes effect the next time you run Apply Service Charges. Include Past Charges PurposeThis option determines if past due service charges are included when A/R calculates a new service charge. ChoicesY or N. The default is N. EffectsIf this option is set to Y, then A/R includes overdue service charges when calculating the current period service charge. When A/R calculates a service charge, it assigns an invoice number to the service charge transaction. If there are any overdue service charge invoices the next time service charges are calculated, A/R includes those invoices in its service charge calculations. If this option is set to N, A/R never includes past due service charge invoices when calculating the current service charge. How to ChooseIncluding past due service charges in the current service charge calculation depends upon company policy and on state and local laws. Be sure to check these laws before setting this option. If you are currently using a service bureau to produce your customer statements, you may want to check with that bureau for more information. Making ChangesYou may change this option at any time. The change takes effect the next time you run Apply Service Charges. Avg Daily or Ending Bal PurposeThis option controls the method A/R uses to calculate a customers service charge. ChoicesThe default is E. A E to use the customers average daily balance to use the customers ending balance
EffectsIf you select ending balance, then A/R applies a single service charge to both Balance Forward, Temporary, and Regular accounts.
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Module Options
If you select average daily balance, then A/R applies a single service charge to Balance Forward and Temporary accounts. But, to Regular accounts, A/R applies a service charge to each past due invoice. Using ending balance on Temporary accounts ending balance on Balance Forward accounts average daily balance on Balance Forward accounts
A/R makes the following service charge calculation: Accounts Receivable Index Purchase Orders 167 Inventory Service Charge = Past Due Balance x Aging Period x (Service Charge Pcts 365). For example, a customer has two past due invoices: Invoice 1, $125.00 past due for 60 days, and Invoice 2, $175.00 past due for 30 days. Your aging period is 30 days and your service charge percentage is 18 percent per year. His service charge is Calculation
Past due balance x x Service charge pcts Aging period Days in the year Account service charge x x
Invoice 1 and 2
$300.00 0.18 30 365 $4.44
Using Average daily balance on Regular accounts, A/R makes this service charge calculation: Invoice Service Charge = Invoice Balance x Days Past Due x (Service Charge Pcts 365).
Accounts Payable

Using the information from the above listed example, the service charge is Calculation
Invoice balance x x Days past due Service charge pcts Days in the year -----------------------Service charge x x
Invoice 1
$125.00 60 0.18 365 -----------------$3.70
Invoice 2
$175.00 x x 30 0.18 365 ----------------$2.59
Total Service Charge = $3.70 + $2.59 = $6.29.
How to ChooseHow you calculate service charges depend on company policy. If you are currently using a service bureau to produce your customer statements, check with that bureau for more information. If you use service fees rather than service charge percentages, then A/R doesnt make this calculation. Instead, it simply applies the customers service fee to each of his past due invoices.
Note
If you use a minimum service charge, A/R compares each calculated invoice service charge to the minimum. If an invoice service charge is less than the minimum, A/R applies the minimum service charge to the invoice rather than the calculated service charge. Making ChangesYou may change this option at any time. The change takes effect the next time you run Apply Service Charges.
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Module Options
Service Charge Amts/Pcts: Code 1 - Code 4 PurposeIf Amount or Percentage = P, service charge codes control the percentage rate A/R uses to calculate service charges. If Amount or Percentage = A, then service charge codes control the amount A/R uses for service fees. You may use up to four different service charge percentages or amounts; you assign one service charge code to each customer. Choices0 - 99.99. The default is 0.00. If you use percentages, enter the annual percentage rate. If you use amounts, enter the dollar amount. EffectsIf you use service charge percentages, Apply Service Charges uses the percentage rate assigned to each customers service charge code to calculate the customers service charge. If you use service fees, Apply Service Charges uses the amount assigned to each customers service charge code as the service fee. How to ChooseIf you do not use service charges, set all the codes to 0.
When you enter your customer information into Maintain Customers, A/R automatically displays 1 as the service charge code for new customers. So, to make entering customer information easy, assign the percentage rate or the fee you charge most often to Service Charge Code 1. The service charges you use depends on company policy. If you are currently using a service bureau to produce your customer statements, check with that bureau for more information.
Note
We recommend that you define one service charge code with a percentage rate or a service fee of 0. You can assign this code to preferred customers who are never charged a service charge even if their accounts are past due. Making ChangesYou may change these codes at any time. The changes take effect the next time you run Apply Service Charges.
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Index
Purchase Orders
Inventory
If you do use service charges, enter the annual percentage rate for the service charge or the dollar amount for the service fee. For example, if you use an 18 percent annual service charge rate, enter 18.00; if you use a monthly $5.00 service charge, enter 5.00.
Accounts Receivable
Accounts Payable

Age Analysis Options

Age analysis options affect how your customers accounts are aged. When selecting your options, base your decisions on company policies. Age Period Length PurposeThis option defines the length of your aging period. A/R uses the length of your aging period to define the four different aging periods it uses: Current Past DueOne Aging Period Past DueTwo Aging Periods Past DueThree or More Aging Periods
Choices0 - 999 days. The default is 030. EffectsAge Period Length determines how often you must run the Aged Receivables Report. You can run it more often. Once each aging period, you must use this program to age your Balance Forward customers and print the Aged Receivables Report for your regular customers. When you age your Balance Forward customers, A/R transfers balances from one aging period to the next. When you print the report, A/R ages your Regular customers open invoices based, in part, on the length of your aging period. How to ChooseThe length of your aging period depends on company policy. If necessary, check with your accountant to determine this length. Making ChangesYou may change this option at any time, however the change does not take effect until you print the Aged Receivables Report and run Customer Statements.
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Module Options
Dunning Messages tab
Dunning Messages Extended Messages Period 1 Period 2 Period 3 PurposeThese options determine the messages that can appear on the statements of customers whose accounts are past due. ChoicesYour first choice is between entering extended messages or standard, 20-character messages. If you enter Y at Extended Messages, you will see additional windows after accepting this first window. On these windows, you can enter free-form messages of up to five lines of 75 characters each, for each of three overdue periods. If you enter N at Extended Messages, you can enter standard 20-character messages on the first options window for each of three overdue periods. Your second choice is what message, if any, to enter. You can enter any message, the default being no message. EffectsIf you enter dunning messages, A/R can print the message on a customers statement whenever his account is past due. In Maintain Customers, you can select which customers have dunning messages printed on their statements. For customers who have dunning notices printed, A/R prints the message entered in Dunning Message, Period 1 whenever the customers account is one period past due. A/R prints the message entered in Dunning Message, Period 2 whenever the customers account is two periods past due. And, A/R prints the message entered in Dunning Message, Period 3 whenever the customers account is three or more periods past due. Extended Dunning Messages print on the last page of the statement, or on a separate page if there is not room on the last page. How to ChooseFirst, decide how many characters you need for Dunning Messages. If more than 20, enter Y for Extended Messages. If less than 20, enter N. Then, enter the dunning messages you want past due customers to see.
Note
If you enter Extended Messages, make sure your printer is set for IBM Graphics emulation. The word-wrap feature in the Extended Message uses soft spaces to indicate the end of a line. Consult your printer manual for instructions on printer configuration. Making ChangesYou may change this information at any time. The changes take effect the next time you run Customer Statements. Index
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Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Payment Terms Options

Payment terms options define the different invoice terms you offer your customers. You may define up to five different invoice terms codes: four terms codes (1 - 4) with invoice and discount due dates defined as a set number of days after the invoice date one terms code (5) with invoice and discount due dates defined as particular dates
You define up to five different terms codes, but you assign only one terms code to a customer. This terms code becomes the customers default terms code. When you use A/R or Invoicing/Order Entry to enter transactions for the customer, you can assign him a different terms code. Note: Both A/R and Invoicing/Order Entry use these invoice terms. So, throughout this section, Payment Terms Options, whenever we use A/R, we also mean Invoicing/Order Entry.
Payment Terms tab
Terms Codes 1 - 4: Description PurposeTerms code descriptions identify terms codes as a set number of days after the invoice date for you and your customers. ChoicesUp to 11 characters. The default description for Terms Code 1 is 2/10, Net 30. This tells you the discount is 2 percent, the discount is good for 10 days from the sale date, and the payment is due within 30 days of the sale. EffectsInvoice terms descriptions appear on invoices. They also display on your window in Enter/Change Transactions and Enter Invoice/Order/ Quote. How to ChooseEnter invoice terms descriptions that are brief but identifiable. Also, be consistent in your terms code description. For example, use 2/10/Net 30 and 2/30/Net 60 or Standard and Upon Receipt. Making ChangesYou may change invoice terms descriptions at any time. The changes take effect immediately.
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Module Options
Terms Codes 1 - 4: Discount Pct Discount Days PurposeDiscount Pct defines the discount percentage given to a customer if he pays an invoice before the invoice discount due date. Discount Days defines the invoice discount due date, the last date on which A/R calculates an early payment discount for the customer. ChoicesFor Discount Pct, 0.00 - 99.99. The default percentage for Terms Code 1 is 2.00. Enter a percentage and be sure to enter both decimal places. For Discount Days, 0 - 99. The default for Terms Code 1 is 10. EffectsWhen you enter a sales transaction for a customer, A/R checks the customers invoice terms code. Using the discount percentage for that code, A/R calculates the total early payment discount the customer can receive if he pays before the discount due date. A/R uses the following formula to make that calculation: Discount Amount = Discount Pct x Transaction Total When you enter the customers payment, A/R calculates the invoice discount due date using the following formula: Discount Date = Invoice Date + Discount Days If, in Apply Payments, you enter an early payment transaction on or before the discount date, A/R automatically calculates the discount for you. How to ChooseInvoice discounts and discount days depend on company policy. If necessary, consult your accountant.
Note
Making ChangesYou may change discount percentages and discount days at any time. The changes take effect immediately.
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Index
Purchase Orders
Assign the invoice terms you use most often to Terms Code 1 since A/R automatically displays 1 as the terms code for new customers when you enter customer information into Maintain Customers.
Inventory
Accounts Receivable
Accounts Payable

Terms Codes 1 - 4: Due Days PurposeDue Days defines the date after which an invoice is considered past due. Choices0 - 99. The default for Terms Code 1 is 30. EffectsA/R calculates invoice due dates using the following formula: Due Date = Invoice Date + Due Days When you print the Aged Receivables Report, A/R checks each invoice due date. If an invoice hasnt been paid by its due date, then A/R considers the invoice past due. How to ChooseDue days depend on company policy. If necessary, consult your accountant. Making ChangesYou may change Due Days at any time. The changes take effect immediately. Terms Code 5: Description PurposeTerms code descriptions identify terms codes as specific invoice and discount due dates for you and your customers. ChoicesUp to 11 characters. The default is a blank description. EffectsInvoice terms descriptions appear on invoices. They also appear on your window in Enter/Change Transactions and Enter Invoice/Order/ Quote. How to ChooseEnter invoice terms descriptions that are brief but identifiable. Also, be consistent in your terms code description. For example, use 2/10th/1st and 2/15th/1st. Making ChangesYou may change invoice terms descriptions at any time. The changes take effect immediately.
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Module Options
Terms Codes 5: Discount Pct Discount Date PurposeDiscount Pct defines the discount percentage given to a customer if he pays an invoice before the invoice discount due date. Discount Date defines the invoice discount due date, the last date on which A/R calculates an early payment discount for the customer. ChoicesFor Discount Pct, 0.00 - 99.99. The default is 0.00. Enter a percentage and be sure to enter both decimal places. For Discount Date, 0 30. The default is 0. To use the last day of any month, use 30. EffectsWhen you enter a sales transaction for a customer, A/R checks the customers invoice terms code. Using the discount percentage for that code, A/R calculates the total early payment discount the customer can receive if he pays before the discount due date. A/R uses the following formula to make that calculation: Discount Amount = Discount Pct x Transaction Total You can accept this calculated discount, or you can enter an alternate amount. If, in Apply Payments, you enter an early payment discount on or before the discount due date, then A/R automatically calculates the discount for you. How to ChooseDiscount percentages and discount due dates depend on company policy. If necessary, consult your accountant. Making ChangesYou may change this information at any time. The changes take effect immediately. Terms Code 5: Force Next Month
ChoicesY or N. The default is N. EffectsIf you enter Y here, the Discount Date that you entered in the previous field always applies to the next month. For example, if the invoice date is October 1st and you entered 15 as the Discount Date, the Discount Date would be November 15th.
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Index
Purchase Orders
PurposeThis option controls whether the Discount Date can fall within the current month, or whether it is always forced into the next month.
Inventory
Accounts Receivable
Accounts Payable

If you enter N here, the Discount Date can fall within the current month, provided that the Due Date is greater than the Discount Date. In the above example, where the invoice date is October 1st and you entered 15 as the Discount Date, the Discount Date would be October 15th, provided that the Due Date was greater than 15. If the Due Date was 15 or less, the Discount Date would be November 15th. How to ChooseIf you always want to force the Discount Date to the next month, enter Y. Making ChangesYou may change this option at any time. Terms Code 5: Due Date PurposeDue Date controls the date after which an invoice is considered past due. Choices1 - 30. To use the last day of any month use 30. The default is 0. EffectsWhen you print the Aged Receivables Report, A/R checks each invoice due date. If an invoice hasnt been paid by its due date, A/R considers the invoice past due. How to ChooseInvoice due dates depend on company policy. If necessary, consult your accountant. Making ChangesYou may change due dates at any time. The changes take effect immediately. Terms Code 5: Force Next Month PurposeThis option controls whether the Due Date can fall within the current month, or whether it is always forced into the next month. ChoicesY or N. The default is N. If you chose to force the Discount Date to next month the default is Y because the Due Date must always be later than the Discount Date. EffectsIf you enter Y here, the Due Date that you entered in the previous field always applies to the next month. For example, if the invoice date is October 1st and you entered 15 as the Due Date, the Due Date would be November 15th.
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Module Options
If you enter N here, the Due Date can fall within the current month, provided that the Due Date is greater than the Discount Date. In the above example, where the invoice date is October 1st and you entered 15 as the Due Date, the Due Date would be October 15th, provided that the Discount Date was less than 15. If the Discount Date was greater than 15, the Due Date would be November 15th. How to ChooseIf you always want to force the Due Date to the next month, enter Y. Making ChangesYou may change this option at any time.
Customer Status tab
Customer Status Options (0 to 7) PurposeAllows the choice of six different statuses for customers, including preventing the sale of items to customers assigned certain statuses. Displays a message for certain customers when you try to make a sale or write an invoice in either Accounts Receivable or Invoicing/Order Entry if you are interfaced to Invoicing/Order Entry. ChoicesThere are three statuses: A Active. No message will display. This can be used for customers who are always prompt with payments. Transactions are allowed for customers assigned this status. Status Code 0 is used to signify an active customer. W Warning. A message will display, but the transaction is allowed. You can write anything in the warning such as Customer overdue. Get managers approval. It doesnt necessarily have to be negative warning about the customer; you could enter Customer is very valued; be courteous, for example, or some sort of helpful selling tip, Customer has not received new version. You can set up to five warning messages. H Hold. Prevents sales in Accounts Receivable and invoices in Invoicing/Order Entry from being written for the customer. You can enter any type of transaction for the customer, except SA, SS, or MD. You can set up to five hold messages. I Inactive. An Inactive Customer message will appear when you attempt to enter transactions for a customer with this status. No transactions can be entered for an inactive customer. N Notify. A message will appear when an SA, SS, or MD transaction is entered for a customer with this status. After the message displays, Peachtree allows you to change the customer status from N to A.
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Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

EffectsYou assign a status for each customer in Maintain Customers. It remains on the customer record until you change it. How to ChooseIf you want to use warning and hold messages, enter the messages here. If you feel you dont need warning or hold messages, enter nothing for these statuses and always use status code 0 when you assign the status to customers in Maintain Customers. Making ChangesYou may change the messages for the warning or hold statuses at anytime; however, keep in mind that it will change for all customers to whom you have assigned that particular status. User Definable Headings (1 to 5) PurposeAllows you to create fields with data that can be used to sort upon by Peachtrees reports tool, Intelligent Query Report Writer. ChoicesYou can type anything you want up to 16 characters. For example, you may wish to have separate headings for the credit cards you honor. Or you may wish to have a heading for your customers birthdays or the anniversary of the first sale with the customer. EffectsThese headings display in the Maintain Customers and Query Customer Accounts programs and can be displayed by entering 6. How to ChooseIf you find that the pre-defined fields do not meet all your needs, you can use this. Making ChangesYou can change this at anytime; however, changing the name of the field will not change the data in the field. You need to manually do that using Maintain Customers.
Entering Your A/R Options

Now that youve gathered all your A/R option information, you can enter it into Accounts Receivable using Maintain A/R Options for the A/R Maintenance Menu. A/R uses several tabs to display your module options. As you finish entering your options on one tab, select the next tab to continue entering A/R options. Follow these steps to enter your A/R options:
1 Start Peachtree Accounting by double-clicking the Peachtree Classic Accounting icon.
Peachtree Accounting displays the first window. The date from your computers internal calendar appears at the bottom right corner of the window.
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If the date is correct, press e. If not, change it and then press e.
Your cursor should be located next to the company ID. If your cursor is located next to the configuration type, press 2 to see your list of choices and select one. If there arent any, refer to your Getting Started Guide for more information on configuration types. Peachtree Accounting asks for your company ID.
3 Enter your company ID and press e.
Select Accounts Receivable from the Peachtree Accounting Main Menu.
If A/R has already been activated for this companyit should not have beenselect Maintenance Programs and then Module Options. Then, proceed to the step that explains what happens once Accounts Receivable has been activated. Inventory Index Purchase Orders C:\xxxx is the name of the directory that holds your Peachtree Accounting programs and ID represents your own company ID. 179 If A/R has not been activated for this company, Peachtree Accounting displays the following message:
Press e to accept the default of Y.
A/R then prompts you for name of the sub-directory where you want to store your Accounts Receivable information. If you have any question about directories, consult your DOS manual. Also, A/R provides a suggested directory:
Accounts Receivable
If youve forgotten your company ID, press 2 to display a list of company IDs. If you have not set up your company as instructed in Getting Started, Peachtree Accounting asks if you want to add the company. If you are asked to add the company and youre sure you entered the correct company ID, then carefully follow the instructions in the Getting Started Guide for adding a new company.
Accounts Payable

Press e to accept the suggested directory or enter another directory name and press e.
If the directory you enter does not exist, A/R asks if you want to create it. If you enter Y, Peachtree Accounting creates the directory. If you enter N, you must enter the name of a different directory. Accounts Receivable asks if you want to make a copy of the setup forms. This is a good idea, since it helps you organize your data for entry. If you have not set up your printer, you need to do this before printing the setup form. See the Getting Started Guide for further details.
7 Accept Y to print the setup forms.
Next, Accounts Receivable runs the Maintain A/R Options program for you. This program lets you choose between:
If you want to use the defaults for module options and printer assignments options, press 0 and proceed to Creating Your Accounts Receivable Data Files on page 184. You probably dont need to make changes to the printer assignment options.
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Select O for Set Module Options.
A/R displays the following window:
Change any of the options listed on this window.
A/R places your the cursor at Controller Password. Notice that the Payment Terms Options dont display on this window. A/R uses several tabs for your options. On this window, youll enter your general, invoice numbering, service charge, and age analysis options.
10 Enter the options as you entered them on your setup form.
As with all Peachtree Accounting windows, use e, t, Z, or W or your mouse to move between the displayed options. Press 1 if you need help with a particular option.
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Purchase Orders
In particular, make sure you enter your passwords correctly, and make sure you know what they are. If you type a password incorrectly or if you forget a password, you wont be able to use A/R or Invoicing/Order Entry for this company.
Inventory
Accounts Receivable
Accounts Payable

11
When youre finished with the first window of options, select the Payment Terms tab.
12
Fill in the information on this window as well. Check your entries to make sure they match the entries on your setup form.
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13
When youve entered all of your payment terms, select the Customer Status tab, and fill in the information on this window.
You dont need to enter anything on this window. You may decide not to use warning or hold messages (in which case, each customer needs to have a status of Active). You may also decide not to use User Definable Headings.
14 Select the Accept button after youre satisfied with the information you entered on all of the tabs in the Accounts Receivable Options window.
15
If you want to examine the printer assignments, select this option now.
We explained how to set this option in the Getting Started Guide. Refer to that manual for more information.
16 Otherwise, press 0 to create your Accounts Receivable data files.
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Index
Purchase Orders
Accounts Receivable returns you to the original A/R Program Options window, (the window that lets you choose between module options and printer assignments).
Inventory
Accounts Receivable
Accounts Payable

Creating Your Accounts Receivable Data Files

After you press 0, A/R gives you a chance to stop the creation of your new data files. A/R displays the message:
17
Accept Yes.
This window displays:
You have several choices for setting up your General Ledger account distribution. You can copy it from another company that you have set up copy the standard distribution file Peachtree has set up for Accounts Receivable copy it from the list of types of companies that Peachtree has compiled set up your own
If you have chosen to use a Chart of Accounts from another company or for a particular type of business in General Ledger, you need to make the same entry here. For example, if you chose to copy the construction chart of accounts in General Ledger, select TConstruction Distribution File here.
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Gathering Your Invoicing/Order Entry Module Options

Likewise, if you copied the chart of accounts from another company you set up, you should select CCopy From Previous Distribution File. Peachtree Accounting will prompt you for company ID from which to copy the account distribution file. Important: Make sure the option you pick is the correct one for your business. Once this is selected, it is difficult to change. A/R takes a few minutes to create your files. It then returns to the PCA Main Menu.

Module options affect how Invoicing/Order Entry works for your company. The Document Numbering Options also affect how A/R works for you. As you decide on your Invoicing/Order Entry module options, write your choices for each option on the Invoicing/Order Entry Module Options Setup Form. The Maintain Invoicing/Order Entry Options program controls certain Invoicing/Order Entry features including whether Invoicing/Order Entry interacts with Inventory whether Invoicing/Order Entry automatically numbers your documents and which document numbers it uses whether Invoicing/Order Entry prints your company name and title information on your documents the printer Invoicing/Order Entry normally uses when it prints control reports, documents, and reports from the Reports Menu Purchase Orders Index whether to print the 3-character Inventory department code on sales (SA transactions) and returns (RE transactions)
Module Options tab
Use Menus PurposeThis option controls whether you use multiple menus or a single menu when working with Invoicing/Order Entry. ChoicesY or N. The default for this option is Y.
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Inventory
Accounts Receivable
A/R is now activated. If you dont use Invoicing/Order Entry, youre ready to define your transaction/product code combinations so go to Entering Transaction/Product Code Combinations on page 210. If you do use Invoicing/Order Entry, youre ready to gather and enter your invoicing options.
Accounts Payable

EffectsIf you set this option to Y, Invoicing/Order Entry displays the following three levels of menus on your window: 1. Peachtree Accounting Main Menu 2. Invoicing/Order Entry Main Menu 3. Invoicing/Order Entry Maintenance, Processing, and Reports Menus
The advantage to using level menus is that you can select the type of program you want before you actually select the program. For example, if you want to run a report program but cant remember its name, you can select Report Programs from the Invoicing/Order Entry Main Menu to display the menu which shows all available report programs. If you set this option to N, Invoicing/Order Entry operates in expert mode. In this mode, Invoicing/Order Entry displays only a single menu. From that menu, you select any maintenance, processing, or report program by typing a single hot key. The advantage to expert mode is speed. Since Peachtree Accounting doesnt have to display three different levels of menus, it works faster. How to ChooseWhen you first start using Invoicing/Order Entry, set Use Menus to Y. Once youre comfortable with that module, you probably wont need the reminders that the regular menus provide. At that point, set this option to N to speed up accessing the programs. Making ChangesYou can change this option at any time. Use Inventory in Invoicing/Order Entry PurposeIf you use Inventory with Invoicing/Order Entry, Invoicing/Order Entry compares sales and returns information you enter to existing product information in Inventory. If the information you enter does not already exist in Inventory, Invoicing/Order Entry allows you to add it. ChoicesY or N. The default is N. EffectsIf you set this option to Y, then, each time you enter a sale or a return, Invoicing/Order Entry allows you to select from a list of Inventory items. Once you select an item, Invoicing/Order Entry automatically displays the product code and price assigned to that item in Inventory. Any sales and returns you enter here will update the Inventory Quantity on Hand. Finally, Invoicing/Order Entry tracks cost of goods sold information for you. If you enter a product ID that Invoicing/Order Entry cant find in Inventory, Invoicing/Order Entry will allow you to add that item to Inventory without leaving Enter Invoice/Order/Quote.
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Depending on how you set up Inventory, Invoicing/Order Entry can also prevent you from selling out-of-stock items. Invoicing/Order Entry prevents the quantity shipped from exceeding the Inventory quantity on hand (for invoices, not orders). If the number of items ordered exceeds the number of items shipped, Invoicing/Order Entry records the difference on the Inventory Backorder Report. If you set this option to N, then Invoicing/Order Entry does not provide a list of Inventory item information for you. Instead, you must manually enter this informationincluding the item product code and price. Invoicing/Order Entry cannot prevent you from selling out-of-stock items. How to ChooseIf you use both Invoicing/Order Entry and Inventory, then set this option to Y. If you do not use Inventory with Invoicing/Order Entry, then set this option to N. Making ChangesYou can change this option at any time. The changes take effect immediately. Update to Job Cost PurposeThis option lets you post payment and billing information for invoices to Job Cost.
EffectsIf you enter Y, you can specify a Job Number on each invoice you enter. After the invoice is posted, you can run Update from Accounts Receivable in Job Cost to post the invoicing information. How to ChooseEnter N if you do not want to update Job Cost with Invoicing information. Enter Y to choose the option of updating Job Cost with payment and billing information entered in Invoicing/Order Entry. Making ChangesYou can change this at any time.
Print Company Name PurposeThe selection you make here determines whether Invoicing/Order Entry prints your company name and address on documents.
This prompt does not apply to customized invoices.

Note
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Index
Purchase Orders
Document Format Options
Inventory
ChoicesY or N. The default is N.
Accounts Receivable
Accounts Payable

ChoicesY or N. The default is Y. EffectsIf you set this option to Y, then Invoicing/Order Entry prints your company name and address on documents. If you set this option to N, then Invoicing/Order Entry does not print your company name and address on documents. How to ChooseIf you use preprinted document forms, set this option to N. If you dont, set this option to Y. Making ChangesYou may change this field at any time. The changes take effect immediately. Print Field Titles PurposeThe selection you make here determines whether Invoicing/Order Entry prints your column headings on documents. This field does not affect customized documents. If you print documents with the Service invoice format, some field titles (shipping and P.O. information, titles for the detail section) do not print regardless of what you select here. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, then Invoicing/Order Entry prints column headings on documents. If you set this option to N, then Invoicing/ Order Entry does not print column headings on documents. If you choose to set the option Print Document Number to Y, the document number always prints no matter what you choose here. If you choose to set Print Document Number to no, the document number doesnt print no matter what you select here. How to ChooseIf you use preprinted invoice forms, set this option to N. If you dont, set this option to Y. Making ChangesYou may change this field at any time. The changes take effect immediately. Print Inventory Department Code PurposeThe selection you make here determines whether the threecharacter Inventory department code prints on your document for sales (SA transactions) and returns (RE transactions). ChoicesY or N. The default is Y.
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EffectsIf you set this option to Y, the Inventory department code prints on the document as part of the Inventory Item ID for sales and return transactions. All document types are affected. If you set this option to N, the Inventory department code will not display on documents.
Note
This field can only be used if you have the Use Inventory in Invoicing/Order Entry flag set to Y. If you currently have the Use Inventory in Invoicing/ Order Entry flag set to N, we recommend you use sale non-stocked (SN) and return non-stocked (RN) transaction types when entering sales or returns. How to ChooseIf you use Inventory, and have set the Use Inventory flag to Y, enter a Y. If you do not use Inventory, or did not set the Use Inventory flag to Y, or dont want Inventory Department codes printing on documents, enter N. Making ChangesYou may change this field at any time. Print Document Number PurposeThis allows you to print (or not print) the document number regardless of how you have set the Print Field Titles option. This allows you to have pre-printed forms without pre-printed numbers, and prevents you from wasting any numbers when you choose to align documents. ChoicesY or N. The default is Y. EffectsIf you select Y, the document number always prints regardless of how you set the Print Field Titles option. If you select N, the document number never prints regardless of how you set the Print Field Titles option. How to ChooseIf you use pre-printed forms with numbers, set this to N. If you use pre-printed forms or plain forms without the document number, set this to Y. Purchase Orders 189 Index Making ChangesYou can change this at any time. Document Message PurposeYou can enter a document message of up to four lines, 45 characters long, to print on documents. ChoicesIf you enter a message, you are selecting to have the choice, during Print Documents, to print this message. If you do not enter a message here, no message will print and no Document Message prompt displays while running Print Documents. Accounts Receivable Inventory
Accounts Payable

EffectsThe Document Message prints on the last page of your documents, toward the bottom, in the area to the left of the totals section. How to ChooseIf you want the choice of printing a message, during document printing, enter the message here. If you do not want the choice of printing document messages, leave all four lines blank. Making ChangesYou may change this field at any time. Display Cost Prompt PurposeThis allows you to display or not display the cost of an item when entering a transaction for a non-stocked sale (SN), stocked return (RE), or a non-stocked return (RN). ChoicesY or N. The default is Y. EffectsIf you choose Y, a prompt asking for the cost displays when you enter the sale of a non-stocked item, or a stocked or non-stocked return. If the item is a stocked return, the current cost from Inventory defaults. You can override this if you wish. If you choose N, the prompt doesnt display for the cost, however, the correct cost of the item updates General Ledger if you are interfaced with Inventory. If you are using non-stocked sales or returns, or you are not interfaced with Inventory, you have to manually enter cost information into General Ledger. How to ChooseIf you enter the transactions on a computer that is within the customers sight, then you may wish to set this to N so that the customer cannot see the cost and margin information. Making ChangesYou can change this at any time. Print Assembly Components PurposeThis allows you to print the components of assembly items on invoices, orders, or quotes. ChoicesY or N. The default is N. EffectsIf you select Y, the quantity, unit ID, and description of the components print on the reports. If you select N, only the quantity, unit ID, and description of the assembly item itself prints. How to ChooseIf you want to see the components that make up the assembly item on reports, select Y. If you dont, select N. Making ChangesYou can change this at anytime.
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Default Document Type PurposeThis lets you select what sort of document (invoices, orders, quotes, or credit memos) you want to default in the Enter Invoice/Quote/ Order program. ChoicesI (Invoice), O (Order), Q (Quote), or C (Credit Memo). The default is I. EffectsWhat you choose will default in the Doc Type field of the Enter Invoice/Quote/Order program. How to ChooseSelect the type of document you will be using most for the program. This most likely will be either I for invoices or O for orders. Making ChangesYou can change this at any time. Display Customer Credit/Bal PurposeAllows you to display the credit/balance information for a customer on the window of the Enter Invoice/Order/Quote program. ChoicesY or N. The default is N.
How to ChooseIf you wish to always see the credit limit for your customers, select Y. If you select N, you wont see the credit limit, however, Peachtree Complete issues a warning if you make a transaction that puts the customer over his credit limit. Making ChangesYou can change this at any time. Display Quantity In Whole Numbers PurposeAllows you to display Quantity Ordered and Quantity Shipped fields in whole numbers when entering or editing Invoices, Invoice Templates, Orders, Quotes, Credit Memos, and Repeating Invoices. ChoicesY or N. The default is N. EffectsIf you choose Y, the Quantity Ordered and Quantity Shipped fields display in whole numbers. If you choose N, the Quantity Ordered and Quantity Shipped fields display with two decimal digits. Index Purchase Orders
191
Inventory
EffectsIf you select Y, the credit limit and adjusted balance for the customer display in the lower right corner of the window. It appears in the upper-right for repeating invoices. If you select N, the credit information for the customer does not display.
Accounts Receivable
Accounts Payable

How to ChooseIf you choose Y, you will not be able to enter decimal digits in the Quantity Ordered and Quantity Shipped fields. If you would like to be able to enter decimal digits, leave the default of N. Making ChangesYou can change this at any time.
Enter Documents Print Options

This set of print module options gives you maximum flexibility in deciding on how you want your documents to print. Default Print Format PurposeSets a default for the type of form you want to print when entering documents. For example, if you enter invoices for the default, the invoice format would print (if you choose to print) when you are using the Enter Invoice/Order/Quote program. ChoicesN or: IStandard Invoice SService Invoice CCustomized Invoice PPicking Slip APacking Slip 1-5(if available)
The default is N. EffectsIf you select N, an option box displays that allows you to choose the type of format you want. If you select a format, the option box does not display, and the default format prints.
Note
Even if you have set the default for a certain format you can change it at the print prompt. When the SET PAPER TO TOP OF FORM prompt displays, press q to display the format option box. How to ChooseUnless you are certain that you will always be printing a certain type of format, select N. Making ChangesYou can change this at any time.
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Return to Format Select Box PurposeYou can use this to print more than one type of document from the same entry session. For example, if you use Enter Invoice/Order/Quote, you can print an invoice for the customer and a picking slip for the warehouse. ChoicesY or N. The default is N. EffectsIf you choose Y, Peachtree Classic Accounting returns you to the Format Selection box after you print the first document so that you can print a second type of format. If you choose N, the program returns you to the first window where you can start a new document. How to ChooseSelect Y if you want to be able to print more than one type of format during an entry session. Select N if you dont want the choice of printing more than one type of document during an entry session. Making ChangesYou can change this at any time. Print Document Default Y/N/X PurposeAllows a user who always prints when entering a document to select the default (Y or N) for the PRINT DOCUMENT (Y/N/H) prompt or to skip the prompt entirely. ChoicesY, N, or X. N is the default. EffectsIf you select Y, the PRINT DOCUMENT (Y/N/H) prompt displays with Y as the default. If you select N, the prompt displays with N as the default. If you select X, the prompt does not display at all; the document will either automatically print or not print. How to ChooseSelect Y if you usually print documents; N if you hardly ever print documents. When you select Y or N, you always see the PRINT DOCUMENT prompt. Select X if you either want to always not print or always print the transaction. When you select X, you never see the PRINT DOCUMENT prompt. If you select X, a prompt to Force Print displays. The choice is Y or N. Select Y if you always want to print the transaction; N if you never want to print the transaction. Making ChangesYou can make changes at any time.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Document Numbering Options tab
Automatic Document Numbering PurposeThis option determines if transactions entered into A/R and Invoicing/Order Entry are numbered automatically or manually.
Note
The A/R module option, Auto Numbering, is the same option as Automatic Document Numbering. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, then Invoicing/Order Entry automatically assigns a number to the transactions you enter in Enter Invoice/Order/Quote and A/Rs Enter/Change Transactions based on Starting Invoice Number, Ending Invoice Number, and Reset Invoice Number. Selecting Y also allows you to maintain separate ranges for invoices, quotes, and orders through a field that displays. Even if you use automatic numbering, you can still replace the document number for documents you enter using Enter/Change Transactions but not for documents you enter using Enter Invoice/Order/Quote. If you set this option to N, then you must enter a document number each time you enter an invoice. How to ChooseWhen you first activate Invoicing/Order Entry, set this option to N. Once you have entered all outstanding invoices set it to Y. Making ChangesYou may change this option at any time. The changes take effect immediately. Separate Ranges PurposeThis field displays only if Automatic Document Numbering is set to Y. It allows you to maintain separate numbering systems for quotes, orders, and invoices. ChoicesY or N. The default is Y. EffectsSelecting Y allows you to maintain separate numbering systems for quotes, orders, and invoices. Selecting N will number the documents in consecutive order, regardless of whether they are quotes, orders, or invoices. How to ChooseIf you want to keep separate numbering systems, select Y. The decision should be based on whether you use separate forms for each documents type and the volume of business you do for each document type. Making ChangesYou can change this at anytime.
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Convert to Same Number PurposeThis field displays only if you choose to use a single range. It allows you to keep the same number when you convert a document; for example Quote 6 would become Invoice 6. ChoicesY or N. The default is N. EffectsIf you select Y, the document will convert using the same number as the original document. If you select N, the document will convert using the next available number in sequence. How to ChooseIf you prefer to use the same number, select Y. Making ChangesYou can change this at any time. Starting Quotes/Orders/Invoices Number Ending Quotes/Orders/Invoices Number Reset Quotes/Orders/Invoices Number PurposeFor automatic quote, order, or invoice numbering, Invoicing/ Order Entry uses a range of invoice numbers. These options determine that range. The A/R module options, Start Number, End Number, and Reset Number, are the same as these options. The number that takes precedence is the number that is entered last in either Invoicing/Order Entry, or Accounts Receivable. Choices1 - 999,999. The default for the Starting and Reset Number is 1; the default for the Ending Number is 999,999. EffectsThe first time you use Enter Invoice/Quote/Order, Invoicing/ Order Entry uses the number assigned to Starting Number as the document number. Invoicing/Order Entry assigns each subsequent document the next highest document number. When the ending number has been used, Invoicing/Order Entry assigns the reset number to the next document. Invoicing/Order Entry continues to assign document numbers between the ending number and the reset number.
Note
If you have set either Automatic Document Numbering or Separate Ranges to N, this will number all documents in consecutive order regardless of whether theyre quotes, orders, or invoices. Only one column for documents displays.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

How to ChooseWhen you begin automatic invoice numbering, select a starting number that matches your preprinted invoice forms. Select a suitable ending number and reset number for your company, but be sure the ending number is larger than both the starting number and reset number. You may use the same number for both the Starting Number and the Reset Number. If you do not use automatic invoice numbering, leave these fields blank. Making ChangesYou may change these fields at any time. The changes take effect immediately.
Entering Your Invoicing/Order Entry Options

Now that youve entered your A/R options and have created your A/R data files, you can enter your Invoicing/Order Entry options. Invoicing/Order Entry uses two tabs to display its module options. When youre finished entering the options on the two tabs of this window, you can create your Invoicing/Order Entry data files. Follow these steps to enter your Invoicing/ Order Entry options:
1 If youre at the A/R Maintenance menu, press s-0 to return to the Peachtree Accounting Main Menu. If youre not at that menu, then load Peachtree Accounting and enter your company ID. From the Peachtree Accounting Main Menu, select Invoicing/Order Entry.
If Invoicing/Order Entry has already been activated for this company it should not have beenselect Maintenance Programs and then Maintain Invoicing/OE Options. Then, proceed to the step that explains what happens once Invoicing/Order Entry has been activated. If Invoicing/Order Entry has not been activated for this company, Peachtree Accounting tells you
Invoicing/Order Entry stores your data in the same sub-directory as your A/R data. So, Invoicing/Order Entry doesnt ask you for a sub-directory name. Youre asked if you want to print setup forms. Setup forms are useful for organizing your information. We suggest you print them.
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Entering Your Invoicing/Order Entry Options

Press e to accept the default of Y for the setup form prompt.
Next, Invoicing/Order Entry runs the Maintain Invoicing/OE Options program for you. This program lets you choose between:
If you want to use the defaults for the module and printer assignments options, press 0 and proceed to Creating Your Invoicing/Order Entry Files on page 198. If not, select O for Set Module Options.
Invoicing/Order Entry displays this window:
Invoicing/Order Entry places the cursor at Use Menus.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Enter the options on the Module Options tab as you entered them on your setup form.
Remember, use e, t, Z, or W or your mouse to move between the displayed options. Press 1 if you need help with a particular option. And, if you see [F2LOOKUP] at the bottom of your window, you can press 2 to see a list of choices for that particular field.
8 When youre finished entering information on the Module Options tab, select the Document Numbering Options tab to choose your document numbering preferences. Check the information you entered on both tabs to make sure it is correct, then select the Accept button.
Invoicing returns you to the program options window.

10 Press 0.
Creating Your Invoicing/Order Entry Files

After you press 0, the following prompt appears:
11
Accept Y.
The Invoicing/Order Entry files are created and the PCA Main Menu returns.
Transaction Type/Product Code Combinations

The next step in tailoring Accounts Receivable and Invoicing/Order Entry is defining the transaction types youll use. The two-character transaction types are provided by Peachtree and can debit or credit your Accounts Receivable accounts. They are used in combination with one-character product codes that you can create, or that have already been defined for you, depending on your choices in setting up Accounts Receivable. Together, the transaction type/product code combination tells Accounts Receivable and Invoicing/Order Entry how to distribute transactions to General Ledger. Most of the transaction types need to be defined by assigning at least one product code to the transaction type. Then, you must assign a set of General Ledger debit and credit accounts to this transaction/product code combination even if you do not use General Ledger. Depending on the transaction type, you can assign up to 63 different product codes to a single transaction type.
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Note
If you have copied the General Ledger Accounts Distribution File from another company, the standard distribution file, or any of the business distribution files, one-character product codes are already created for you. All you need to do is assign the product code to a transaction type. You can also add your own product codes, or delete any that dont fit your needs. Once youve defined a transaction type, you can use it in most A/R and Invoicing/Order Entry processing programs. Each time you enter a transaction, A/R or Invoicing/Order Entry asks you to enter a product code as well. Once youve entered the transaction/product code combination, A/R automatically assigns the correct General Ledger account number to the transaction. Then, you use Create G/L Journal Entries to create the A/R summary journal and print a list of your transactions grouped by these account numbers. If you use General Ledger, then you can use the Transfer Summary Journals program from the G/L Processing Menu to transfer the A/R summary journal. When you transfer the summary journal, G/L automatically posts your receivables transactions to the assigned G/L account numbers. If you dont use General Ledger, then you can manually post your receivables transactions using the G/L Transfers List.
If you are setting up your own General Ledger Account Distribution file, a source of information on setting it up is W.D. Peachtree, the sample company. Print the G/L Accounts Distribution File for the sample company (through Maintain G/L Accounts Dist File) and observe how it is set up. Check it and observe how the transactions are set up using the Sample Chart of Accounts.
Gathering Your Transaction/Product Code Combinations

Defining transaction/product code combinations requires some planning. Gather the information youll need to make your decisions. Consult your department managers and your accountant. If necessary, review your company policies. Next, print a copy of the Transaction/Product Code Setup Form, if you havent already. Instructions for printing the setup forms are in the Getting Started Guide. Fill out one setup form for each transaction/ product code combination. Then, follow the instructions at the end of this section to enter those selections. Purchase Orders Index
199
Inventory
Youll need to define transaction types in the General Ledger Accounts Distribution File (GLAD file) using Maintain G/L Accounts Dist File from the A/R Maintenance Menu. Although this program is an A/R program, the transactions you define in it apply to both A/R and Invoicing/Order Entry.
Accounts Receivable
Accounts Payable

Trans. Type PurposeFor each transaction, you record a specific action such as a sale, a return, or a payment. Trans. Type defines the receivable activities you can record in A/R and Invoicing/Order Entry. ChoicesAny or all of the following two-letter transaction types.
ADAdjustment Transactions
The adjustment transaction type is typically used to change the amount of an invoice that already has been entered or posted in Accounts Receivable. You can either: use Enter/Change Transactions in Accounts Receivable to select an existing invoice to adjust OR use Enter Invoice/Order/Quote in Invoicing/Order Entry to adjust any invoice that has not been posted
Adjustments can be either (+) or (-). In the GLAD file, set up your A/R account for this transaction type as the debit account.
BBBeginning Balance Transactions
The BB transaction type may be used only in the Enter/Change Transactions program of Accounts Receivable. Since Accounts Receivable does not report this information to General Ledger, you cannot define it in the GLAD file.
BDBad Debt Transactions
Bad Debt transactions reduce the balance in the customer's account. There is no tax calculated by this transaction type. This transaction is available only when you use A/Rs Enter/Change Transactions program. After you enter this transaction type, you must select an invoice that already exists for the customer. The transaction is entered as a (+) amount and shows on customer detail records as a (-) transaction. In the GLAD file, set up your A/R account as the credit account.
CICity Tax Transactions
The CI transaction type is required. It must exist regardless of whether sales tax is charged or not. For each SA, SN, SS, MC, MD, RE, RN, or RS transaction that is entered, a CI transaction (if it is part of the customer tax code) will be calculated by the system. In the GLAD file, set up your A/R account as the debit account. Any transaction with this transaction type may not be edited.
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CMComment Transactions
Comment transactions allow the entry of messages or explanatory notes to invoices. If youre using Intelligent Query Report Writer for invoices, they cause a quantity, unit price and extended price of 0 to be displayed on the invoice. This code cannot be defined in the GLAD file; you can only enter it when you are working with Enter Invoice/Order/Quote in Invoicing/Order Entry.
COCounty Tax Transactions
The CO transaction type is required. It must exist regardless of whether sales tax is charged or not. For each SA, SN, SS, MC, MD, RE, RN, or RS transaction that is entered, a CO transaction (if it is part of the customer tax code) will be calculated by the system. In the GLAD file, set up your A/R account as the debit account. Any transaction with this transaction type may not be edited.
CPCost of Product Transactions
CP transactions are generated by the program to allow the flow of values from the inventory account in G/L to a cost of goods sold type account in G/L. When you enter a sale or return of a product in the Enter Invoice/Order/ Quote program in Invoicing/Order Entry, general ledger transactions will be created for the costs. To work properly, you need to set up a CP transaction and product code combination that corresponds to each existing SA transaction and unique product code combination. For example, if three SA transactions with product codes of A, B, and C are entered in the GLAD file, you need to also enter three CP transactions with product codes of A, B, and C. If you are using Invoicing/Order Entry, you may set this transaction type up. In the GLAD file, set up a cost of sales account as the debit account, and your Inventory account as the credit account.
CRCredit Transactions
CR transactions reduce the balance of the customer's account. CR transactions can be entered in either A/R or in Invoicing/Order Entry. In A/R, CR transactions can be entered to existing invoices, or to invoice 0 as an open credit. No tax is calculated by this transaction. In the GLAD file, set up the A/R account as a credit account.
CSCost of Service Transactions
CS transactions are generated by the program to allow posting of costs associated with SS (Sale of Service) transactions. When you enter a sale of a service or return of a service in the Enter Invoice/Order/Quote program in Invoicing/Order Entry, general ledger transactions will be created for the costs of service. 201 Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

To work properly, you need to set up a CS transaction and product code combination that corresponds to each existing SS (Sale of Service) transaction and unique product code combination. For example, if three SS transactions with product codes of A, B, and C are entered in the GLAD file, you need to also enter three CS transactions with product codes of A, B, and C. If you are using Invoicing/Order Entry, you may set this transaction type up. In the GLAD file, set up a cost of service account as the debit account, and an account such as a normal gross pay or subcontract labor account, as the credit account.
EPEarly Payment Discount Transactions
EP transactions reduce the balance of the customer's invoice. Typically, EP transactions are used when you apply payments in Accounts Receivable. It can be also used when you enter transactions; however, it is not available when you use the Enter Invoice/Order/Quote program in Invoicing/Order Entry. If the payment date falls within the date range of the discount terms, the program will display the EP transaction when you enter the payment. This can be overridden and changed to another type if desired. In the GLAD file, set up the Accounts Receivable account as the credit account.
FRFreight Transactions
FR transactions are typically used to charge outgoing freight on customer invoices. FR transactions can be (+) or (-), so they can also be used to reduce freight charges as well. This transaction type also calculates tax for customers whose tax codes are set up to calculate tax. In A/R, FR transactions can be added to or subtracted from existing invoice numbers, or a new invoice number can be used. In the GLAD file, set up the Accounts Receivable account as the debit account.
MCMiscellaneous Credit Transactions
Miscellaneous Credit transactions can be entered either in A/R's Enter/ Change Transactions or in Invoicing/Order Entrys Enter Invoice/Order/ Quote. Applying this transaction type reduces the customer's account balance. This transaction type also calculates tax for customers whose tax codes are set up to calculate tax. Credits that dont affect taxes should use the CR transaction type. In the GLAD file, you set up the Accounts Receivable account as the credit account.
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You also need to set up the MC transaction types/product code combinations to offset the MD transaction types/product code combinations. For example: Trans./Product Code Comb.
MD A MC A MD B MC B
Sales Credit Account

30600 12000 30700 12000
Sales Debit Account

12000 30600
30700
MDMiscellaneous Debit Transactions
Miscellaneous Debit transactions can be entered either in A/R's Enter/ Change Transactions or in Invoicing/Order Entrys Enter Invoice/Order/ Quote. Applying this transaction type increases the customers account balance. This transaction also calculates tax for customers whose tax code is set up to calculate tax. In the GLAD file, set up the Accounts Receivable account as the debit account. See the example under Miscellaneous Credit Transactions.
PAPayment Transactions
PA transactions are used to show payments received from customers. PA transactions reduce the customer's account balance. They can be entered in A/ Rs Apply Payments or Enter/Change Transactions programs. In Invoicing/Order Entry, they can be entered in the Enter Invoice/Order/ Quote program to show receipt of payment at time of sale. In the GLAD file, set up the Accounts Receivable account as the credit account.
REReturn (of Product) Transactions
RE transactions are used for returns of items by customers. If you are using Invoicing/Order Entry, you would want to use Enter Invoice/Order/Quote to enter the return. The RE transaction type/product codes should be set up with the same product codes as the SA transaction types. RE transactions affect Inventory as well as reducing the customers account balances. In the GLAD file, set up the Accounts Receivable account as the credit account.
203
Index
Purchase Orders
Inventory
Accounts Receivable
12000
Accounts Payable

RNReturn of Non-Stock Item Transactions
RN transactions are used to show returns of non-stocked items by customers. You can only use this transaction type in Enter Invoice/Order/Quote. You cannot set this transaction type in the GLAD file; it uses whatever accounts and product codes youve set up for RE transactions. For example, if you have RE transaction types with product codes of A, B, and C, you can enter a RN transaction in Invoicing/Order Entry with a product code of either A, B, or C. Whatever G/L accounts are set up for each of the RE transaction types are affected; and the A/R account is the credit account.
RSReturn of Service Transactions
RS transactions can be entered in A/R's Enter/Change Transactions and Automatic Transactions as well as Invoicing/Order Entrys Enter Invoice/ Order/Quote. Applying this transaction type reduces the customers account balance. In the GLAD file, set up the Accounts Receivable account as the credit account.
SASale Transactions
Sale transactions can be entered both in A/R's Enter/Change Transactions and in Invoicing/Order Entrys Enter Invoice/Order/Quote. Applying this transaction type increases a customers account balance and decreases inventory. If CP transactions types (Cost of Products) with corresponding product codes have been set up, a CP transaction will be created each time a transaction with an SA type is entered. In the GLAD file, enter the Accounts Receivable account as the debit account.
SCService Charge Transactions
A/R's Apply Service Charges program automatically uses the SC transaction type when its processing. The SC transaction type may also be used in A/Rs Enter/Change Transactions. SC transactions increase the customers account balance. In the GLAD file, you cannot set up product codes for the SC transaction type, thus there is only one SC transaction type. Set up the Accounts Receivable account as the debit account.
SNSale of Non-Stock Item Transactions
The SN transaction is used when an item outside the normal inventory is sold. This transaction type cannot be set up in the GLAD file; it uses whatever accounts and product codes you set up for SA transactions. For example, if you have SA transactions with product codes of A, B, and C, you can enter a SN transaction with a product code of A, B, or C. Whatever G/L accounts are set up for each of the SA transaction types are affected; and the A/R account is the debit account.
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SSSale of Service Transactions
SS transaction types can be entered both in A/R's Enter/Change Transactions and Automatic Transactions as well as Invoicing/Order Entrys Enter Invoice/Order/Quote. Applying this transaction type increases a customers account balance. If CS transactions types (Cost of Services) with corresponding product codes have been set up, a CS transaction will be created each time a transaction with an SS type is entered. In the GLAD file, enter the Accounts Receivable account as the debit account.
STState Tax Transactions
The ST transaction type is required. It must exist regardless of whether sales tax is charged or not. For each SA, SN, SS, MC, MD, RE, RN, or RS transaction that is entered, a ST transaction (if it is part of the customer tax code) may be calculated by the system. In the GLAD file, set up your A/R account as the debit account. EffectsTo enter transactions into either A/R or Invoicing/Order Entry, you must define them here. In most cases, if you dont define a transaction type, you cannot use it in any A/R or Invoicing/Order Entry programs. The exceptions that dont need to be defined are:
Beginning Balance (BB)You cannot define the beginning balance transaction type because A/R does not report this transaction information to your General Ledger. Sale of Non-Stock (SN) Sale of Non-Stock transactions will be posted to the General Ledger accounts you set up for Sale (SA). Return of Non-Stock (RN) Return of Non-Stock transactions will be posted to the General Ledger accounts you set up for Return (RE).
However, you do need to define the Cost of Product (CP) and Cost of Service (CS) transactions, even though you dont enter them in any A/R or Invoicing/ Order Entry programs. These are used by A/R and Invoicing/Order Entry to track the cost of products and services sold through Enter Invoice/Order/ Quote each time you use the Sale (SA) or Sale of Service (SS) transaction types. That information is transferred to G/L when you run Create G/L Journal Entries. If you use Inventory, then A/R uses the cost of goods sold information entered into Inventory. If you dont use Inventory, then Invoicing/Order Entry asks you to enter unit cost information for sales and returns.
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Index
Purchase Orders
Inventory
Comment (CM)You dont need to define the comment transaction type because comments never affect your ledger.
Accounts Receivable
Accounts Payable

How to ChooseA/R requires you to enter the following transaction types:. CI CO ST City Tax County Tax State Tax
If you do not define the CI, CO, and ST transaction types, you cannot use A/ R or Invoicing/Order Entry.
Warning
Defining the remaining transactions is optional. However, you should define the transactions which your company has used in the past or may ever use in the future. For example, if your company does not currently apply service charges but may next year, define the service charge (SC) transaction type anyway. Do not define the transactions which your company will not use in the foreseeable future. For example, your company sells perishable products; as a result, you do not accept returns. In this situation, you would not define the return (RE) transaction type. Any transaction with this transaction type may not be edited. Making ChangesYou may change transaction types at any time. The changes take effect immediately. Product Code PurposeProduct codes organize your receivables activities for end of period reporting. If you use G/L, then product codes determine to which accounts G/L will automatically post your receivables transactions. If you dont use G/L, then product codes determine how A/R summarizes your A/R and Invoicing/Order Entry transactions. ChoicesFor most transaction types, any one letter (A - Z, a - z) or number ( - 9) or a blank. Note that A/R product codes are case sensitive.
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For the following transaction types, CI, CO, FR, SC, or ST, A/R doesnt allow you to enter a product code.
Note
Inventory also uses product codes to organize inventory items. If you use Inventory, you should use the same product codes in A/R and Invoicing/ Order Entry as you do in Inventory. This ensures that Inventory transactions will be assigned to the correct debit and credit accounts by Invoicing/Order Entry. Accounts Receivable Index Purchase Orders 207 Inventory EffectsDepending on the transaction types you define, you can assign up to 63 different product codes to each transaction type. Then, to each of these combinations of transaction types and product codes, you assign different General Ledger credit and debit accounts. Each time you enter a transaction, A/R or Invoicing/Order Entry asks you to enter a product code as well. Once youve entered the transaction/product code combination, A/R automatically assigns the correct General Ledger account number to the transaction. Then, when you run Create G/L Journal Entries as part of your end of period activities, A/R prints a report which groups the current period transactions by the ledger accounts assigned to them. If you dont use General Ledger, then you can manually post your receivables transactions using this list. If you do use General Ledger, then you can use Create G/L Journal Entries to create the A/R summary journal. From G/L, you can transfer this summary journal and automatically post your receivables transactions to the account numbers assigned in Maintain G/L Accounts Dist File. For example, you want to separate sales of mens clothing from sales of womens clothing. So, you set up two different transaction/product code combinations for sales and assign a different set of debit and credit accounts to each combination: Transaction/ Product Code
Mens Clothing Sales Womens Clothing Sales SA M SA W
G/L Accounts Debit

12000 12000
Credit
30512 30514
When you complete your end of period activities, A/R reports the sales of mens clothing to G/L account 30512 and sales of womens clothing to account 30514.
Accounts Payable

How to ChooseDetermine how you want your receivables transactions summarized at the end of the period. If a single debit or credit provides enough General Ledger information for a particular transaction typesuch as early payment discountsdefine only one product code for that transaction type. If you require more detailed information for a particular transaction such as sales or returnsdefine additional product codes. If you assign only one product code to a particular transaction type, assign the blank. Using the blank for the product code makes entering the transactions easier.
Note
If you use Intelligent Query Report Writer, then you have access to all A/R transaction information. Even if product codes are not useful to you for General Ledger reporting, they may be useful to you in IQ. Making ChangesYou may change transaction/product code combinations at any time. The changes take effect immediately. If you are using Invoicing/ Order Entry with A/R, be sure and post before deleting transaction/product code combinations. Description PurposeThe entry you make here identifies each transaction type/product code combination. ChoicesUp to 20 characters. EffectsAfter you enter a transaction/product code combination in Enter/ Change Transactions, Apply Payments, or Enter Invoice/Order/Quote, the description displays on your window. Descriptions also appear on the Create G/L Journal Entries lists. If you dont use Peachtree Accounting G/ L, youll use these lists to manually post your receivables transactions to your ledger. How to ChooseEnter descriptions that readily identify both the transaction and the product. For example, if your company sells coffee to offices, vendors, and restaurants, the following descriptions may be appropriate: Sale - Office Coffee; Sale - Vendor Coffee; and Sale - Rest. Coffee. If your company tracks sales and returns by department, then the following descriptions may be suitableReturn - Dept A, Return - Dept B, and Return - Dept C. Making ChangesYou may change transaction/product descriptions at any time. The changes take effect immediately.
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Credit Account # Debit Account # PurposeWhen you complete your end of period activities, A/R groups your current period transactions by the credit and debit accounts assigned to each transaction/product code combination. ChoicesEnter any five- or six-digit general ledger credit or debit account number. The length of the account number must match the length you specified for G/L account numbers when you first activated A/R. If you use both A/R and G/L, then the account numbers assigned here must already be entered in your chart of accounts. EffectsWhen you run Create G/L Journal Entries as part of your end of period activities, A/R groups your current period transactions by the ledger accounts assigned to the transaction/product code combination. These groups appear on the Create G/L Journal Entries lists. If you dont use G/L, then youll post your receivables transactions to your company ledger using these lists. If you do use G/L, then you can use Create G/L Journal Entries to create the A/R summary journal. In G/L, you can transfer this summary journal and automatically post your receivables transactions to the account numbers assigned in Maintain G/L Accounts Dist File. How to ChooseThe debit and credit accounts you use for A/R depend on your corporate chart of accounts. See the earlier section on choices for suggestions on how to set up you debit and credit accounts.
Note
In A/R and Invoicing/Order Entry, miscellaneous debits offset miscellaneous credits and vice versa. When you define transaction/product code combinations for these transactions, you should assign the exact opposite accounts to each combination. For an example, see the explanation of Miscellaneous Credit Transactions earlier in this section. Purchase Orders Index Making ChangesYou may change these account numbers at any time. The changes take effect immediately.
Warning
Account number changes are not retroactive to the beginning of the current period. If you change account number assignments in the middle of a period, transactions with the same product codes may be posted to different G/L accounts.
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Inventory
Accounts Receivable
Accounts Payable

Entering Transaction/Product Code Combinations

Follow these steps to enter your transaction/product code combinations:
1 2 Select Accounts Receivable from the Peachtree Accounting Main Menu. Select Maintenance Programs from the A/R Main Menu.
A/R displays the Accounts Receivable Maintenance Menu.

3 Select Maintain G/L Accounts Dist File from the Accounts Receivable Maintenance Menu.
A/R asks:
Press e to accept the default of N.

5 Select a printer or accept the default printer and click OK.
Make sure that your printer is ready, that its online, and at the top of a new page.
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Entering Transaction/Product Code Combinations
After you click OK or press e, A/R displays this window:
The cursor is at Trans. Type.

6 Type in the two-letter transaction type from one of your transaction/product code setup forms. Press e.
The cursor moves to Product Code.

7 Enter the product code for that transaction/product code combination.
Enter Y.
The cursor moves to description.
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Index
Purchase Orders
A/R displays the message:
Inventory
Accounts Receivable
Accounts Payable

Enter the description, credit account, and debit account for this transaction/ product code combination.
Use e and t to move between the fields. Remember, if you need help, press 1. If you see [F2LOOKUP] on the bottom of your window, you can press 2 to pick from a list of choices. After you have entered all the information for this transaction/product code combination, the cursor moves to the Accept field.
10 Enter Y to accept the transaction/product code combination. Or, enter N to change your entries.
After you accept the combination, A/R prints the information you just accepted on the Maintain Distribution Control Report. The cursor returns to Trans. Type. The transaction/product code combination you just accepted remains on your window.
11 12 Continue entering your transaction/product code combinations from your setup forms. When youve finished entering all your combinations, press 0.
The Accounts Receivable Maintenance Menu returns. Review the Maintain Distribution Control Report. If necessary, return to Maintain G/L Accounts Dist to make changes. Now that youve defined your transaction/product code combinations, you must enter the sales tax combinations youll use in A/R and Invoicing/Order Entry.
Sales Taxes
An important function of Accounts Receivable is tracking sales taxes. For A/ R and Invoicing/Order Entry to calculate the correct combination of taxes, you must first set up sales tax codes using Maintain Sales Tax Records from the A/R Maintenance Menu. Sales tax codes tell A/R and Invoicing/Order Entry exactly how to calculate tax and for which tax authorities to charge tax. After youve set up your sales tax codes, you assign a single sales tax code to each customer. A/R and Invoicing/Order Entry calculate the taxes, if any, for each transaction you enter based on these sales tax codes. For transactions entered in A/R, you can change the sales tax code assigned to a customer, as well as the sales tax amounts. For invoices entered in Invoicing/Order Entry, you can use any defined sales tax code.
212
Sales Taxes
Gathering Your Sales Tax Information
You may enter an unlimited number of state, county, and city tax combinations. When gathering your sales tax information, write it on a Sales Tax Setup Form. Fill out one form for each sales tax combination you enter. Then, follow the instructions at the end of this section to enter your sales tax combinations.
Note
Sales Tax Code PurposeA/R uses a three-character sales tax code to identify each combination of state, county, and city sales taxes then calculates sales taxes for any of these transactions: (FR)Freight (MC)Miscellaneous Credit (MD)Miscellaneous Debit (RE)Return (EP)Return of Service (SA)Sale (SS)Sale of Service Inventory 213 Index Purchase Orders
Note that sales tax is not calculated for credits (CR) and adjustments (AD). Therefore, when entering transactions that should affect sales tax, use other transaction codes (Return, Miscellaneous Credit, Miscellaneous Debit). ChoicesAny combination of letters and numbers.
If you do not define at least one sales tax code, you cannot use A/R or Invoicing/Order Entry.
Warning
Accounts Receivable
You can make sales tax codes inactive. So, you may want to enter sales tax codes which will take effect later in the year. A/R keeps inactive sales tax codes on file until you delete them using Sales Tax Summary from the A/R Report Menu.
Accounts Payable

EffectsWhen you enter transaction in Enter/Change Transactions, A/R uses the sales tax code assigned to the customer (in Maintain Customers) to calculate the sales taxes, if any. You can change both the sales tax code and the sales tax amounts. When you enter invoices in Enter Invoice/Order/Quote, you select the sales tax code to use for each invoice. Invoicing/Order Entry then calculates the sales tax for the invoice based on the information assigned to that sales tax code. How to ChooseDetermine the different combinations of sales taxes you must charge. Then, assign sales tax codes to these combinations. If you have a number of different sales tax combinations, you may want to use a system when assigning sales tax codes. For example, you could start all Georgia tax codes with the letter G and all Alabama tax codes with the letter A. Making ChangesYou may change sales tax codes at any time. The changes take effect immediately. Sales Taxable/Exempt Freight Taxable/Exempt PurposeFreight Taxable/Exempt controls whether the sales tax code can calculate tax on freight transactions. Sales Taxable/Exempt controls whether the sales tax code can calculate taxes for the other types of taxable transactions. ChoicesT for Taxable, E for Exempt. The default is T. EffectsIf you set either Sales Taxable/Exempt or Freight Taxable/Exempt to T, then A/R calculates taxes (using the information provided by the sales tax code) for all the above listed transactions. If you set either of these fields to E, A/R does not calculate any taxes on any of these transactions. How to ChooseSet Sales Taxable/Exempt or Freight Taxable/Exempt to T for those sales tax codes that should calculate any kind of taxstate, county, or cityon the taxable transactions. Set Sales Taxable/Exempt or Freight Taxable/Exempt to E for those sales tax codes that should not calculate tax on taxable transactions. If you never charge sales taxes, enter one sales tax code with Sales Taxable/ Exempt and Freight Taxable/Exempt both set to E. Do not enter the state, county, or city tax information.
214
Sales Taxes
If you have customers whose transactions are usually tax exempt but may, on occasion, be taxable, set up an exempt sales tax code which also includes tax information. Assign this exempt code to these customers. Then, if you override the customers exempt status in Enter/Change Transactions or Enter Invoice/Order/Quote, A/R or Invoicing/Order Entry use the tax information provided for the sales tax code to calculate the sales tax. For example, you sell feed to farmers and ranchers in Georgia. In this state, feed is tax exempt when used for poultry or animal husbandry; feed is taxable when not used for poultry or animal husbandry. Since 95 percent of your customers purchases are tax exempt, you set up one sales tax code with Taxable/Exempt = E. However, you define the sales tax information for your state, county, and city. When Farmer Smith buys chicken feed, his transactions are tax exempt. However, when he buys dog food, his transactions should be taxable. For dog food sales, you override Taxable/ Exempt in Enter/Change Transactions. A/R calculates tax using the information for his tax code even though the tax code has an exempt status (Sales Taxable/Exempt = E). Making ChangesYou may change the exempt status of a sales tax code at any time. The changes take effect immediately. State Name County Name City Name PurposeThe entries you make here identify the taxes calculated for this sales tax code. ChoicesUp to 20 letters. EffectsThese names display on the Sales Tax Summary Report and on the List Sales Tax Records Report. Furthermore, Sales Tax Summary summarizes your sales taxes by the entries you make here.
Note
Be consistent when entering names. Sales Tax Summary summarizes and stores sales taxes by the state, county, and city name. If you enter both GA and Georgia for a state name, Sales Tax Summary will report two different state taxes: GA and Georgia. Making ChangesYou may change these names at any time. The changes take effect immediately. 215 Index
Purchase Orders
How to ChooseIf possible, enter the complete state, county, or city name. Since the Sales Tax Summary Report lists state, county, and city names in separate columns, you do not need to include the words state, county, or city in your names.
Inventory
Accounts Receivable
Accounts Payable

State Tax Percentage County Tax Percentage City Tax Percentage PurposeThe entries you make here are the percentages A/R uses to calculate state, county, and city tax. Choices0.000 - 99.999. Enter the percentage using three decimal places. For example, 5.5 percent is 5.500. The default is 0.000. EffectsWhen you enter any of the taxable transactions, A/R or Invoicing/ Order Entry calculates the sales tax on the transaction based on the percentage entered here. How to ChooseState, county, and city governments control tax percentages. If necessary, ask your accountant for these percentages. Making ChangesYou may change these percentages at any time. The changes take effect immediately. County Maximum Taxable City Maximum Taxable PurposeThe entries you make here are the limits above which A/R doesnt charge county or city tax. Choices0.00 - 9,999,999.99. Enter both decimal places. The default is 0.00. EffectsIf you use county or city tax percentages, A/R checks to see if you also use county or city maximum taxables. If you use maximum taxables, A/R compares the invoice total to the amounts entered here. If the invoice total is greater than the county or city maximum, A/R calculates the county or city tax on the maximum. If the invoice total is less than the county or city maximum, then A/R calculates the county or city tax on the invoice total. For example, for sales tax code 10, the county tax is 2% and the county maximum is $2500.00. You enter an invoice for a customer assigned sales tax code 10. If the invoice is $2500.01 or greater, the customer is charged only $50.00 for sales tax. (County Tax = 0.02 x 2500.00.) If the invoice is between $0.01 and $2500.00, the customer is charged county tax on the entire invoice. (County Tax = 0.02 x Invoice Total.) How to ChooseCounty and city governments determine maximum taxables. If necessary, ask your accountant for more information. If a county or city does not have a maximum taxable, then enter 0.00. Making ChangesYou may change maximum taxables at any time. The changes take effect immediately. 216
Sales Taxes
Use State Tax Brackets Use County Tax Brackets Use City Tax Brackets PurposeThe entries you make here control how A/R calculates sales tax on partial dollar amounts. ChoicesY or N. The default is N. EffectsIf you use brackets, then A/R uses tax percentages to calculate tax on whole dollar amounts and tax brackets to calculate tax on partial dollar amounts. For example, a sales tax of 2% might correspond to the following tax bracket (in cents): Tax
$0.00 0.01 0.02
Amount
$0.00 - $0.33 0.34 - 0.66 0.67 - 0.99
How to ChooseState, county, and city governments control how taxes are calculated. If necessary, check with your accountant for more information. Making ChangesYou may change how taxes are calculated at any time. The changes take effect immediately. State Tax Brackets County Tax Brackets City Tax Brackets PurposeThese are used only if you enter a Y for Use Tax Brackets. Tax brackets control how A/R calculates tax on partial dollar amounts. Choices00 - 99. Enter the amount in cents. EffectsIf you use tax brackets (Use Tax Brackets = Y), then A/R separates the whole dollar amount from the partial dollar amount. A/R looks up the partial dollar amount in the appropriate tax bracket (state, county, or city) and calculates the tax on the whole dollar amount using the percentage assigned to the sales tax code. Then, A/R adds the two amounts.
217
Index
Purchase Orders
Inventory
Using the bracket, the tax on $1.30 is $0.02. Using just the percentage, the tax on $1.30 is $0.026, which is rounded to $0.03. If you do not use brackets, then A/R uses tax percentages to calculate tax on the entire invoice amount.
Accounts Receivable
Accounts Payable

If you dont use tax brackets (Use Tax Brackets = N), then A/R calculates tax using the state, county, or city tax percentage on the invoice total. How to ChooseState, county, and city governments control tax brackets. If necessary, contact your accountant for more information. Making ChangesYou may change tax brackets at any time. The changes take effect immediately.
Entering Sales Tax Data

Follow these steps to enter your sales tax information:

3 Select Maintain Sales Tax Records from the Accounts Receivable Maintenance Menu.

4 Select a printer or accept the default printer and press e or click OK.
Make sure your printer is online and ready to print before you print the control report. A/R displays the Sales Tax Record window, with the cursor in the Sales Tax Code field.
5 Enter a sales tax code from one of your setup forms.
A/R asks:
218
Entering Sales Tax Data

Select Yes.
The following window displays:
A/R moves your cursor to the Sales Taxable/Exempt field.

7 From your setup form, enter the sales tax status (Sales Taxable/Exempt) for the code. Then, enter the freight tax status (Freight Taxable/Exempt).
As with all Peachtree Accounting windows, use the e, t, Z, or W to move between the displayed options. Remember, you can use 1 for help and 2 for a list of choices. Purchase Orders Index If this sales tax code uses state, county, or city tax brackets, A/R moves the cursor to the Tax Brackets portion of the window as soon as you enter Y in Use Tax Brackets. Tax Brackets list the tax amounts, .00 - .10, in the left-most column and the corresponding partial dollar amounts in the State, County, and City columns.
8 For each tax amount (.00 - .10), enter the highest partial dollar amount (cents) on which the state, county, or city charges tax. Your last partial dollar amount must be 99. (You dont have to enter the decimal point. For example, just enter 1 for $0.01.)
219
Inventory
Accounts Receivable
Accounts Payable

After youve entered your last partial dollar amount, press e or Z to complete the tax bracket.
A/R leaves zeros for the remaining partial dollar amounts. The cursor moves to the next sales tax field.
10 Continue entering the information for this sales tax code.
At the bottom of the Sales Tax Record window, you can select the Accept button to accept the sales tax information you entered the Cancel button to exit without saving changes the Activate button to reactivate a sales tax code that you previously deactivated the Deactivate button to accept the sales tax information but to make the sales tax code inactive After you have accepted the sales tax code, the window clears.
11 Continue entering sales tax codes from your setup forms.
When you have finished entering all your sales tax codes, press 0. The A/R Maintenance Menu returns.
12 Press s-0 to return to the Peachtree Accounting Main Menu.
Gathering Your Customized Statement Options

In Accounts Receivable, you can customize statements by suppressing or changing many of the headings and/or suppressing the printing of the data in the fields using the Maintain Customized Statements program from the A/ R Maintenance Menu. Heading PurposeThese options work in conjunction with the Data options. Together they determine if and how the heading and associated data will be printed on the statement. ChoicesY, N, C, O. The default is Y except for company name, since the heading never prints, only the data you enter as the company name. EffectsChanges you make to the Heading column, such as changing the heading or suppressing it, show up on each statement you print.
220

How to ChooseEnter Y N C O To print the heading on the customized statement To suppress printing of the heading To change the title of the heading To return the heading title to the default (original) setting
Note
If you want to change a heading title for a date (such as ship date, due date, etc.) it must be changed to a different type of date, since the date fields all contain slashes for dates. Making ChangesYou can make changes at any time. The changes take effect the next time you print statements. Data PurposeThese options work in conjunction with the Heading options. Together they determine if and how the heading and associated data will be printed on the statement. ChoicesY or N in most cases. The default is Y. EffectsChanges you make to the Data column usually change from statement to statement (for example, the customer name and address will differ from statement to statement in a batch of statements). If you select Y, the data defined by the original heading is printed.
Warning
Some fields always use certain data, so the meaning of the heading of the field should not be changed. For example, if you select Y for Debit Total (-), the data that prints is always going to be the debit total. You cannot switch the headings of the Debit Total and the Credit Total; the data in both cases would be wrong. How to ChooseEnter Y to print the data for this field, N to suppress printing of this data. Making ChangesYou can make changes at any time. The changes take effect the next time you print statements.
221
Index
Purchase Orders
Inventory
Accounts Receivable
If you enter Y for the heading and N for the data, the heading will still print (and vice versa). There is a limited amount of space for each heading title. When you change a heading title, the system beeps when you exceed the allotted space.
Accounts Payable

Field Descriptions These are the fields for which you can change heading and/or data information. Company NameThis is one of the few fields for which you cannot change the heading information since Company Name never prints, only your companys actual name and address prints. Statement Box (*)If you select Y for the heading, asterisks will surround the name of the form. If you select Y for the data column, this prints the name of the form, for example, STATEMENT. Statement DateIf you answer Y to the data column, Peachtree will default the current date for the document date. Customer IDIf you answer Y to the data column, the statement will display the customers ID. PagePeachtree automatically displays the page number if you answer Y to the data column. Statement MessageIf you answer Y to the data column, Peachtree skips the STATEMENT MESSAGE (Y/N) prompt when you are selecting customer statements to print and presents a box for you to type your message. Customer Name (=)If you answer Y to the heading column, two dashed-lines print above and below the customer name and address. If you answer Y to the data column, the customers name and address prints. InvoiceIf you answer Y to the data column, the invoice numbers that are included with this statement print. DateYou have three choices for the data column, N, T, or D. If you answer N, the date field doesnt print. If you answer T (the default), the date of the transactions that make up the invoices print. If you answer D, the due date of the transactions prints. If you select D, you may wish to change the heading to Due Date. Terms or RefIf you answer Y to the data column, this prints whatever you entered in the Comment field in Accounts Receivables Enter/Change Transactions, or if the transaction was posted from Invoicing/Order Entry, the will print Invoicing. CodeIf you answer Y to the data column, this will print the type of transaction made (PA, RE, SA, etc.). DebitsIf you answer Y to the data column, this prints your customers debits.
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CreditsIf you answer Y to the data column, this prints your customers credits. BalanceIf you answer Y to the data column, this prints your customers balances. CurrentIf you answer Y to the data column, this prints the amount of the customer balance that is current. Past DueIf you answer Y to the data column, this prints the aging columns for customers as you set them up in Maintain A/R Options. Open CrIf you answer Y, this prints any open credits your customers may have. TotalIf you answer Y, this prints the total of the current balance, past due balances, and open credits. Total DueIf you answer Y, this prints the total owed by the customer. Total Due (=)If you answer Y to the heading column, this prints the double-dashed lines above and below the total due. The data column always prints.
Credit Total (-)If you answer Y to the heading column, the line separating the total from individual credits prints. If you answer Y to the data column the credit total prints. Balance Total (-)If you answer Y to the heading column, the line separating the total from individual invoice balances prints. If you answer Y to the data column, the balance total prints.
There are four: Spacing between LinesThe choice is 0, 1, or 2. The default is 0. This lets you determine how many spaces between lines in the detail section (not the header or aging areas) of the statement. Print Separator LineThe choice is Y or N. The default is Y. This allows you to print a dashed line separating the statement header from the detail section.
223
Index
Purchase Orders
Other Formatting Options
Inventory
Debit Total (-)If you answer Y to the heading column, the line separating the total from individual debits prints. If you answer Y to the data column the debit total prints.
Accounts Receivable
Accounts Payable

Print AgingThe choice is Y or N. The default is Y. If you select Y, you can print 15. Current, 16. Past Due, 17. Open Credit, and 18. Total fields. If you answer N, this will set the heading and data column for these fields to N and will not print aging information. Print Dunning MessagesThe choice is Y or N. The default is Y. If you select Y, you can print the dunning messages, if any, on the statements to which they apply.
Entering Your Customized Statement Options

You may wish to use the standard statement form that came with Peachtree Accounting, or you may wish to customize your own. To customize your own:
1 Select Maintain Customized Statement from the Accounts Receivable Maintenance Menu.
The cursor is in the Company Name data field.
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Gathering Your Customized Documents Options

Make any changes you want to make on this window.
When youre satisfied with the information you entered in this window, select the Accept button.
The program returns you to the A/R Maintenance Menu.

You can customize formats for invoices, quotes, orders, picking slips, and packing slips to suit your own needs and preferences using the Maintain Customized Documents program from the Invoicing/Order Entry Maintenance Menu. In addition, you can create up to five formats (userdefined) based on existing formats. Following are the fields used by Maintain Customized Documents. Heading PurposeThese options work in conjunction with the Data options. Together they determine if and how the heading and associated data will be printed on the invoice. Purchase Orders 225 Index ChoicesY, N, C, O. The default is Y. EffectsChanges you make to the Headings column show up on each invoice you print (Sold To:, Tax, etc.). How to ChooseEnter Y N C O To print the heading on the Customized invoice To suppress printing of the heading To change the title of the heading To return the heading title to the default (original) setting
Inventory
Accounts Receivable
When youre finished making changes, you have several choices: Selecting the Accept button keeps the options as they are and returns you to the Maintenance Menu. Selecting the Cancel button exits without saving your changes. Selecting the Print button prints the alignment guide to make sure your statement is aligned properly in your computer. This is useful if you have changed the spacing of the statement. Selecting the Default button changes all of the settings on the window back to the original settings.
Accounts Payable

If you enter Y for the heading and N for the data, the heading will still print (and vice versa). There is a limited amount of space for each heading title. When you change a heading title, the system beeps when you exceed the allotted space.
Note
If you want to change a heading title for a date (such as ship date, due date, etc.) it must be changed to a different type of date, since the date fields all contain slashes for dates. Making ChangesYou can make changes at any time. The changes take effect the next time you print documents. If you choose the Customized invoice format when you print documents before you have edited any of the default settings, the documents print in the Standard invoice format. Data PurposeThese options work in conjunction with the Heading options. Together they determine if and how the heading and associated data will be printed on the invoice. ChoicesY or N. The default is Y. EffectsChanges you make to the Data column usually change from invoice to invoice (for example, the address and tax amount will differ from invoice to invoice in a batch of invoices). If you select Y, the data defined by the original heading is printed. For example, if the original heading was Due Date, but you changed the heading to Current Date, the data that prints beneath that heading is still the Due Date, not the Current Date. How to ChooseEnter Y to print the data for this field, N to suppress printing of this data. Making ChangesYou can make changes at any time. The changes take effect the next time you print invoices. If you choose the Customized invoice format when you print invoices, orders, or quotes before you have edited any of the default settings, the documents print in the Standard invoice format.
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Field Descriptions These are the fields for which you can change heading and/or data information. Company NameThis is one of the few fields for which you cannot change the heading information since Company Name never prints, only your companys actual name and address prints. Document Box (*)If you select Y for the heading, the name of the document is surrounded by asterisks. If you select Y for the data column, the name of the document, for example, INVOICE, prints. Document NumberIf you select Y for the data column, Peachtree automatically prints the document number. Document DateIf you select Y for the data column, Peachtree will print the document date you entered into Invoicing/Order Entry. PagePeachtree automatically displays the page number if you select Y for the data column. Sold ToIf you select Y for the data column, this prints the name and address of the person or company youre selling the item to.
Ship ViaIf you select Y for the data column, this prints the type of transport (UPS, U.S. Mail, Federal Express, etc.) that you are using to ship the item. Ship DateIf you select Y for the data column, this prints the date when the item actually ships. Due DateIf you select Y for the data column, this prints the date payment is due.
Cust I.D.If you select Y for the data column, this prints the ID of the customer whos ordered the item. P.O. NumberIf you select Y for the data column, this prints the purchase order number you may have used for the document. P.O. DateIf you select Y for the data column, this prints the date the purchase was ordered. Job/Order No.If you select Y for the data column, this will print job/order numbers.
227
Index
Purchase Orders
TermsIf you select Y for the data column, this prints the terms of the payment.
Inventory
Ship ToIf you select Y for the data column, this prints the name and address of the person or company youre shipping the item to.
Accounts Receivable
Accounts Payable

SalespersonIf you select Y for the data column, this prints the name of the salesperson who sold the item. Item I.D./Desc.If you select Y for the data column, this displays the item I.D. and description. OrderedIf you select Y for the data column, this displays the number of items the customer ordered. ShippedIf you select Y for the data column, this displays the number of items you shipped to the customer. UnitIf you select Y for the data column, this shows the measure of unit (each, case, etc.) used for the item. PriceIf you select Y for the data column, this displays the price of the item. NetIf you select Y for the data column, this displays the price of the item rounded off. TXIf you select Y for the data column, this displays whether the item is taxable or not. SubtotalIf you select Y for the data column, this displays the subtotal of the items not including tax TaxIf you select Y for the data column, this displays the tax you wish to pay on the items. PaymentsIf you select Y for the data column, this displays whether or not the customer has made any payments. TotalIf you select Y for the data column, this shows the total balance of the items with tax and less any payments. **ON HOLD**This is a heading only section that allows you to print or not print the on-hold message for documents. SourceThis prints the source document number for reference. For example, if Quote 6 was converted to Invoice 12, Quote 6 would print as the source document on Invoice 12. Asm. ComponentsThis allows you to print or not print assembly components. It is a data-only option. LocationFor picking/packing slips, this data-only field will print the location for inventory items. If you select Y for the data column, it will print in place of the price information for an item. You cannot select Y if you selected Y for 21. Price.
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Shipped-blank lineFor picking/packing slips, this data-only field will provide a blank line in the Shipped column. This allows the warehouse to fill in the actual quantity shipped for an item and return the document to accounting. You cannot select Y if you selected Y for 19. Shipped. InitialsFor picking/packing slips, answering Y to the data column will leave a column for a warehouse employee to initial when the order ships. It prints in place of the 22. Net field, but cannot print if the Net field is Y.
Print for Products Only Option (in Certain Data Columns) PurposeThis allows you to print data in certain fields for products and services or just products. You also can choose not to print the data at all. ChoicesY, N or P. The default is Y. You have this choice for the data columns of Ordered, Shipped, Unit, Price, and Net fields. EffectsSelecting Y will print both products and services, selecting N will not print the data, and selecting P will print the data for products only. This field will only print for transaction types SA (sales) and SN (sale of non-stock items).
Making ChangesYou can change this at any time. Line Spacing Options PurposeThese options let you specify the following spacing parameters: spacing between items floating total section short header after 1st page spacing before comments
Choices0, 1, 2 for Spacing between items (1 is the default) and Spacing before comments (0 is the default). Y, N for Floating Total section and Short header after 1st page (N is the default).
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How to ChooseSince fields such as Shipped and Unit normally dont apply to services, youd probably want to select P.
Accounts Receivable
Accounts Payable

EffectsThe value you select for Spacing between items determines whether 0, 1, or 2 blank lines print between items in the detail section of your document. This does not affect the spacing within the additional descriptive information about the item. The value you select for Spacing before comments determines whether 0, 1, or 2 blank lines print before comments on the document. The value you select for Floating Total sections determines where the total section prints on the document. The value you select for short Header after 1st page determines the amount of space per page you have for your data. How to ChooseFor Spacing between items, select the number of blank lines you want to print between items in the detail section of your document. For Spacing before comments, select the number of blank lines you want to print before comments on the document. For Floating total section, select N to print at the bottom of the page or Y to print 3 lines after the last item on the document. Selecting N for Short header after 1st page will print the lengthy header found on the first page on all pages; selecting Y shortens the header after the first page and provides more space for data on following pages. Making ChangesYou can make changes at any time. The changes take effect the next time you print documents. If you choose the customized document format when you print a document before you have edited any of the default settings, the documents print in the standard invoice format. Column Options PurposeThese options let you specify in which column the left margin of these parts of the detail section print: description discount on above serial number quantity backordered comments
Choices0, 1-35 for Description (default is 3), Serial Number (default is 20), Quantity Backordered (default is 0), Comments (default is 1). 1-40 for Discount On Above (default is 1). EffectsBy specifying column 0, you cause part of the detail section not to print. By entering a positive number, you cause the selected data to begin printing in the column specified.
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How to ChooseFor Discount on Above, you must enter a number from 1 to 40. For all other column options, enter 0 (to not print) or a number from 1 to 35. If you need more room to print the data defined by one of the five Column Options, specify the column number in which to begin printing. Making ChangesYou can make changes at any time. The changes take effect the next time you print documents. If you choose the customized document format when you print documents before you have edited any of the default settings, the documents print in the standard invoice format. Numeric Formatting Options PurposeThese options let you specify the number of decimal places in the data for these fields: Price Quantity Ordered Quantity Shipped
Choices2, 3, 4 for Price (4 is the default). 0, 1, 2 for Ordered and Shipped (2 is the default). EffectsThe values you select determine if amounts will be rounded when they are printed on documents for price, quantity ordered, and quantity shipped. Even if amounts are rounded when the documents are printed, the actual amounts are still used in calculations. Because the displayed amounts are rounded, apparent discrepancies can appear on the invoice. For example, the printed quantity ordered multiplied by the printed price may not equal the printed (rounded) net amount. However, the printed Net and printed Total section will agree with the entered amounts. How to ChooseSelect the number of decimal places you want to be printed on documents for price, quantity ordered, and quantity shipped. Purchase Orders Index Making ChangesYou can make changes at any time. The changes take effect the next time you print documents. If you choose the customized document format when you print documents before you have edited any of the default settings, the documents print in the standard document format. Other Formatting Options PurposeThese options specify how you want your document to look when you enter data for these fields: Print Separator Line Print One-Line Format 231 Inventory
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Accounts Payable

ChoicesY or N. Y is default for Print Separator Line; N is the default for Print One-Line Format. EffectsAnswer Y to Print Separator Line to print the dashed line that separates the document heading from the document body. Answer Y to Print One-Line Format to print the line items in the transaction in a single line. If you do answer Y, you are prompted to print either the Item ID (I) or the first 18 characters of the item description (D). How to ChooseIf you want to separate the document heading from the body with a dashed line, select Y for Print Separator Line. If you want to print line items in a single transaction line (and save paper), select Y for Print One-Line Format. Making ChangesYou can change this at any time.
Entering Customized Document Formats

In Invoicing/Order Entry, you can print quotes, orders, invoices, or credit memos (we refer to these collectively as documents) with different formats. You may customize the formats that come with Peachtree Accounting, or you may create your own.
To create your own formats: 1 Select Maintain Customized Documents from the Invoicing/Order Entry Maintenance Menu.
You have the following options:
You can add up to five new formatsyou can use these for such forms as quotes and orders.
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Entering Customized Document Formats

Select the option you want.
You see a window similar to this:
The cursor is positioned at the Company Name data field.

3 4 Make any changes to the information on this tab, if necessary. When youre satisfied with the information on the Customized Document Options tab, select the Additional Customized Document Options tab.
The window for Additional Customized Document Options displays. On this window, you can alter the line spacing, columns, and numeric formatting for the document. Purchase Orders 233 Index
Inventory
Accounts Receivable
Accounts Payable

When youre finished making changes to both tabs of the Maintain Customized Documents window, you have several choices: Selecting the Accept button keeps the options as they are currently displayed, and returns you to the Document Format menu. Selecting the Cancel button exits without saving your changes. Selecting the Print button prints an alignment guide to test the effects of your changes. Selecting the Default button returns the customized document to its original settings.
Select the Accept button to accept the window.
Invoicing/Order Entry returns to the Document Format options box.

When you are finished, A/R and Invoicing/Order Entry are activated.
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Understanding A/R and Invoicing/Order Entry Data

Switching from your current accounting system to Peachtree Accounting requires more than using your old accounting system one minute and using Peachtree Accounting the next. To use A/R and Invoicing/Order Entry, you must have your customer information and your customers beginning balances already entered into A/R and Invoicing/Order Entry. Once you enter this information, you can begin using A/R and Invoicing/Order Entry to track your receivables. This section helps you make the conversion from your present accounting system to Peachtree Accounting as quickly and as accurately as possible. When you finish the procedures in this section, you will be ready to begin using A/R and Invoicing/Order Entry to track your companys receivables. This section describes each selection you must make to enter your A/R and Invoicing/Order Entry data. Your choices for entering this data can vary. For some entries, such as customers ship-to address, the choice is your customers. For other entries, such as customer ID, the choice is yours. This section explains each entry you must make, the choice you have, and whether you can change your choice later. When you make your choices, base your answers on actual customer information your company practices applicable federal, state, and local laws
Note
We assume you have read (and have understood) the material in the Getting Started Guide as well as the material in this manuals A/R and Invoicing/ Order Entry Overview, and Controlling How A/R and Invoicing/Order Entry Work. If you have not read this material, please do so before continuing here. Purchase Orders Index
Understanding A/R and Invoicing/Order Entry Data

In Controlling How A/R and Invoicing/O.E. Work, you learned to control how A/R and Invoicing/Order Entry works for your company by entering your module options, your transaction/product code combinations, and your sales tax codes. The next step is to gather and enter your A/R and Invoicing/ Order Entry data.
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Inventory
Accounts Receivable
Accounts Payable

Follow these steps to complete this task: Decide when to begin using Peachtrees A/R and Invoicing/Order Entry. Gather and enter customer information. Gather and enter beginning balances. Gather and enter automatic transactions.
Deciding when to begin using A/R and Invoicing/Order Entry is the first step in gathering and entering your company data. Part of that decision is selecting a cut-off date (the date on which you want to convert) to help you make the transition from your current accounting system to Peachtree Accounting. Your cut-off date is the starting point for using A/R and Invoicing/Order Entry. When to Begin Using A/R and Invoicing/Order Entry explains how to choose the best cut-off date for your company. Three different types of information make up your A/R and Invoicing/Order Entry data: customer information beginning balances automatic transactions
To gather customer information, you must make sure your customers names, addresses, phone numbers, and ship-to addresses are correct. Then, you must assign each customer particular processing information, such as an ID, account type, an invoice terms code, a sales tax code, credit limit, and a service charge code. Customer Information explains how to organize, gather, and enter customer information. To gather beginning balances, you must make sure all your customers accounts are complete and accurate as of your cut-off date. For Regular customers, youll enter invoice balances as of the cut-off date. For Balance Forward customers, youll enter account balances as of that date. To ensure that your Balance Forward customers accounts are aged properly, you must distribute their account balances among the four aging periods. Since A/R uses different aging procedures for Balance Forward customers and Regular customers, you wont distribute account balances for Regular customers. Beginning Balances describes how to complete these tasks.
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When to Begin Using A/R and Invoicing/Order Entry

The last step in gathering and entering your A/R and Invoicing/Order Entry data is setting up automatic transactions, which are transactions made to a customers account on a regular interval. They are always for a fixed amount and for a fixed number of intervals. Rents, maintenance agreements, and loans are examples of automatic transactions. Depending on your receivables, you may or may not have automatic transactions. Automatic Transactions explains the information youll need to gather so you can set up automatic transactions. Once youve completed all these tasks, youre ready to use A/R and Invoicing/Order Entry.
When to Begin Using A/R and Invoicing/Order Entry

To make the transition from your current accounting system to Peachtree Accounting, you must decide when to begin using A/R and Invoicing/Order Entry and select a cut-off date. A cut-off date is your starting point for Peachtree Accounting A/R and Invoicing/Order Entry. You enter your customers beginning balances as of that date. Then, youre ready to use A/R and Invoicing/Order Entry to track your receivables. Plan to begin using A/R and Invoicing/Order Entry at the beginning of a period. So, for your cut-off date, use the last day of the most recently reconciled accounting period. This means that you have posted the receivables information for this period to your company ledger calculated your sales taxes for this period
Never use the last day of an accounting period that is incomplete or inaccurate. If you enter information from incomplete or inaccurate records, A/R will be inaccurate and incomplete as well. As a result, you spend time and effort trying to balance A/R instead of using it to track your receivables. Purchase Orders Index Dont select a cut-off date from an accounting period that is several periods prior to the most recently reconciled period. Selecting a cut-off date that is too early creates unnecessary work without providing additional information.
Customer Information
The second step in entering your A/R and Invoicing/Order Entry data is gathering and entering customer information. Customer information helps A/ R and Invoicing/Order Entry identify and process transactions for your customers. Customer information includes names and addresses as well as account types, service charge codes, and sales tax codes.
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Accounts Payable

Organizing Your Customer Information

Before you gather your customer information, you should: Determine which customers you want to enter into A/R. If a customer no longer does business with your company and his account has a zero balance, dont include him. However, if a customer has a non-zero account balance, you should include him. Apply your customers open credits to their open invoices. Write-off any bad debts instead of entering them into A/R.
You may also wish to group your customers by city and ZIP Code. You can make a template for customer entry that includes common default information. Each time you enter the customer you can use the template. When you come to the next grouping of customers, you simply change the defaults on the template. Next, make sure you have accurate and up-to-date information on all the customers youll enter into A/R. Make sure names and addresses are correct since they appear on invoices and statements. Also, be sure you know each customers account type and the invoice terms, sales taxes, credit limit, and service charge information relevant to his account.
Gathering Customer Information

Youll enter all customer information through Maintain Customers from the A/R Maintenance Menu. Each item of information falls into one of these categories: RequiredA/R and Invoicing/Order Entry require this information to operate so you cannot omit. When entering your customer information, A/R will not allow you to leave required information blank. SuggestedA/R and Invoicing/Order Entry both base processing decisions on this information. You can omit it but not without reducing the power of A/R and Invoicing/Order Entry. OptionalA/R and Invoicing/Order Entry do not base any processing decisions on this information. Generally, it is information these modules keep on file for reports, lists, or displays. You can omit this information without reducing the power of A/R and Invoicing/Order Entry.
Before you gather your customer information, print a Customer Information Setup Form, if you havent already done so. Instructions for printing the setup forms and checklists are described in the Getting Started Guide. Fill out one form for each customer. Then, follow the instructions at the end of this section to enter your customer information. 238
Import Customers
If you have other software that collects customer records, you can use Import Customers to import those records into your Peachtree Accounts Receivable file. This feature allows A/R customer records to be created or updated from a comma-delimited ASCII file.
1 2 3 Before beginning the import procedure, make a backup of Accounts Receivable. To import, select Maintain Customers in Accounts Receivable.
You will be prompted to enter the name of file to import, asked whether to add new customers and whether to update existing customers.
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Inventory
Accounts Receivable
At Customer ID, press 6 to use the F6-Import function.
Accounts Payable
Import Customers


The ASCII file must conform to the following format: Field Name Customer ID Length 6 Type Alpha Notes Must be unique If record already exists, it will be updated, if you chose to update existing customers Required for new records
Customer Name Address 1 Address 2 Address 3 Postal (Zip) Code Telephone Ship Address Flag Account Type Class Code Serv Chrg Code Terms Code Sales Tax Code Contact Name Salesperson Dunning Notice Credit Limit Print Statements Print Invoices Telephone 2 Ship Via Price Code Status Code
25 25 25 25 10 12 1 1 1 1 1 3 25 8 1 10 1 1 13 26 1 1
Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Alpha Numeric Alpha Alpha Alpha Alpha Alpha Numeric
Must be Y or N Must be R, B or T Misc code field Must be 1, 2, 3 or 4 Must be 1, 2, 3, 4 or 5 Must be valid tax code
Must be Y or N Maximum is 99999999.99 Must be Y or N Must be Y or N
Must be A,B,C,D, or E Must be 0, 1, 2,3, 4, or 5
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Separate fields by commas. You can optionally surround all fieldseven numeric fieldswith quotation marks. If any field contains spaces or commas, however, that field must be enclosed in quotation marks. Each customer must start on a separate line. An example line of a customer record will look like this: AAATAX,AAA Tax Service,Main ST Branch, , ,97451,... BBMOVE,B & B Movers,PO Box 45, , ,98332,...........
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Inventory
Accounts Receivable
Import records can make extensive use of default values. If a field contains invalid data, or is represented only by a comma, then the default value will be used. If you are updating a customer record and a field is represented by a comma, then the previous value will be used.
Accounts Payable

This list shows default values for each field. Field Name Customer ID Customer Name Address 1 Address 2 Address 3 Postal (Zip) Code Telephone Ship Address Flag Account Type Class Code Serv Chrg Code Terms Code Sales Tax Code Contact Name Salesperson Dunning Notice Credit Limit Print Statements Field Name Print Invoices Telephone 2 Ship Via Price Code Status Code Default Value Nonerequired entry Nonerequired entry if customer is being added Blank Blank Blank Blank Blank N for No R for Regular A 1 1 First record available in Sales Tax file Blank Blank Y Zero Y Default Value Y Blank Blank A 0
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Import Customers
Here is an example of an import that would update only the Salesperson: AAATAX,,,,,,,,,,,,,,JSH BBMOVE,,,,,,,,,,,,,,RSG To set a field to blank, at least one space must be enclosed in quotation marks. You are not allowed to set a customer name to blank.
Maintain Customer tab
Customer ID PurposeThe entry you make here uniquely identifies the customer for A/R. ChoicesAny combination of up to six letters and numbers. Entering information in this field is required. EffectsA/R sorts reports by customer ID. Customer names display on reports, but the order in which they display depends on the customer ID not on the customer name. Customer IDs, rather than customer names, display on the Transaction Register and on control reports for Apply Payments and Enter Transactions. Customer IDs appear along with customer names on invoices, statements, and the Document Register. Whenever you enter information pertaining to a particular customer, you enter the customers ID rather than his name. For example, when you enter a transaction for Customer Faulkner, you enter a transaction for FAUL01Faulkners A/R ID. How to ChooseIdeally, customer IDs should be easy to remember. Because A/R lists your reports in order by customer ID rather than by customer name, customer IDs should keep your customers in a sensible order for reports. When selecting an ID scheme for your company, keep in mind that A/R sorts customer IDs for reports in the following orderblanks, numbers, letters. If you dont already have assigned customer IDs, you may want to assign IDs using only letters or only numbers. If you do use letters and numbers together, follow the same pattern for every ID. For example, assign each customer an ID using the first four letters of the last name and a two digit number. Making Changes Once you enter and save a customer ID, you cannot change the ID in Maintain Customers. If you want to change the ID, this must be done using the Change Customer ID program from the Accounts Receivable Maintenance Menu. For more information, see Using A/R and Invoicing/Order Entry for Your Accounting Tasks. Accounts Receivable Index Purchase Orders Inventory
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Accounts Payable

Customer Name PurposeThe entry you make here identifies the customer on statements, invoices, and reports. ChoicesAny combination of up to 25 letters and numbers. Entering information in this field is required. EffectsA/R lists customer names on invoices, quotes, orders, picking/ packing slips and customer statements, on the Aged Receivables Report and the Document Register, and on the control report for Apply Service Charges. The name displays exactly as you enter it here. Customer names also appear on your window whenever you enter a transaction using any of the A/R and Invoicing/Order Entry processing programs. How to ChooseSince A/R sorts reports by customer ID, you may enter customer names using any method you like. If you send invoices or statements to customers, enter the name as you want the customer to see it. For example, enter Edgar A. Poe rather than Poe, Edgar A. If you dont send invoices or statements, enter the name as you want to identify the customer. For example, enter Eddie Poe rather than Edgar A. Poe. Making ChangesYou may change a customers name at any time. The changes take effect immediately. Address (two lines) City, ST ZIP Code PurposeCustomer addresses display on statements and documents. ChoicesFor each address, any combination of up to 25 letters and numbers. For City, ST, any combination of up to 25 letters and numbers. For ZIP Code, up to 10 numbers. Entering information in these fields is suggested. EffectsOn statements and invoices, addresses appear directly below the customer name. So, if you use window envelopes, you can mail documents and statements without addressing the envelopes. If you use Intelligent Query Report Writer, then you can sort reports and mailing labels by ZIP Code. How to ChooseEnter the customers mailing address as you want it to appear for mailing. If you dont need three lines for the address, leave Address 2 blank. Making ChangesYou may change addresses at any time. The changes take effect immediately.
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Telephone, Telephone 2 PurposeTelephone numbers display on the Enter Invoice/Order/Quote program, Aged Receivables Report, Past Due Report, and the Customer List. ChoicesAny combination of up to 12 letters and numbers for Telephone 1; 13 letters and/or numbers for Telephone 2. Entering information in these fields is optional. EffectsYou can use the Aged Receivables Report or the Past Due Report for collecting past due accounts. This provides a quick lookup for the telephone numbers. How to ChooseEnter the phone number you use most often to contact your customer. You arent required to enter the area code. If you want to use the Aged Receivables Report to contact customers who have delinquent accounts, be sure to enter the phone number youll use for collections. You can enter the phone number using any format. For example, you can enter 770-555-1212, (770) 5551212, or just 555-1212. You may wish to use the second phone number for the FAX number. Making ChangesYou may change phone numbers at any time. The changes take effect immediately. Contact Salesperson PurposeThe names of customer contacts displays on the Enter Invoice/ Order/Quote and Customer List as well as quotes, orders, and invoices. The names of salespersons appear on documents and Enter Invoice/Order/ Quote. ChoicesFor Contact, any combination of up to 25 letters or numbers. For Salesperson, any combination of up to 8 letters or numbers. Entering information in this field is optional. EffectsContact names appear on the Customer List along with customer phone numbers. So, this list provides all the information you need to contact your customers. If you use Intelligent Query Report Writer, you can sort customer information by Salesperson or by Contact. How to ChooseFor Contact, enter the name (and any other relevant information) of the person you contact most often at the customers company. For Salesperson, enter the name (or any other relevant information) of the salesperson who handles this customers account. Making ChangesYou may change Contact and Salesperson at any time. The changes take effect immediately. 245
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Inventory
Accounts Receivable
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Customer Class PurposeThe entry you make here allows you to organize your customers into groups. ChoicesAny single letter or number. Entering this information is required. The default is A. EffectsYou can print statements for different classes of customers. If you use Intelligent Query Report Writer, you can also organize customer information by customer class. How to ChooseDivide your customers into groups that make sense for your company. You can separate customers into groups by salesperson, location, or even size and importance of account. For example, you could set up either of the following classes for your customers: by Sales Category
Distributor End-user Friend of Owner Retail Wholesale D E F R W
by Location
Northside Eastside Southside Westside Central 1 2 3 4 5
Making ChangesYou may change your customer class assignments at any time. The changes take effect immediately. Account Type PurposeA/R uses three different customer account typesRegular, Balance Forward, and Temporary. Account types affect how much account detail A/R stores for each customer, how A/R calculates each customers service charge, and how long A/R keeps the account open. ChoicesThe default is R. Entering information in this field is required. R B T For Regular For Balance Forward For Temporary
EffectsThe amount of transaction detail A/R stores for your customers depends on both Account Type and the A/R module option, Keep Historical Detail. 246
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Acct Type
R
Keep Historical Detail N

A/R stores transaction detail for an invoice as long as the invoice is open or current. A/R considers an invoice open when the invoice has a non-zero balance. When you close the period, A/R discards the transactions of invoices closed during the period.
Keep Historical Detail Y

A/R keeps all transaction detail until that detail is purged using the Purge Transaction utility program from the Utility Menu or you choose to delete zero balance transactions during the year-end process.
B or T
A/R stores only current period transaction detail. When you close a period, A/R carries forward an account balance, either debit or credit, then discards all transaction detail.
A/R keeps all transaction detail until that detail is purged. However, you dont see this detail unless you print a Transaction Register for all generations. In addition, you never access this detail. When you apply payments, you still apply payments to the customers aging period balances.
When you close a period, A/R deletes all Temporary customers who have a zero account balance. The account information is no longer available, the customer information is no longer available, and the customer ID does not exist. A/R never deletes Balance Forward or Regular customers; you must delete them yourself.
How to ChooseTo select an account type for a customer, ask yourself the following questions. How much invoice detail do I want stored for this customer? If you dont keep year-to-date detail, A/R stores invoice detail for Regular customers but not for Balance Forward customers. If you do keep year-to-date detail, then A/R stores all transaction detail for all customers. However, for Balance Forward and Temporary customers, you dont ever access this detail. 247
Index
Purchase Orders
Note
How A/R calculates a customers service charges depends on the customers account type and on your service charge options. Refer to the information on Service Charge Amts/Pcts in Controlling How A/R and Invoicing/O.E. Work for more information on the role Account Type plays in service charge calculations.
Inventory
Accounts Receivable
Accounts Payable

How do I want this customers account aged? When you close a period, A/R ages Regular accounts by the invoice due date. A/R ages Balance Forward accounts by the frequency with which you update Balance Forward customers when you print the Aged Receivables Report. You should update these customers only once an aging period. If I will levy a service charge on this customers account, how do I want to calculate the service charge? Service charge calculations depend on the customer account type and on your service charge selections in Maintain A/R Options. For more information on those selections, review Controlling How A/R and Invoicing/Order Entry Work. Will this customer be a long-standing charge customer? Close Current Period automatically deletes all Temporary customers when their account balances reach zero. A/R never deletes Balance Forward and Regular customers; you must delete these customers yourself.
Making ChangesYou can change a customers account type at the end of any period. If you are changing from Balance Forward or Temporary to a Regular customer, then a transaction is created for an amount equal to the customers balance forward amount. If the balance forward amount is positive, the transaction has a miscellaneous debit (MD) transaction type. If the amount is negative, the transaction has a miscellaneous credit (MC) transaction type. This transaction will have a due date and a discount date equal to the Peachtree Accounting system date. To prevent the loss of any service charges owed by this customer, you should run Apply Service Charges before changing the Account Type. If you maintain historical information, all transactions of prior periods are deleted. This prevents the Aged Receivables report and Transactions Register from showing amounts represented in the newly created transaction. If you are changing from a Regular to a Balance Forward customer, then the current aging bucket is set equal to the current balance, and the past-due buckets are cleared (zeroed). In other words, the customers entire balance forward shows as his current amount owed; any overdue amounts are no longer tracked.
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Terms Code PurposeTerms codes control the discounts, the discount due dates, and the invoice due dates extended to a customer. Choices1, 2, 3, 4, or 5. The default is 1. Entering information in this field is required. EffectsWhenever you enter a transaction for a customer, A/R or Invoicing/ Order Entry assigns the transaction invoice terms which correspond to the customers terms code. A/R assigns invoice terms to the following transactions: City Tax County Tax Freight Miscellaneous Debit Sale Sale of Service Service Charge State Tax
Invoice terms dont apply to the remaining transactions. How to ChooseAssign each customer an invoice terms code based on the codes invoice terms. If youre not sure what terms you should assign to a customer, check with your accountant or credit manager. Whether you use Enter Invoice/Order/Quote or Enter/Change Transactions, you can override the terms code assigned here. So, assign the customer the invoice terms code which you will use most often for him.
Sales Tax Code PurposeA/R and Invoicing/Order Entry calculate sales taxes based on the sales tax code used for each transaction or invoice. A/R and Invoicing/Order Entry calculate tax on the following transactions: Freight Miscellaneous Debit
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Purchase Orders
Making ChangesYou may change a terms code at any time. The change takes effect immediately.
Inventory
Accounts Receivable
Accounts Payable

Miscellaneous Credit Return Return of Service Sale Sale of Service
ChoicesAny combination of up to 3 letters or numbers. The default is the first sales tax code in your sales tax file. Entering information in this field is required.
Note
The sales tax codes available to you depend on the codes you defined in Maintain Sales Tax Records. Review Controlling How A/R and Invoicing/ Order Entry Work for more information. EffectsThe sales tax code you assign to a customer here is the sales tax code A/R uses for the customers transactions you enter into Enter/Change Transactions. A/R allows you to change both the tax amount and the sales tax code. This sales tax code becomes the default sales tax code for Invoicing/Order Entry. When you enter the customers documents into Enter Invoice/Order/ Quote, Invoicing/Order Entry allows you to change the sales tax code. How to ChooseAssign the customer the sales tax code which matches the state, county, and city sales taxes he pays most often. Making ChangesYou may change sales tax codes at any time. The changes take effect immediately. Discount Percent PurposeThe discount percent allows you to set up a default discount rate for this particular customer. ChoicesEnter any number between 0 and 99.99. The default is 0.00. If you do not wish to have a discount for this customer, enter 0. Information in this field is optional. EffectsEach time you enter an invoice for this customer in Enter Invoice/ Order/Quote, the discount amount will appear in the discount percent column. You can accept this amount or enter a new amount for each item on the invoice.
250
Import Customers
How to ChooseIf you will typically assign this customer a discount on purchases, enter that amount here. If you do not plan to give discounts to this customer or if there is no set discount rate for this customer, enter 0 here. Making ChangesYou may change this information at any time. The changes take effect immediately. Ship Addresses
ChoicesY or N. The default is N. Entering this information is required. EffectsIf you enter Y, you can enter shipping addresses for the customer in either Maintain Customers or Maintain Ship-to Addresses. Then, when you enter invoices for the customer in Enter Invoice/Order/Quote, Invoicing/Order Entry allows you to select the shipping address for the customers invoices. If you enter N, you cannot enter shipping addresses for the customer, and Enter Invoice/Order/Quote doesnt allow you to select a different shipping address. Instead, Invoicing/Order Entry prints on the customers invoice the address entered in Address (2 lines), City, ST, and ZIP Code. How to ChooseIf you ship invoices or goods to more than one location for this customer, enter Y. If you always ship invoices or goods to one location for this customer, enter N. Making ChangesYou may change this information at any time. The changes take effect immediately. Credit Limit PurposeA/R can notify you whenever the customers account balance exceeds his credit limit. A/R checks the credit limit you enter here only if you have set the A/R module option, Check Credit Limit, to Y. Choices0.00 - 9,999,999.99. Be sure to enter both decimal places. The default is 0.00. Entering information in this field is suggested. EffectsIf you have set Check Credit Limit to Y, then, before you enter a customers transactions, A/R notifies you whenever his account balance has exceeded his credit limit. A/R doesnt prevent you from entering transactions for the customer. If you have set Check Credit Limit to N, then A/R and Invoicing/Order Entry ignore the credit limits you enter here. 251
Index
Purchase Orders
Inventory
Accounts Receivable
PurposeShip addresses provide Invoicing/Order Entry with alternate shipping addresses for a customer.
Accounts Payable

How to ChooseIf you use credit limits, then enter each customers credit limit. If you dont want to assign a customer a credit limit or you dont use credit limits, enter 0.00. Making ChangesYou may change credit limits at any time. The changes take effect immediately. Ship Via PurposeThis allows you to specify the carrier you normally use for the customer, i.e., US Mail, UPS, Federal Express, etc. ChoicesAnything you wish up to 26 characters. EffectsThis defaults on the packing slip, invoices, quotes, and orders. How to ChooseType in the carrier you use most frequently for the customer. Leave blank if no carrier is used more frequently than another. Making ChangesThis may be changed at any time. Dunning Notices PurposeDunning notices remind customers when their accounts are past due. ChoicesY or N. The default is Y. Entering this information is required. EffectsIf you select Y, then, whenever a customers account is past due, A/ R automatically prints a dunning notice on his statement. The message printed depends on the number of periods the account is overdue and on the dunning messages you entered in Maintain A/R Options. If you select N, A/ R never prints dunning notices on customer statements. How to ChooseThe use of dunning notices depends on company policy. Making ChangesYou may change this information at any time. The changes take effect the next time you print customer statements. Service Charge Code PurposeService charge codes determine the fee or the percentage rate A/R uses to calculate a customers service charge. Choices1, 2, 3, or 4. The default is 1. Entering information in this field is required.
252
Import Customers
EffectsWhen you assign a service charge code to a customer, A/R uses the fee or percentage rate assigned to that code to calculate the customers service charge. How to ChooseIn Maintain A/R Options, you chose to use either service fees or service charge percentages. If you selected fees, then you set up service charge codes with different service fees. If you selected percentages, then you set up service charge codes with different annual percentage rates. Assign each customer a service charge code based on the percentage rate or service fee assigned to the code. If youre not sure what percentage rate or service fee you should use for a customer, check with your accountant or credit manager. Making ChangesYou may change a customers service charge code at any time. The change takes effect the next time you run Apply Service Charges. Print Statements Print Invoices PurposeYou can specify whether or not you want this customer to receive statements or invoices. This prevents unnecessary generation of invoices in situations where statements or invoices are sent to only a portion of your customers ChoicesY or N. Y is the default. EffectsIf you enter Y, statements or invoices will print for this customer. If you enter N, the Customer Statements or Print Invoices programs will skip this customer while printing, even if this customer has an outstanding balance. How to ChooseIf you dont want this customer to receive either statements or invoices, place N in the appropriate field. Making ChangesYou can change this at any time. Price Code PurposeAllows the default of A, B, C, D, or E for stocked inventory items. The selling prices for the codes are set up in Maintain Inventory Items in Inventory. ChoicesA, B, C, D, or E. The default is A. To use this, you must have Inventory activated.
253
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

EffectsNo matter what item you are selling in Enter Invoice/Order/ Quote, the customer will receive the price level you specify here. For example, you may assign code A to your retail customers, code B to your wholesale customers, and code C to your distributors. You can override what you enter here on the document. How to ChooseThis depends on how you set the codes up for items in Maintain Inventory Items in Inventory. You need to keep track of the price level you assigned to A, B, and C. Making ChangesYou can change this at any time. Status Code PurposeAllows the choice of six different statuses for customers, including preventing the sale of items to customers assigned certain statuses. Displays a message for certain customers when you try to make a sale or write an invoice in either Accounts Receivable or Invoicing/Order Entry. You set up the status codes in the Maintain A/R Options. ChoicesThe default is A. There are three statuses: A Active. No message will display. This can be used for customers who are always prompt with payments. Transactions are allowed for customers assigned this status. Status Code 0 is used for active customers only. W Warning. A message will display, but the transaction is allowed. You can select any one of the warning messages you set up in Maintain A/R Options. You can set up to five warning messages. H Hold. Prevents sales in Accounts Receivable and invoices in Invoicing/Order Entry from being written for the customer. You can select any one hold message, if you have set up hold messages in Maintain A/R Options. You can set up to five hold messages.
EffectsThe status you assign remains on the customer record until you change it. If a customer you have put on hold pays all bills and appears to be able to pay future bills on time, you can change his status here. Any time a customers status changes, you need to remember to change this option.
254
Import Customers
How to ChooseFor customers who are in good standing, select Status Code 0. For customers you wish to attach warnings or those you dont want to sell to, use Status Codes 1 to 5 to set them up. The exact status code you choose depends on how youve set it up in Maintain A/R Options.
Note
The warnings that you set up in Maintain A/R Options may be anything from Customer is overdue, contact manager, to Customer has not bought new version of software, try to sell it. Accounts Receivable Index Purchase Orders Inventory 255 Making ChangesThe status may be changed at any time, but you may wish to set up a regular time to review customer statuses to make sure they are kept up-to-date. Debit, Credit, Payments, Service Charges: Last Date Last Amt YTD Amt PurposeFor customers who have an existing account balance, A/R keeps track of the following information for debits, credits, payments, and service charges: the last date the customer made that type of transaction the amount of that last transaction the year-to-date total of all transactions of that type
ChoicesFor Last Date, any date in the MM/DD/YY format. For Last Amt and YTD AMT, enter 0.00 - 9,999,999,999.99. Entering this information is optional. EffectsA/R tracks this information for you. Each time you enter a transaction for a customer, A/R updates these fields. How to ChooseEnter debit, credit, payment, and service charge information only for those customers who have an existing account balance. Do not enter this information for new customers. If you want to track this information, then, for Last Date, enter the date of the customers last debit, credit, payment, and service charge transaction. For Last Amt, enter the amounts of those transactions. And, for YTD Amt, enter the year-to-date totals for those transactions. If you dont want to track this information or if you begin using A/R and Invoicing/Order Entry at the beginning of a year, dont make any entries here. A/R automatically enters 0.00 for Last Amt and YTD Amt and the 01/01/00 for Last Date.
Accounts Payable

Making ChangesOnce you enter and accept a new customer, you should not change this information from Maintain Customers. Instead, make adjustments to the customers account using Enter/Change Transactions or Enter Invoice/Order/Quote.
User Definable Fields PurposeThese fields store additional information about customers. ChoicesUSR 1 to 5. This depends on how and if you labeled the userdefined fields in Maintain A/R Options. EffectsProvides additional information, such as birthdays, credit card numbers, etc., that can be useful to your business. How to ChooseWhat you enter here depends on how you defined these fields in Maintain A/R Options. Making ChangesYou can change this at any time. E-Mail/Web Address Fields PurposeAllows you to enter customer e-mail and Web addresses in Maintain Customers. After entering addresses in these fields, you can use the buttons to the right of the fields to send an e-mail message to the customer or visit the customers Web site. The e-mail addresses will appear on some Accounts Receivable reports, such as the Aged Receivables report, and the Past Due report. Choices Enter up to 64 alphanumeric characters for the e-mail addresses and Web addresses. Entering e-mail and Web addresses in these fields is optional. Effects When you enter e-mail or Web addresses in these fields, you can send e-mail messages to your customers, or visit their Web sites by clicking the buttons to the right of the fields. How to Choose Enter the e-mail address and Web address exactly as your customer specifies them. Making ChangesYou can change the e-mail addresses and Web addresses at any time. The changes take effect immediately.
256
Import Customers
E-Mail/Web Address Buttons Purpose Clicking the e-mail button with your mouse will activate your default e-mail program. The e-mail address listed in the customers record will appear in the To: field of a new message. Clicking the Internet button to the right of the Web address field will launch your default Internet browser. The customers Web address will appear in the browser programs address field.
Effects When you click the e-mail button, it starts your default e-mail program. A blank outgoing message appears with the customers e-mail address in the To: field. If you did not enter an address in the E-mail field in Maintain Customers, when you click the e-mail button, an outgoing message appears with a blank To: field. When you click the Internet button, it starts your Web browser and takes you to the customers Web site that you entered in the Web Address field. If you did not enter an address in the Web Address field, and you click the Internet button, you will be taken to www.peachtree.com.
If you want to visit your customers Web site, click the Internet button to the right of the Web address you entered in the Web Address field. Making ChangesYou can change the e-mail addresses and Web addresses that you entered in the E-mail and Web Address fields at any time. The changes take effect immediately.
Gathering Shipping Information

If you enter shipping addresses for a customer (you have set Shipping Addresses to Y in Maintain Customers), then you must also gather and enter shipping information. Before gathering your customers shipping information, print a Shipping Addresses Setup Form, if you havent already printed one. Instructions for printing the setup forms and checklists are in the Getting Started Guide. Fill out one form for each shipping address you must enter. Follow the instructions at the end of this section to enter your customer information. Purchase Orders Index
257
Inventory
How to Choose If you want to send an e-mail message to your customer, click the E-mail button to the right of the address you entered in the E-mail field.
Accounts Receivable
Choices The e-mail address and Web address buttons can only be accessed by clicking them with your mouse. Using these buttons is optional.
Accounts Payable

Shipping ID PurposeA/R identifies a customers shipping addresses using shipping IDs. ChoicesAny combination of up to six letters and numbers, except for the Customer ID. A/R and Invoicing/Order Entry reserve that ID to hold the customer information. Entering information in this field is required. EffectsWhen you enter an invoice for a customer, Invoicing/Order Entry prints both a sold-to and a ship-to address on the invoice. If you use shipping addresses for a customer, Enter Invoice/Order/Quote allows you to select the shipping address which will be printed on the invoice. You select the shipping address by the shipping ID. If you dont use shipping addresses, then Invoicing/Order Entry prints the customers address for both the sold-to and ship-to address. How to ChooseLike customer IDs, Shipping IDs should be easy to remember; you dont want to waste time looking up a customers shipping ID every time you enter an invoice. So, when you enter shipping IDs, try to enter an ID that readily identifies the address. For example, enter BUFHWY for the customers Buford Highway address and enter PCHRNW for the customers Peachtree Road NW address. If you cant enter identifiable IDs, then follow the same pattern for every ID. For example, if your customers ship-to addresses vary by city and ZIP Code, use either the city or the ZIP Code as the shipping ID. If, instead, they vary by street address, use the first six letters of the street name as the shipping ID. Making ChangesOnce you enter a shipping ID, you cannot change it without deleting the ship-to address and re-entering it with a new ID. Customer Name Address (2 lines) City, ST ZIP Code Telephone PurposeA/R prints the entries you make here on invoices. ChoicesFor Customer Name and both lines of Address, any combination of up to 25 letters or numbers. For City, ST, any combination of up to 20 letters or numbers. For ZIP Code, any combination of up to 10 letters or numbers. For Telephone, any combination of 12 letters and numbers. Entering information in these fields is suggested.
258
Import Sales Invoices

EffectsWhen you select this shipping address, Invoicing/Order Entry prints the information you enter here in the invoice ship-to address block. Also, if you use IQ, then you can prepare mailing labels sorted by ship-to ZIP Code (or phone number). How to ChooseEnter the customers name, address, and telephone number as you want them to appear on the invoice. If you use window envelopes, the ship-to name and address should be suitable for mailing. If you dont need three lines for the address, leave Address 2 blank.
Sales Tax Code PurposeThis allows you to enter a sales tax code for a ship-to address. Whenever you use the ship-to address for an invoice, this is the sales tax code that will default on the invoice. ChoicesYou can use whatever sales tax code you set up in Maintain Sales Tax Records. This is required; you must enter a code for sales tax. EffectsWhen you use a ship-to address an invoice, this sales tax code will default. How to ChooseIf you have customers with ship-to addresses in other states, you can enter the appropriate sales tax code. Making ChangesYou can change this at any time.

If you have other software that collects charges, sales orders, or quotes, you can use Peachtree for billing without retyping the information manually. Import Sales Invoices reads invoices, orders, and quotes from a computergenerated ASCII file.
1 2 3 Before beginning the import process, do a complete backup of your Accounts Receivable, Sales Invoicing/Order Entry, and Inventory files. To import, you must first create an ASCII file that conforms to the format outlined on the following pages. Next, select Extended Processing from the Sales Invoicing Processing menu.
Another menu with Import Sales Invoices will appear.
259
Index
Purchase Orders
Inventory
Accounts Receivable
Making ChangesYou may change a customers ship-to address at any time. The changes take effect immediately.
Accounts Payable

4 5
Select Import Sales Invoices from the menu. Enter the path and file name to be imported and the default invoice date to be used.
Your file will be checked for errors before any records are imported. If any errors are found, Peachtree prints a report that details the errors and asks if you want to continue the import. If you continue, only records without errors will be imported. When the import is finished, you can continue processing just as if you had manually typed the invoices into the Enter Invoices/Orders/Quotes menu program.
Note
During the import process, transactions that bring the available current quantity below zero will be imported even though the Allow Negative Quantity flag may be set to No in the Maintain Inventory Items program.

The file you must create is a text file that conforms to the standard normally called delimited or comma-delimited ASCII. For each invoice, order, or quote, you can supply six different types of data: Header, Shipping, Transaction, Item, Description, and Serial. The text file must contain each type of data on a separate line. Separate fields by commas. You can optionally surround all fieldseven numeric fields with quotation marks. If any field contains spaces or commas, however, that field must be enclosed in quotation marks. You must include a Header line for each document. The other types of data are optional, but they must be in the proper sequence if included. The Header line comes first, and its first field contains the number 1. If needed, the Shipping line comes next, and its first field contains the number 2. For each item or charge on the invoice, you next supply a Transaction line (its first field contains the number 3). When needed, Item (4), Description (5), and Serial lines (6) immediately follow the Transaction line. Each gives additional information about the immediately preceding transaction. When importing several transactions for one document, you should list the Header line and Shipping line only once, followed by the Transaction, Item, Description, and Serial lines in proper sequence.
Note
Dates must be left-padded with zeros in MM/DD/YY format. Example: January 1, 1995 must be imported as 01/01/95, not as 1/1/95.
260

Import Sales Invoices can make extensive use of default values, thereby limiting the amount of information required in the text file. On the next few pages, the line format requirements are outlined along with additional information regarding default and valid field values. Before studying the format of each of these lines, look at the following example of an import file. This file imports two documents: one invoice for customer ANDERA and an order for customer CANNOP. The invoice for ANDERA includes a shipping address. Both customers are being charged for item CLNCLEANING123. This import file can be recreated for import into the WD Peachtree sample data. This example also makes extensive use of default values and illustrates the proper sequence for lines. 1,,,ANDERA 2,Receiving Dept,9931 Atlantic,,Macon, GA,37212 3,SA 4,CLNCLEANING123 3,CM 5,Thank you. 1,,,CANNOP,,,,,,,,,,,O 3,SA 4,CLNCLEANING123 3,CM 5,Thank you. Each document in the previous example has two lines. One is for the sale and another for a comment. The successive commas in the header record indicate blank fields where the default value is desired. (Defaults are explained in detail on the next few pages.)
261
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

As mentioned earlier, the first field indicates the type of record.

1 for Header 2 for Shipping 3 for Transaction 4 for Item 5 for Description 6 for Serial
In addition to the number 1, the Header line also contains Document Number, Document Date, Bill To ID, Ship To ID, Purchase Order Number, PO Date, Ship Date, Ship Via, Salesperson, Terms Code, Job/Order Number, Tax Code, Hold Document, and Document Type, respectively. This line contains information that is normally entered on the first window of Add Documents in Enter Invoices/Orders/Quotes. The Header line will overwrite the default information carried forward from the Customer file. The Shipping line contains the number 2, Ship To Name, Ship To Address 1, Ship To Address 2, Ship To Address 3, and Ship To ZIP Code. Including this line will override the default address line when used in an import file. This line is not required. The Transaction line contains the number 3, Transaction Type, Product Code, Net Amount, and Taxable status. This line indicates the transaction/product code combination; to be valid, the combination must exist in the G/L Account Distribution file in Accounts Receivable. The Item line contains the number 4, Product ID, Unit of Measure, Quantity Ordered, Quantity Shipped, Unit Cost, Price Code, Unit Price, and Discount Percent. The Item line is required for all SA, RE, SS, RS, SN, and RN Transaction Types. Do not include this line for other transactions. The Description line contains the number 5 and up to four lines of text 40 characters long (or 70 characters if using Long Comment On Documents and the Transaction Type is CL in the Transaction line immediately preceding this line). The Description line is optional, but it can be used to replace descriptions of inventory items or to add comments to your invoice. The Serial line contains the number 6 and the serial number for items with Unique costing type in the Inventory Module. This line is required only when selling items with a unique or serialized costing type. For each type of data line, the valid and default values are listed on the following pages.
262

Header Line Format

Field
1 Document No. Document Date Bill To ID Ship To ID Purchase Order # PO Date Ship Date Ship Via Salesperson Terms Code Job/Order No. Tax Code Hold Document Document Type
Type
Constant Alphanumeric Date Alphanumeric Alphanumeric Alphanumeric Date Date Alphanumeric Alphanumeric Numeric Alphanumeric Alphanumeric Alpha Alpha
Length
1 6 8 6 6 14 8 8 28 8 1 6 3 1 1
Comment
Indicates Header record If blank, is auto supplied Format MM/DD/YY
If supplied, must be valid
Defaults to Document Date Defaults to Document Date
Must be 1,2,3,4,or 5
Must be a valid code Y for Hold, N for Active I for Invoice, O for Order, Q for Quote
Examples of Header lines: Purchase Orders 263 Index 1,1024,01/15/91,ANDE,SOUTH,1052,12/28/90,01/14/ 91,UPS,JOE,1,4901,001,Q 1,,,CANONP,,Verbal Jim,,,Federal Express,,,,001,,O 1,,,ANDREC If a document number is not supplied, the next available document number will be used from the Invoicing/OE Options file. Auto Invoice Numbering set to Yes is not required. If a Document Date is not supplied, the default entered when choosing Extended Processing will be used. The default for PO Date and Ship Date will match Document Date unless different dates are supplied.
Inventory
Accounts Receivable
Requires valid Customer ID
Accounts Payable

Bill To ID is case sensitive and must be a valid customer record in the Peachtree program. If a Ship To ID is supplied, it must be valid for the customer. Otherwiseunless a different address is specified in a Shipping linethe shipping address will default to the billing address. Purchase Order, Ship Via, and Job/Order Number will be blank unless supplied in the import file. Salesperson, Terms Code, and Tax Code will come from the Customer file if none is supplied. Hold Document will default to No, and the Document Type will default to Invoice if it is invalid or not specified.
Shipping Line Format

Field
2 Ship To Name Ship To Address 1 Ship To Address 2 Ship To Address 3 Ship To Zip Code
Type
Constant Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric
Length
1 25 25 25 25 10
Comment
Indicates Shipping line
Examples of Shipping lines: 2,KMart #2601,Apparel Dept,105 SW 3rd,Plaxton, NC,05121 2,Nordstrom,106 Main Street,,San Diego, CA,93102-1231
264

Transaction Line Format

Field
3 Transaction Type Product Code Product Code Net Amount Taxable Alphanumeric Numeric Alpha 1 12 1 Must be a valid code No $ or , Use . for cents T or E
Type
Constant Alpha
Length
1 2
Comment
Indicates Transaction line Must be a valid code
Note
The Net Amount field is ignored for Transaction Types CM, CL, SA, RE, SS, RS, SN, and RN. For Transaction Types SA, RE, SS, RS, SN, and RN the net amount is calculated using information in the Item line. 3,SS,A,,T 3,AD,B,-15.05 3,FR,,10 Valid Transaction Types are SA, RE, SS, RS, SN, RN, PA, CR, MC, MD, FR, AD, CI, ST, CO, and CM. You can also use Transaction Type CL to import a long comment. If a Transaction Type is not supplied, SA is the default. (See the Peachtree A/R Manual for an explanation of Transaction Types.) Purchase Orders Index If you have Inventory installed, the default product code is supplied by the Inventory file for Transaction Types SA, RE, SS, and RS. If Inventory is not installed or if you are using other Transaction Types, the default product code is blank. If you include a product code, it will be used instead of the default. For a Transaction Type/Product Code combination to be valid, you must enter the Transaction Type/Product Code combination into the Maintain G/L Accounts Distribution program on the A/R Maintenance menu. The default for Taxable is determined by the Transaction Type, Sales Tax Code, and Inventory file in the same way as in the Enter Invoices/Orders/ Quotes program. Inventory 265 Examples of Transaction lines:
Accounts Receivable
Accounts Payable

Item Line Format

Field
4 Product ID Unit of Measure Quantity Ordered Quantity Shipped Unit Cost Price Code Unit Price Discount Percent
Type
Constant Alphanumeric Alphanumeric Numeric Numeric Numeric Alpha Numeric Numeric
Length
1 18 4 12 12 12 1 12 12
Comment
Indicates Item line Department/Item Number
A,B,C,D,E, or .
You must include an Item line immediately after the Transaction line for Transaction Types SA, RE, SS, RS, SN, and RN. Do not include an Item line for the other Transaction Types. Examples of Item lines: 4,APP1099015,EACH,3,2,,A,11.50,1.15 4,PMW105,,1 For Transaction Types SA and RE, the Product ID (Department/Item Number) must be a valid product item in the Inventory file. For Transaction Types SS and RS, the Product ID must be a valid service item in the Inventory file. For Transaction Types SN and RS, the Product ID can contain any combination of letters, numbers, or both. For Transaction Types SA, RE, SS, and RS, if you omit the Unit Cost or the Unit of Measure, the values in the Inventory file are used. If you specify a Price Code, the Unit Price is taken from the Inventory file. If you specify both a Price Code and a Unit Price, the Unit Price you specify is used instead of the price in the Inventory file. If you omit both Unit Price and Price Code, price A from the Inventory file will be used. If you omit the Discount Percentage, the Discount Percentage in the Customer file is used.
266

Description Line Format

Field
5 Line 1 Line 2 Line 3 Line 4
Type
Constant Alphanumeric Alphanumeric Alphanumeric Alphanumeric
Length
1 40/70 40 40 40
Comment
Indicates Description line Normally 40. (70 for CL Transaction Type)
Examples of Description lines: 5,Analyze Requirements for,Software Development Project 5,Survey and Appraise Real,Property Located at,1205 SW Main Description lines are usually used when you sell non-stock items or when you want to put a comment on the invoice. For stocked items, the description is normally taken from the Inventory file, but you can include a Description line if you want a different description.
Serial Line Format

Field
6 Serial Number
Type
Constant Alphanumeric
Length
1 25
Comment
Indicates Serial Number
Examples of Serial lines: 6,5016X15112 6,97015512XAXXY112 If you sell an item that has Unit Cost type U (for Unique), you must include a Serial line with a valid Serial Number. When you sell a serialized item, the quantity shipped must be 1. To sell more than one serialized item, you must include a separate Transaction, Item, and Serial line for each item sold.
267
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Entering a Customer Information Template

When you enter customer information, you may find that you are repeating the same information for many customers. For example, a number of your customers may have the same city, state, and ZIP Code. You can enter this on a template which you can copy when you enter the customer. This will save you a number of keystrokes. Another example would be if you dont differentiate your customers on the basis of payment terms, customer class, sales tax codes, account type, etc. After you create a template, the information you entered will default the next time you enter a new customer. Creating a new template does not affect information for existing customers. Follow these steps to create a customer information template:

3 4 Select Maintain Customers from the Accounts Receivable Maintenance Menu. If you are printing a control report, make sure the printer is ready and click OK.
A/R displays the Maintain Customers window with the cursor in the Customer ID field.
5 Enter the Customer ID from one of your setup forms.
A/R asks:
268
Entering a Customer Information Template

To create the template, select the Template button.
Enter information in the fields that many customers have in common.
If most of your customers are from one city, you may wish to enter all those customers that have the same ZIP Code, then change the template for the next ZIP Code and enter that batch of customers.
8 When youre finished entering information on the template, select the Accept button.
At this point you can enter information specific to this customer, you can create additional customer records, or you can exit the Maintain Customers window by selecting the Cancel button.
Selecting the Cancel button will not undo any changes you made to the template.
Note
269
Index
Purchase Orders
A/R returns you to the Maintain Customers window and displays the customer record you were entering prior to selecting the Template button. The information you entered on the template now appears on this customers record.
Inventory
Accounts Receivable
Accounts Payable

If you start entering additional information for this customer, the following window will appear again:
10 11
Select Yes to create a record for this customer. When youre finished entering information, select the Accept button.
The customers record is saved, and the template information remains on the Maintain Customers tab so that you can continue adding customers.
12 When youre finished, select 0.
A/R returns you to the Maintenance Menu.
Entering Customer Information

Follow these steps to enter your customer information:

3 Select Maintain Customers from the Accounts Receivable Maintenance Menu.
Note
You can access the Maintain Customers window anywhere the F-7 Maint option appears by pressing 7.
4 If you are printing a control report, make sure the printer is ready and press e.
A/R displays the Maintain Customers window, with the cursor in the Customer ID field.
270

Enter the Customer ID from one of your setup forms.
A/R asks:
Accept Yes.
The cursor is in the Customer Name field.

7 From your setup form, type in the customers name.
Remember, you can use e, t, Z, or W, or your mouse to move between the displayed options. You can press 1 for help.
8 Enter the remaining information from your setup form on the Maintain Customer tab.
271
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

When youre finished entering information on the Maintain Customer tab, select the Additional Information tab.
On the Additional Information tab, you can enter information in the User-Defined fields, as well as the customers e-mail address and Web address, if applicable.
10 When you are satisfied with the information you entered for this customer on all of the tabs of the Maintain Customers window, select the Accept button.
Selecting the Delete button will discard all the customer information youve just entered. If you select the Cancel button, you will exit the Maintain Customers window without saving any changes, and return to the Accounts Receivable Maintenance Menu. After you accept the customer record, A/R prints the information you entered on the Maintain Customer Control Report. If you entered N for Ship Addresses, A/R clears your window and displays only Customer ID. If you entered Y for Ship Addresses, A/R asks:
272

11
Accept Yes.
The cursor is positioned at Shipping ID.

12 From one of the customers shipping addresses setup forms, enter a shipping ID.
A/R asks:
13
Accept Yes.
The cursor moves to the Customer Name field. Enter the remaining information for this shipping address.
14 Enter the sales tax code that applies to this shipping address.
You must enter a sales tax code to proceed. You set up the sales tax codes in Maintain Sales Tax Records.
273
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

15
Select the Accept button when youre finished entering information.
Selecting the Delete button will discard all the information youve just entered. If you select the Cancel button, you will exit the Maintain Ship-to Addresses window without saving any changes, and return to the Maintain Customers window. After you select the Accept button, the window clears and the cursor returns to the Shipping ID field.
16 Continue entering the shipping addresses for this customer, if necessary. After youve accepted the last shipping address, press 0.
A/R clears your window and returns to the Maintain Customer window, with the cursor in the Customer ID field.
17 18 Continue entering information for your customers. When youre finished accepting all of the customer records you entered, press 0.
A/R returns you to the Maintenance Menu, and prints the information you entered on the Maintain Customers Control Report. Compare your control reports to your setup forms. Control reports list what you actually entered. Setup forms list what you should have entered. Although you may think you entered all the information correctly, you may have made a few errors. Check the control report carefully. If necessary, return to Maintain Customers and make any corrections.
Entering Customer Notes

You have the option of entering Customer Notes. With this feature, you can view and edit notes while entering invoices and when querying and maintaining customer information. Each note you enter is automatically stamped with the date and time, so you have a complete and detailed history of customer activity.
1 2 To access Customer Notes, press c-7 from any window where the CtlF7Notes option appears. To enter a new note, press i or 6, (or click the Ins/F6-Add button).
This will allow you to add specific notes for your customers. You may wish to start the note with the User ID or Code that is specific to the call being made.
3 After adding the note, press 0, (or click the F10/Save button).
The document is saved to the notepad, and a date and time entry is added directly above the entry.
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If you need to change the date or time, press 7, (or click the F7-Date/Time button) before saving the note, and you will then have the ability to edit the date and time stamp.
You have 50 lines of text available for each note added and unlimited notes per customer. Remember, the larger the notepad, the more hard disk space will be required to store this information. Therefore, the size of your notepad is limited only by the size of your hard disk. If you wish to edit your note pad, press e or 7 (or click the Enter/ F7-Edit button). If you wish to delete this note, press d or 8 (or click the Del/F8-Delete button) with the cursor on the specific note you wish to remove. You will be asked if you are sure you wish to delete this note. If you wish to print your notepad, press P (or click the P-Print button) to print, and you will have the option to select the output method. Pressing P will print the entire notepad.
5 After you are finished adding, editing, deleting, or printing your note, press 0 (or click the F10-Done button).
Your notepad will save your changes, disappear, and take you back to your original window. If you are currently running Peachtree in a multiuser environment, you are all able to add or edit notes for the same customer at the same time. However, you will still be limited to a singleuser environment in Maintain Customers for a specific customer. Nevertheless, one person can be in Query Customers, another person can be in Maintain Customers, and both can add notes. If you attempt to edit a note that is already being edited, you will be prompted with an error message that another user is currently using the note pad. If you try to add a note with the same date and time stamp as another user, you will again be prompted with an error message and given the opportunity to change the time stamp.
6 After youve entered all your customer information (including all shipping addresses), press 0.
Printing a Customer List

When youre certain your customer information is correct, complete the following instructions to print a Customer List. This list will help you when you enter your beginning balances.
1 2 From the A/R Maintenance Menu, press q to return to the Accounts Receivable Main Menu. Select Report Programs from that menu. Then, select List Customers from the Accounts Receivable Reports Menu.
The Print dialog box displays. 275 Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

3 4
Select the printer that you want to print to. Select the Print Preview or Print to File box if you want to either preview the report or print it to a file. Make sure your printer is ready to print and the paper is at the beginning of a page. Click OK.
A/R displays Report Date and lists the current system date in that field. The report date is simply the date A/R prints on your Customer List.
5 Press e to accept the current date.
A/R can print the Customer List by customer ID or by customer name.

6 Sort the Customer List by customer name.
A/R can print the Customer List for all your customers or just for a range of them.
7 Enter A to print a list of all your customers.
A/R prints a list of the information you entered for all your customers. Since you havent entered any transactions for your customers, the yearto-date information for all your customers will be zero. The A/R Reports Menu returns.
Beginning Balances
Beginning balances are the balances of your customers accounts as of your cut-off date (the date you begin using Peachtree Accounting A/R and Invoicing/Order Entry). For Balance Forward and Temporary customers, beginning balances are account balances. For Regular customers, beginning balances are invoice balances.
Note
Remember, we assume that, if applicable, you have already posted the receivables transactions youll enter here to General Ledger and to Job Cost. As a result, the procedures in this section prevent automatic transfer of receivables data (including sales taxes) to General Ledger.
Preparing Your Customers Accounts

Before you gather your customers beginning balances, you should organize their accounts. Gathering and entering beginning balances may be the most time-consuming part of converting to Peachtree Accounting. So, organizing your customer accounts before you enter their beginning balances can save you time and trouble. 276
Beginning Balances
Gathering Beginning Balances
To prepare your customers accounts for A/R, complete the following tasks: Make sure your customers account records are complete and accurate as of the cut-off date. Separate your Balance Forward customers from your Regular customers. Youll collect the following information for each type of customer: For Regular customers, youll collect invoice balances as of the cut-off date. For Balance Forward customers, youll collect account balances and aging distributions as of the cut-off date.
This section explains the information you must gather to enter your customers beginning balances. Once youve entered their balances, you should distribute your Balance Forward customer accounts. The instructions at the end of this section explain how to complete that task.

For both Regular and Balance Forward customers, you must gather and enter information for beginning balances. Before gathering this information, print a Customer Transactions Setup Form. Instructions for printing setup forms and checklists are in the Getting Started Guide. Fill out one form for each beginning balance you must enter. Then, follow the instructions at the end of this section to enter those balances. Customer ID PurposeA/R identifies each customer by the customer ID so, to enter a transaction for a customer, you must enter the ID. ChoicesAny one of the customer IDs you entered in Maintain Customers. Entering this information is required. EffectsA/R posts the transaction to the customers account. How to ChooseEnter the ID you assigned to the customer in Maintain Customers. Making Changes Once you have entered and accepted a beginning balance transaction, you cannot change the customers ID in this area. If you do want to change the ID for a customer record, this must be done using the Change Customer ID program from the Accounts Receivable Maintenance Menu. For more information, see Using A/R and Invoicing /Order Entry for Your Accounting Tasks. Purchase Orders Index
277
Inventory
Accounts Receivable
Accounts Payable

Trans. Type PurposeA/R identifies each transaction by the two-letter transaction type assigned to the transaction. ChoicesBB for Beginning Balance. Entering this information is required. EffectsThe beginning balance transaction allows you to establish a beginning balance. For your Balance Forward and Temporary customers, youll establish beginning account balances. For your Regular customers, youll establish beginning invoice balances. A/R doesnt transfer beginning balance transactions to G/L. In addition, these transactions dont appear on the Create G/L Journal Entries Report. If you dont use G/L, youll use this report to post your receivables information to your company ledger. How to ChooseFor both Regular and Balance Forward customers, enter BB. Enter Transactions does allow you to enter other transaction types, but only the beginning balance transaction allows you to set up beginning account and invoice balances. Making ChangesOnce you have entered and accepted a transaction, you cannot change the transaction type, or change or delete the transaction. To correct it, you must enter an offsetting or correcting beginning balance transaction. When entering an offsetting or correcting beginning balance, enter the same invoice number for the offsetting transaction as you did for the initial beginning balance transaction. If the beginning balance was too high, enter a negative offsetting transaction. If the beginning balance was too low, enter a positive correcting transaction. Invoice Number PurposeA/R processes transactions by invoice number. Choices1 - 999,999. Entering this information is required. EffectsA/R associates every transaction with an invoice number. If you assign the same invoice number to more than one transaction, then A/R adjusts the invoice balance by the transaction amount. The transaction type determines whether A/R adds or subtracts the transaction amount.
278
Beginning Balances
How to ChooseEnter the number of the invoice to which the transaction applies. If you have more than one outstanding invoice for your customer, you can enter beginning balances more than once for the customer. Making ChangesOnce you have entered and accepted a transaction, you cannot change the invoice number. Terms Code PurposeA terms code associates invoice terms with an invoice. Choices1 - 5. Entering this information is required. EffectsA/R uses terms codes to determine the discount due dates and the due dates for invoices. How to ChooseUse the terms code that associates the proper due date and discount date for the invoice. A/R automatically displays the terms code you assigned the customer in Maintain Customers, but you can use any of the terms codes you entered in Maintain A/R Options. Making ChangesOnce you enter the beginning balance of an invoice, you cannot change the invoice terms code. Trans. Date PurposeThe entry you make here is the date the transaction occurred. ChoicesEnter the cut-off date in the MMDDYY format. Entering this information is required. EffectsA/R uses the transaction date and the invoice terms code to calculate the discount date and the due date.
Making ChangesOnce you have entered and accepted a transaction, you cannot change the transaction date. Due Date PurposeFor Regular customers, A/R ages invoices by the due date. ChoicesAny date equal to or later than the transaction date. You must enter the date in the MMDDYY format. Entering this information is required. 279
Index
Purchase Orders
How to ChooseFor Balance Forward customers, you enter account balances as of your cut-off date, so use that date as the transaction date. For Regular customers, enter the actual invoice date.
Inventory
Accounts Receivable
Accounts Payable

EffectsFor Regular customers, A/R can calculate service charges on invoices which have not been paid by the due date. How to ChooseA/R automatically calculates the due date based on the invoice terms and the transaction date. You may accept this date or enter another date. Making ChangesYou may change the due date any time you enter another transaction for the invoice. Discount Date PurposeThe entry you make here is the last date on which the customer can receive the early payment discount. ChoicesAny date equal to or later than the transaction date. You must enter the date in the MMDDYY format. Entering this information is required. EffectsWhen you enter a payment (PA) for the invoice, A/R checks the invoice discount date. If you enter the payment on or before the discount date, A/R automatically includes an early payment discount transaction (EP) with the payment transaction. How to ChooseA/R automatically calculates the discount date based on the invoice terms code and the transaction date. You may accept this date or enter another date. Making ChangesYou may change the discount date any time you enter another transaction for the invoice. Trans. Amount PurposeThe entry you make here is the invoice balance. For Balance Forward customers, this entry is also the customers account balance. Choices0.01 - 99,999,999.99. Entering this information is required. EffectsA/R posts transaction amounts to the customers account balance. How to ChooseFor Regular customers, enter the invoice balance. Unless you want A/R to calculate the invoice tax for you, include any sales taxes in the invoice balance. For Balance Forward customers, enter the account balance.
280
Beginning Balances
You can enter negative or positive transaction amounts for the following transaction types: AD BB CI CO ST Adjustment Beginning Balance City Tax County Tax State Tax
Making ChangesOnce you have entered and accepted a transaction, you cannot change the transaction amount. Instead, you must enter an adjustment to the invoice balance. Comment PurposeThe entry you make here allows you to further describe the transaction. ChoicesAny combination of up to 10 letters or numbers. This information is optional. EffectsThis shows on the Enter Transactions control report and the Transaction Register. How to ChooseEnter a comment only if you want to further identify the transaction. Making ChangesOnce you have accepted a transaction, you cannot change the comment. T/E PurposeThe entry you make controls whether A/R calculates sales tax on invoice amount. ChoicesT for taxable or E for exempt. Entering this information is required. EffectsIf you enter T, A/R calculates city, county, and state taxes based on the sales tax code you assigned to the customer in Maintain Customers and adds those taxes to the beginning balance amount you entered. You can change those tax amounts. Because you entered a beginning balance transaction, A/R doesnt report the sales taxes to G/L. If you enter E, A/R does not calculate or allow you to enter city, county, or state taxes. 281
Index
Purchase Orders
Inventory
Accounts Receivable
For all other transactions, you must enter a positive transaction amount.
Accounts Payable

How to ChooseIf you included any applicable sales taxes in the invoice balance, then enter E. If you didnt include sales taxes in the invoice balance and you want A/R to calculate the taxes, enter T. Making ChangesOnce you have entered and accepted a transaction, you cannot change the tax status or the tax amounts. Instead, you must enter an offsetting and correcting beginning balance transaction.
Distributing Account Balances for Balance Forward Customers

For Balance Forward customers, you should also distribute their account balances so that service charges are applied properly to their accounts. If, however, you dont ever apply service charges, you dont need to distribute your Balance Forward customers accounts. To distribute account balances, you must gather and enter the past due amounts for each aging period. When gathering this information, enter it on the Customer Transactions Setup Form. At the end of this section we explain how to distribute Balance Forward customers accounts. Current Aging Period 1 Aging Period 2 Aging Period 3 PurposeThe entries you make here are the customers aging period balances. This information is only for Balance Forward customers; you cannot enter it for Regular customers. Choices0.00 - 9,999,999.99. Entering this information is optional. EffectsWhen you complete your statement activities, you age your Balance Forward customers accounts. To age these accounts, A/R simply transfers the balance of each aging period to the next aging period. How to ChooseRecord the customers current balance in Current amount past due one aging period in Aging Period 1 amount past due two aging periods in Aging Period 2 amount past due more than two aging periods in Aging Period 3
The total of the aging period balances must equal the customers account balance. Making ChangesYou can change your Balance Forward customers account distributions at any time. However, the total of the aging period balances must always equal the customers account balance. 282
Entering Beginning Balances

Complete the following steps to enter your customers beginning balances. If you have Balance Forward customers and need to distribute their account balances, then also complete the instructions in the section, Distributing Account Balances for Balance Forward Customers later in this section.
1 2 3 4 Select Accounts Receivable from the Peachtree Accounting Main Menu. Choose Processing Programs from the Accounts Receivable Main Menu. Select Enter/Change Transactions. Print a control report.
Accounts Receivable displays the Process Options box.

5 Select Enter Transactions.
A/R displays the Transaction Date field and lists the current system date. The date you enter for Transaction Date becomes the default date for each of the beginning balances you enter. Inventory 283 Index Purchase Orders
6 Enter your cut-off date.
A/R displays the Customer ID field.

7 Select the customer ID you want to use.
A/R displays Trans. Type and Product Code. The cursor is positioned at Trans. Type.
Accounts Receivable
Accounts Payable

Enter BB for the transaction type.
A/R automatically skips Product Code. The following window displays:
The cursor is positioned at Invoice Number. From the setup form, continue to enter the remaining beginning balance information. As with all A/R windows, use e, t, Z, or W to move between the fields. Remember, too, to use 1 whenever you need help. And, whenever [F2LOOKUP] appears at the bottom of your window, you can press 2 to display a list of possible entries. You can also use a-2 to search by customer name, or c-2 to search by telephone ID for the customer, whenever those options appear at the bottom of your window.
9 After youve entered all the beginning balance information for this customer, press 0.
A/R asks, ACCEPT (Y/N).

10 Enter Y.
The window clears and A/R returns to the Customer ID field.
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11 12
Continue to enter your customers beginning balances from your setup forms. After youve entered all the beginning balances for all your customers, press 0 to return to the Accounts Receivable Processing Menu. Then, press q to return to the Accounts Receivable Main Menu.

Follow these instructions to distribute account balances for Balance Forward customers among the four aging periods.
1 Select Maintenance Programs from the A/R Main Menu. Then, select Maintain Customers. Select to print a control report. 2 When the Print window appears, select a printer or accept the default printer and press e or click OK.
Make sure the printer is ready. A/R displays the Maintain Customers window with the cursor in the Customer ID field.
3 Enter the customer ID from one of your setup forms.
A/R displays the Maintain Customers window. If you selected Account Type B Balance Forward for this customer on the Maintain Customer tab, you will have access to the Balance Forward Aging tab. This tab is only available if you selected the balance forward account type. Purchase Orders 285 Index
Inventory
Accounts Receivable
After youve entered your customers beginning balances, check those balances to make sure theyre accurate. Entering incorrect beginning balances can affect, among other things, the service charges applied to your customers accounts. Compare your setup forms to the information listed on the control report. If necessary, return to Enter Transactions to make corrections to your customers beginning balances.
Accounts Payable

Select the Balance Forward tab.
A window similar to the following displays:
A/R displays the customers account balance in the Current field.
Note
A/R never displays this tab for Regular customers or for new customers just added to Accounts Receivable.
5 From your setup form, enter the customers aging period balances.
Remember, the aging period balances must equal the customers account balance.
6 After youve entered this information, select the Accept button.
The window clears. If you set Ship Addresses to Y for this customer on the Maintain Customer tab, A/R asks:
286

Enter No.
The cursor returns to Customer ID field on the Maintain Customer tab.

8 9 Continue entering aging information for your Balance Forward customers. After youve entered and accepted all of your Balance Forward customers aging balances, press 0 to return to the Accounts Receivable Processing Menu. Then, press q to return to the Accounts Receivable Main Menu.
Complete these steps to check that information.

10 Select Report Programs from the A/R Main Menu. Then, select Aged Receivables Report from the Accounts Receivable Reports Menu.
A/R displays the Print window. Select a printer or accept the default printer and press e or click OK. Make sure your printer is online and at the top of a new page. A/R displays Report Date and lists the current system date in that field. The report date is simply the date A/R prints on your Aged Receivables Report.
A/R displays the following window, allowing you to choose the type of customers who will appear on the report.
A/R asks:
13 Enter N.
A/R displays Aging Date and lists the current system date. A/R uses the aging date to age your Regular customers accounts.
A/R allows you to print a detailed report or a summary report.
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Index
Purchase Orders
12
Select B to print only the aging for your Balance Forward customers.
Inventory
Accounts Receivable
After youve distributed your Balance Forward customers account balances, check that distribution to make sure its accurate. Incorrect aging distribution can affect, among other things, the service charges applied to your Balance Forward customers accounts.
Accounts Payable

15
Enter S to print a summary report.
Finally, A/R allows you to print the Aged Receivables Report for all Balance Forward customers or for a range of Balance Forward customers.
16 Enter A to print a report for all your Balance Forward customers.
After the report prints, the A/R Reports Menu returns.

17 Press q to return to the Accounts Receivable Main Menu.
Compare the aging information from your setup forms to the information listed on the Aged Receivables Report. If necessary, return to Maintain Customers to make corrections to your customers aging distribution. Now that youve distributed account balances to your Balance Forward customers, youre ready to enter automatic transactions. If you dont have any automatic transactions, skip to When Youre Finished on page 303.
Automatic Transactions
Now that youve entered your customers and their beginning balances, you can gather and enter your automatic transactions. This section helps you determine which transactions can be set up so that A/R generates them automatically. Then, it helps you gather the information you need to enter automatic transactions. Finally, it explains how to enter those transactions into A/R.
What are Automatic Transactions?

An automatic transaction is a specific transaction made to a customers account on a regular interval and for a set number of times. Each time the transaction occurs, it is for the same amount and has the same invoice terms. For example, you rent out apartments and offer 6-, 12-, and 18-month leases. Your tenants rents are due on the first of the month, and they are late after the fifth. For every tenant who signs a lease, you can set up an automatic transaction to handle his rent. The transaction occurs 6, 12, or 18 times depending on the tenants lease. For those tenants who rent on a month-tomonth basiswhere rents can be increased any monthyou cannot set up an automatic transaction to handle the rent. Determine which transactions you have that occur on a regular basis. Then, make sure these transactions are exactly the same each time they occur. If anything changes on the transaction (such as the terms of the invoice), A/R cannot generate the transaction for you automatically. 288
Gathering Automatic Transactions
For those transactions that can be generated automatically by A/R, you must set up automatic transactions. Once youve set up automatic transactions, use Enter Transactions to generate those transactions. Using specifications from the automatic transaction, A/R knows exactly what transaction to make on a customers account and when to make it. If you dont have automatic transactions now but will in the future, you can still set up the automatic transactions. A/R allows you to enter inactive automatic transactions. Unless an automatic transaction is active, A/R wont generate the transactions for it.

The information you must gather for each automatic transaction is described in this section. before gathering this information, print an Automatic Transaction Setup Form. Instructions for printing setup forms are in the Getting Started Guide. Fill out one form for each automatic transaction you set up. Then, follow the instructions at the end of this section to enter those transactions using Maintain Automatic Transactions from the A/R Maintenance Menu. Customer ID PurposeA/R identifies each customer by his customer ID. To enter an automatic transaction for a customer, you must enter his ID. ChoicesAny one of the customer IDs you entered in Maintain Customers. Entering this information is required. EffectsEach time A/R generates the transaction, it posts the transaction to the customers account. How to ChooseEnter the ID you assigned to the customer in Maintain Customers. Making ChangesOnce you have entered and accepted an automatic transaction for a customer, you cannot change the customer ID. Instead, you must delete the automatic transaction and re-enter it using the correct ID. If you do want to change the ID or an existing customer record, this must be done using the Change Customer ID program from the Accounts Receivable Maintenance Menu. For more information, see Using A/R and Invoicing / Order Entry for Your Accounting Tasks.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Auto Trans ID PurposeA/R identifies automatic transactions by the automatic transaction ID. ChoicesAny combination of up to two letters and numbers. Entering this information is required. How to ChooseYou must assign a unique ID to each automatic transaction you set up for a customer. Depending on the number of automatic transactions you have, you may want to consider using a system when assigning automatic transaction IDs. Here are two examples of how you could divide your automatic transaction IDs: Group by
Kinds of Transactions
Auto Trans ID
1 - 10 11 - 20 21 - 30
Description
Rent Maintenance fees Swim & Tennis fees
Transaction Types
1 - 10 11 - 20 21 - 30 31 - 40
Sale Freight Miscellaneous Credit Miscellaneous Debit
Making ChangesOnce you enter and accept an automatic transaction, you cannot change the automatic transaction ID. Instead, you must delete the automatic transaction and enter it using another ID.
290
Transaction Type PurposeA/R identifies each transaction by the two-letter transaction type assigned to the transaction. ChoicesEntering one of the following transaction types is required: AD BD CI CO CR EP FR MC
Adjustment Bad Debt Write-Off City Tax County Tax Credit Early Payment Discount Freight Miscellaneous Credit
MD PA RE RS SA SC SS ST
Miscellaneous Debit Payment Return Return of Service Sale Service Charge Sale of Service State Tax
How to ChooseEnter the two-letter code for the transaction A/R should post to the customers account. Making ChangesYou can change the transaction type assigned to an automatic transaction at any time. The changes take effect the next time you generate the transaction.
Note
If you have generated transactions using an incorrect automatic transaction, then you must correct the transactions as well. To correct transactions already generated, follow the guidelines listed in Using A/R and Invoicing/Order Entry for Your Accounting Tasks.
291
Index
Purchase Orders
Inventory
EffectsWhen you generate automatic transactions, A/R produces invoices that contain a single transaction, the transaction type entered here. A/R then posts those transactions to your customers accounts.
Accounts Receivable
Accounts Payable

Product Code PurposeA product code associates the transaction total with a particular G/ L account so you can summarize your A/R transactions for G/L reporting purposes. ChoicesAny of the product codes you defined in Maintain G/L Accounts Dist File. Entering this information is required. EffectsCreate G/L Journal Entries groups your receivables transactions by the G/L account numbers associated with those transactions. If you dont use G/L, then you can post your receivables transactions to your company ledger from the Create G/L Journal Entries control report. If you do use General Ledger, then you can use Create G/L Journal Entries to create the A/ R summary journal. From G/L, you can transfer this summary journal and automatically post your receivables transactions to the assigned G/L account numbers. How to ChooseEnter the product code that associates the appropriate General Ledger account with the automatic transaction. If you need more information, contact your accountant. Making ChangesYou can change the product code assigned to an automatic transaction at any time. The changes take effect the next time you generate the transaction. Status (A/I) PurposeStatus (A/I) marks an automatic transaction as either active or inactive. ChoicesA for Active or I for Inactive. Entering this information is required. EffectsA/R generates transactions only for active automatic transactions. How to ChooseAs long as the automatic transaction information you enter is correct, make a transaction active. When you use Enter Transactions to generate automatic transactions, A/R doesnt process automatic transactions until the current system date is equal to or later than Beginning Date. If you are uncertain about any of the specifications you must enter, make the transaction inactive. For example, if you arent sure about Beginning Date or if you dont know the transaction amount, make the transaction inactive. Making ChangesYou can change the status of an automatic transaction at any time. The changes take effect the next time you generate the transaction.
292
Amount PurposeWhen you generate automatic transactions A/R creates an invoice with a single transaction. The amount of that transaction is the amount entered here. Choices0.00 - 99,999,999.99. Entering this information is required. EffectsAfter it generates a transaction, A/R posts the transaction to the customers account.
AD CI CO ST
Adjustment City Tax County Tax State Tax Inventory Index Purchase Orders
To enter a negative amount, just enter a minus (-) sign before the transaction amount. For all other transaction types, you must enter positive transaction amounts. Making ChangesYou can change the amount of an automatic transaction at any time. The changes take effect the next time you generate the transaction. Tax/Exempt (T/E) PurposeThe entry you make here controls whether A/R calculates and stores sales tax on the transaction. ChoicesT for taxable or E for exempt. Entering this information is required. EffectsIf you set this option to T, then A/R calculates city, county, and state taxes based on the sales tax code you entered for the customer in Maintain Customers. If you set this option to E, then A/R does not calculate or allow you to change city, county, or state taxes. How to ChooseA/R calculates sales tax on only the following transactions: Freight Miscellaneous credit 293
Accounts Receivable
How to Choose For Freight, Miscellaneous Credit, Miscellaneous Debit, Return, or Sale transactions, enter the transaction amount before taxes. For these transactions, A/R calculates taxes for you. For all other transactions, enter the amount of the transaction. You can enter positive or negative amounts for the following transaction types:
Accounts Payable

Miscellaneous debit Return Sale
If you enter one of these transactions and want A/R to calculate sales tax, enter T. If you dont enter one of these transactions or if you dont want A/R to calculate sales tax, enter E. Making ChangesYou can change the tax status of an automatic transaction at any time. The changes take effect the next time you generate the transaction. State Tax County Tax City Tax PurposeA/R calculates state, county, and city taxes for you. Then, it adds these tax amounts to the transaction total. Choices0 - 9,999,999.99. Entering this information is required. EffectsEach time you generate the transaction, A/R charges the amounts assigned to State Tax, County Tax, and City Tax for the tax authorities assigned to the customers sales tax code. You assign sales tax codes to your customers in Maintain Customers. These tax amounts appear on the Sales Tax Summary. How to ChooseA/R automatically calculates the amounts of tax the customer should be charged. Unless you must enter different tax amounts, accept the amounts calculated. Making ChangesYou can change the taxes for an automatic transaction at any time. The changes take effect the next time you generate the transaction. Terms Code PurposeA terms code associates invoice terms with the transactions generated by the automatic transaction. Choices1 - 5. Entering this information is required. EffectsA/R uses the terms code to determine the discount dates and the due dates for the transaction generated.
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How to ChooseYou may use any of the terms codes you entered in Maintain A/R Options. A/R automatically displays the terms code you assigned to the customer in Maintain Customers. Use the terms code that will associate the proper invoice terms with the transaction generated by the automatic transaction. Making ChangesYou can change the invoice terms code assigned to an automatic transaction at any time. The changes take effect the next time you generate the transaction. Comment PurposeThe entry you make here allows you to further describe the transaction. ChoicesAny combination of up to 10 letters or numbers. Entering this information is optional. EffectsComments appear on the Enter Transactions Control Report and the Transaction Register. How to ChooseEnter a comment only if you need to further identify the transaction. Otherwise, leave Comment blank.
Frequency PurposeFrequency identifies the regular interval that A/R uses to generates transactions. ChoicesEntering information in this field is required. T M B Q S A Bi-weekly (every 14 days) Monthly Bi-monthly (every other month) Quarterly (every three months) Semi-annually (every six months) Annually Purchase Orders 295 Index W Weekly (every 7 days)
Inventory
Making ChangesYou can change the comment assigned to an automatic transaction at any time. The changes take effect the next time you generate the transaction.
Accounts Receivable
Accounts Payable

EffectsWhen you use Enter Transactions to generate transactions automatically, A/R generates transactions only as often as specified by Frequency. How to ChooseEnter the code which corresponds to the frequency with which A/R should generate the transaction. Making ChangesYou can change the frequency of an automatic transaction at any time. The changes take effect the next time you generate the transaction. Periods to Bill PurposeThe entry you make here is the number of times A/R generates the automatic transaction. Choices1 - 9,999. Entering information in this field is required. EffectsEach time A/R generates the automatic transaction, it reduces Periods to Bill by one. When Periods to Bill equals zero, A/R stops generating the transaction. Periods to Bill works in conjunction with Frequency. For example, if Periods to Bill equals 12 and Frequency is monthly, then A/R generates the transaction 12 times in one year. However, if Frequency is bimonthly, then A/R generates the transaction 12 times in two years. How to ChooseEnter the number of times A/R should generate the transaction. Making ChangesYou can change Periods to Bill at any time. The changes take effect the next time you generate the transaction. Beginning Date PurposeBeginning Date tells A/R the first period in which a transaction should be generated.
Warning
The Beginning Date is not the date the automatic transaction originated (for example, the mortgage date or loan inception date), but the date on which you want Peachtree Accounting to begin generating automatic transactions. ChoicesAny date in the MMDDYY format. Entering this information is required.
296
EffectsWhen you use Enter Transactions to generate automatic transactions, A/R compares the current system date to Beginning Date for all active transaction masters. If the system date is equal to or later than Beginning Date, then A/R generates the transaction. How to ChooseEnter the first day of the first period in which the transaction should be generated. If A/R generates the transaction the first period you use it, enter your cut-off date. Making ChangesYou can change the beginning date assigned to an automatic transaction at any time. The changes take effect the next time you generate the transaction. If you want to skip a few months before payments start, you need to also change the Last Billed Date for it to process correctly. For example, if this is May, and you dont want to start the automatic transactions until October 6, change the Beginning Date to 10/06 and change the Last Billed Date to 09/06. Last Billed Date PurposeThis allows you to change the date on which the transaction will next be generated. This is automatically updated each time the automatic transaction is made.
EffectsThis will change the day of the month for the automatic transaction, and can also enable you to skip a block of time for automatic payments. How to ChooseIf you want to change the day of the month you generate the automatic transaction on, you can do it here. For example, if you want to change the date you generate automatic transactions from the first to the fifth of the month starting in February, you would change the last billed date from 01/01 to 01/05. This ensures that automatic transactions are included when you do your normal transactions on February 1.
Note
If you dont generate the automatic transaction on the date of the month you normally do, this will not affect the last billed date. For example, if your automatic transactions were scheduled for 01/05, but you did not process them until 01/15, your last billed date becomes 01/05the date you were scheduled to make the automatic transactions. If you need to suspend the automatic sale from your customer for several months, you can also use the last billed date. For example, if you know you wont be making sales to the customer from July through October, but expect to make a sale on November 1, you can enter 10/01 as the last billed date. Making ChangesYou can change this at any time. 297
Index
Purchase Orders
Inventory
ChoicesAny date you wish.
Accounts Receivable
Accounts Payable

Entering Automatic Transactions

Follow these steps to enter your automatic transactions.
1 Select Accounts Receivable from the Peachtree Accounting Main Menu. Then, select Maintenance Programs and, finally, Maintain Automatic Transactions from the Accounts Receivable Maintenance Menu.
The following window appears:

A
2 3
Select A Add/Edit Transactions. When the Print window appears, select a printer or accept the default and press e to print the control report.
The cursor is positioned in the Customer ID field.

4 From one of your setup forms, enter the customer ID. Press e.
The cursor moves to the Auto Trans. ID field. 298
Entering Automatic Transactions

From the setup form, enter the automatic transaction ID. Press e.
A/R displays the following window:
6 7
Accept Yes. Enter the remaining information from your setup form.
As with all A/R windows, use the e, t, Z, or W to move between the displayed options. If necessary, use 1 for help and use 2 for a list of possible choices.
Note
When you enter a number for the Periods to Bill field, the fields under Complete Transaction contains the total amount of money to be paid for the number of periods. Each time you process automatic transactions through Enter Transactions, the amounts here will be reduced by a single transaction. Inventory Index Purchase Orders
8 When youve enter all the information from your setup form, select the Accept button.
Because a customer may have more than one Automatic Transaction, the cursor returns to the Auto Trans. ID field.
9 10 11 12 If the customer has another automatic transaction, enter the transaction information. Otherwise, press q to return to the Customer ID. Continue entering automatic transactions from your setup forms. After youve entered all your automatic transactions, press 0 while the cursor is positioned at Customer ID. Press s-0 to return to the Peachtree Accounting Main Menu.
After youve finished entering your automatic transactions, be sure to compare your control report to your setup forms. Control reports list what you actually entered; setup forms list what you should have entered. Entering incorrect automatic transactions can affect the charges or credits made to your customers accounts, so check carefully. If necessary, return to Maintain Automatic Transactions to make corrections.
299
Accounts Receivable
Accounts Payable

Import A/R Transactions

If you have other software that collects customer charges, credits, payments, or adjustments, you can use Peachtree to manage your Accounts Receivable without manually retyping your information. With Import A/R Transactions, Peachtree reads A/R transactions from a computer-generated file. Before any data is imported, the entire file is checked for errors. If any are found, you are given the option either to abort the entire import or to import only the records without errors. Peachtree then prints a comprehensive report that explains any errors and details what was imported. To use this feature, do the following:
1 2 3 4 5 Back up Accounts Receivable before you import. To import, you must first create a file that conforms to the format explained in the next section. Next, select Enter/Change Transactions from the A/R Processing menu, and Enter Transactions from the Process Options menu. Press e to accept the date in the Trans. Date field. When you are asked for the Customer ID, press 6.
The Print dialog box will appear, allowing you to select a printer. Then you will be asked for the file to import and the default transaction date. The default transaction date is used if the records that you import contain a blank transaction date. Before any data is imported, your import file is checked for errors. If any are found, you will see an error message and be asked if you want to continue importing only the records without errors. If you answer No, nothing will be imported.

The file you must create is a simple text file that conforms to the standard normally called delimited or comma-delimited ASCII. The text file contains one line for each A/R transaction. Each line contains fields that are separated by commas. If any field contains spaces or commas, that field must be enclosed in quotation marks.
300
Import A/R Transactions

The fields are expected in the following order on the line: Field
Customer ID Invoice Number Transaction Type
Type
Alphanumeric Alphanumeric Alphanumeric
Length
6 6 2
Comment
Must be a valid ID Defaults to next invoice # Defaults to SA if blank. Must be SA, RE, PA, CR, MC, MD, FR, BB, AD, SC, CI, ST, CO, or EP Must be valid Format MM/DD/YY Format MM/DD/YY. Defaults according to Terms Code Format MM/DD/YY. Defaults according to Terms Code
Product Code Transaction Date Due Date
Alphanumeric Date Date
1 8 8
Discount Date
Date
Transaction Amt Comment Salesperson Tax Code Taxable Flag
Numeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric
8 10 8 3 1
No $ or , Use . for cents Defaults to blank Default from Customer record Default from Customer record Default from Tax Code record. Must be T or E Default from Customer record. Must be 1, 2, 3, 4, or 5
Terms Code
Alphanumeric
301
Index
Purchase Orders
Inventory
Discount Percent
Numeric
Defaults according to Terms Code
Accounts Receivable
Accounts Payable

Example lines: ANDREC,005342,SA,A,02/26/91,,,2.00,54.34,,SalePrsn,001,T,1 HENDEK,,FR,,,,,,44.04 JONESE,,,,,,,,4.4 Dates must be left padded with zeros in MM/DD/YY format. Example: January 1, 1995 must be imported as 01/01/95 NOT 1/1/95. If you want to use the default, make the field blank by putting two commas together. In the first example line, the following fields will be defaulted: Due Date, Discount Date, and Comment. In the second example, everything is defaulted except Customer ID, Transaction Type, and Transaction Amount. If the Invoice Number field is blank, the next invoice number from the A/R Options file is usedeven if the option to automatically number invoices is N. If the invoice number is not blank, the import program formats it, depending on the A/R Options. If the A/R Option for automatic invoice numbers is Y, the invoice number must be numeric and is filled in with zeros on the left to six positions. For example, 26 becomes 000026 when imported. If the option is N, you may use alphabetic or numeric invoice characters which are filled in with spaces on the right to six positions. For example, A10 becomes A10 and 34 becomes 34 . The only exception is invoice number zero which is always formatted 0 regardless of the A/R Options. For Transaction Types AD, SC, FR, CI, ST, and CO, use a positive amount to increase the customers balance and a negative amount to decrease the customers balance. For the other Transaction Types, it doesnt matter whether you use a negative or positive amount. The sign of the transaction amount is ignored. Possible Errors: 302 Customer not on file Transaction Type must be SA, RE, PA, CR, MC, MD, BB, FR, AD, SC, CI, ST, CO, or EP Transaction Type/Product Code not on file Transaction Amount must be non-zero Tax Code not on file or marked Inactive Terms Code must be 1,2,3,4 or 5 Taxable Flag must be E or F Invoice Number must be Numeric
Note
When Youre Finished

When you use default values, one error can trigger others. For example, if you are using the default values for the Tax Codes and Terms Codes, a Customer Not On File error will usually also trigger Tax Code and Terms Code errors.
When Youre Finished

Now that youve entered your data into Accounts Receivable, youre ready to begin using A/R and Invoicing/Order Entry. The next step is to learn how these modules can work most effectively for your company. Using A/R and Invoicing/Order Entry for Your Accounting Tasks explains how to use the modules for your daily, monthly, and yearly business needs. It helps you understand when and how to organize your day so you enter receivables information at the right time and in the right order. Now that youre more familiar with A/R and how it works, you may want to return to the Accounts Receivable Tutorial, in the Getting Started Guide and review the lessons.
303
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable


This section helps you establish a regular working schedule for Accounts Receivable and Invoicing/Order Entry. It describes the tasks you need to perform, how often you need to perform them, and in what order to perform them. This section includes a checklist describing the order of your A/R and Invoicing/Order Entry tasks. Until you become familiar with how your company uses A/R and Invoicing/Order Entry, follow the order we suggest. When you feel comfortable with the modules, you may decide to follow a different order, one more suitable to your company. Remember, your goal is to establish a work flow that makes A/R and Invoicing/Order Entry work well for your company. If you dont feel comfortable using these programs or printing these reports, refer to the Accounts Receivable Tutorial, in the Getting Started Guide where you can practice using maintenance, processing, and report programs with our sample company, W.D. Peachtree & Company.
About A/R and Invoicing/Order Entry Reports

This section describes features that are common to all A/R and Invoicing/ Order Entry reports and all A/R and Invoicing/Order Entry report programs.
Sending a Report to an Alternate Location

Unless you tell A/R and Invoicing/Order Entry otherwise, both modules print each report on the printer you designated as your primary printer when you set up the modules. However, you can tell both A/R and Invoicing/Order Entry to send a report to: Your window. Direct the report to your window if you want to view the information without printing it or before printing it. An alternate printer. Direct the report to a printer if you want a permanent record of the report information. A disk file. Direct the report to a disk file if you want to keep an electronic copy of the report. With an electronic copy, you can print the report at a later time or use the information in another program, such as a spreadsheet.
When a report is described, the report can be in any of these three report forms: displayed, printed, or electronic. 304
About A/R and Invoicing/Order Entry Reports

Reports with Prior Period Information
To send a report to an alternate location, one other than your primary printer, complete the following steps:
1 Select the report program from the A/R or Invoicing/Order Entry Reports Menu.
After youve selected the report you want to print, Peachtree displays the Print dialog box. From the Print dialog box, you can select where your report will be output to. You can either select another printer, print preview, or print to a file.
2 Select the location for the report.
Enter a file name of up to six characters.
You cannot specify a file extension. However, you can specify the directory in which the report will be stored. PCADATA is the default directory. All A/R report files begin with AR. All Invoicing/Order Entry reports begin with SI. Both A/R and Invoicing/Order Entry reports have and have an extension of $ID, where the ID stands for the two-character company code. A/R or Invoicing/Order Entry asks you to describe the report.
4 Enter a description of up to 35 characters.
A/R or Invoicing/Order Entry returns you to the report program.

5 Enter the information, if any, required by that program.
After you have entered all your information and made all your selections, A/R or Invoicing/Order Entry produces the report. You can press q to interrupt the report.
Reports with Prior Period Information

Purchase Orders Index You can print or view reports containing information from previous periods in three different ways: If you have set the module option, Keep Historical Detail, to Y, then the Transaction Register can contain year-to-date information. If you use Intelligent Query Report Writer (IQ), you can produce reports from any generation as long as those data files are still on your disk. You can produce certain reports from a previous generation. To print these reports, the data files from the previous generation must still be on your disk. Refer to Maintain A/R Options and Maintain Invoicing/Order Entry Options for more information.
305
Inventory
Accounts Receivable
If you send the report to disk file, A/R or Invoicing/Order Entry asks you to name the disk file.
Accounts Payable

Other Reports
A/R and Invoicing/Order Entry contain two reports that are not listed on their report menus. The Query Customer Accounts Report can be printed using Query Customer Accounts from the A/R Processing Menu. Refer to Review Customer Account Information on page 381 for more information. The Query Inventory Items Report can be printed using Query Inventory Items from the Invoicing/Order Entry Processing Menu. Refer to Review Inventory Item Information on page 385 for more information. Intelligent Query Report Writer (IQ) lets you define additional Accounts Receivable and Invoicing/Order Entry reports. Using IQ, you can produce standard, pre-defined reports, or you can define your own reports. Refer to the Intelligent Query Report Writer manual for a description of these reports.
Setting up Your Work Flow

You must perform two different types of tasks when you use Accounts Receivable and Invoicing/Order Entryregular tasks and special tasks. Regular activities are those A/R and Invoicing/Order Entry duties which you perform at regular intervals such as daily, monthly, and yearly. Special activities are duties you perform infrequently and at irregular intervals. You may perform some of these tasks once or twice a period and others only once a year or less.
Backups
This section doesnt list backing up your data files as a regular or special task. However, you shouldnt assume making backups isnt an important and necessary task. Backups are a very vital part of using any software program they are data insurance. If you regularly spend the time and energy on backups, they will be there when you need them.
A/R and Invoicing/Order Entry Task Checklists

This section gives you checklists of the regular tasks you should perform for A/R and Invoicing/Order Entry. Notice that these tasks are grouped into activities. If possible, you should perform the tasks for a particular activity in a single session. To ensure that you perform these tasks in the proper order, print copies of this checklist. Instructions for printing setup forms and checklists are in the Getting Started Guide. Once you become familiar with the modules, you may decide to change the order to better suit your companys needs.
306
A/R and Invoicing/Order Entry Task Checklists

Backups
Daily Tasks
Bindicates that you should back up before performing this task. BBindicates that you should back up after performing this task. Accounts Receivable Activities
Add New Customers Change Existing Customer Accounts Add or Change Ship-to Addresses Add or Change Automatic Transactions Enter/Change Customer Transactions Process Auto Transactions Apply Payments Print the Transaction Register B
B B B BB B
Invoicing/Order Entry Activities

Add or Change Automatic Invoices Process Automatic Invoices Enter Documents Print Customer Documents Print the Document Register Print the Inventory Activity Report Posting Documents Print the Inventory Backorder Report BB B BB B
307
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Monthly Tasks
Bindicates that you should back up before performing this task. BBindicates that you should back up after performing this task. Statement Activities
Reconcile Open Credits Apply Service Charges Print Service Charge Invoices Post Invoices Print Customer Statements Age Balance Forward Customers B BB BB BB
Sales Tax Activities

Print the Sales Tax Summary Clear Sales Tax Accumulators Delete Deactivated Sales Tax Codes B B
End of Period Activities

Print the Transaction Register Print the Aged Receivables Report Print the Past Due Report Create the G/L Journal Entries Close the Current Period Delete Old Customers B B B B
308
Daily Tasks
Backups
Yearly Tasks
Complete all Daily Tasks Complete Monthly Statement and Sales Tax Activities Print End of Period Reports Close the Year Delete Old Customers B BB
Special Activities
Bindicates that you should back up before performing this task. BBindicates that you should back up after performing this task.
Review Customer Account Information Print a List of Customer Accounts
Convert/Optimize Documents Maintain Sales Tax Codes Print a List of Sales Tax Codes Review Inventory Item Information Maintain Transaction/Product Code Combinations Record Cash and Bank Card Sales Make a Down Payment/Deposit Delete Posted Invoices
B B
B B
Daily Tasks
Refer to the Daily Tasks in the A/R and Invoicing/Order Entry Tasks Checklists. These are the tasks you must perform regularly to complete your receivables activities. Although we call these tasks daily tasks, they are actually tasks you should perform whenever necessary. Index
309
Purchase Orders
Inventory
Customize Statements and Documents
Accounts Receivable
Accounts Payable

If you process a large number of receivables every day, then you should perform these tasks daily. If your receivables activities occur more infrequently, perform these tasks every few days or even once a week. If you use Invoicing/Order Entry, remember: The invoices you send your customers contain dates. Regardless of how frequently (or infrequently) your invoicing activities occur, you should perform Invoicing/Order Entry activities as often as you need to print invoices. If you use both A/R and Invoicing/Order Entry, complete all the activities listed. None of the activities overlap, so you wont be repeating tasks by completing all the activities. If you use only A/R, then dont perform the Invoicing/Order Entry tasks. Even though you dont complete the Invoicing/ Order Entry tasks, youll still complete all the activities necessary to keep your receivables current.
Accounts Receivable Activities

Accounts Receivable activities are those tasks you must perform to keep the information in your customers accounts up to date and to enter your customers transactions. Remember, you must complete your maintenance activities before you complete the remaining daily tasks. If you dont use Invoicing/Order Entry, youll complete these tasks to enter all your customers transactions. If you do use Invoicing/Order Entry, youll complete these tasks to enter only those transactions for which you dont want an invoice printed.
Add New Customers

Before you can enter transactions for a new customer, you must enter his information into A/R using Maintain Customers from the A/R Maintenance menu. In brief, Maintain Customers uses up to three different windows to display customer information. The first window lists most customer information. Youll always see this window. The second window lists Balance Forward aging information; A/R uses this window only for Balance Forward customers. The third window lists shipping address information; A/R displays this window only if you have set Ship Addresses to Y.
Note
You can access the Maintain Customers window anywhere the F-7 Maint option appears by pressing 7.
310
Daily Tasks
Preparing Your Records for Use on page 235 covers everything you need to know about adding customer information so it is not described here. Review Preparing Your Records for Use if you need more information.
Change Existing Customer Information

Before you enter transactions for an existing customer, you should make all necessary changes to his account. For example, before you enter an invoice for a customer, enter his new address. To change information on existing customers accounts, use Maintain Customers as well. You can also access the Maintain Customers window anywhere the F-7 Maint option appears by pressing 7. If you plan to make any changes or deletions, be sure you set Allow Changes/ Deletions to Y in Maintain A/R Options. To change account information for an existing customer, you must know the customer ID, customer name, or telephone number. Except for the Account Type and cumulative information, you can change customer information any time. You can change a customers account type at the beginning of any period. However, the effects of changing a customers account type depend on how you have set the A/R module option, Keep Historical Detail: If you have set Keep Historical Detail to Y, then you can change a customers account type without any restrictions. If you have set Keep Historical Detail to N and: You change from Regular to Balance Forward, then A/R maintains transaction detail on all current and open invoices during the first period. At the end of that period, A/R discards all transaction detail and then retains only current period transaction detail. You change from Balance Forward to Regular, then A/R doesnt have any prior period transaction detail. So, when you enter payments, you cannot apply payments directly to invoices created in prior periods. As a result, to pay those prior period invoices, you must enter open credits. Use the CR transaction type and apply the transactions to invoice 0. You can apply payments directly to invoices created since the customers account type was changed.
311
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

You can change the following cumulative information using Maintain Customers, but you should adjust it by entering transactions in Enter/ Change Transactions: Debit (Last Date, Last Amount, and YTD Amount) Credit (Last Date, Last Amount, and YTD Amount) Payments (Last Date, Last Amount, and YTD Amount) Service Charges (Last Date, Last Amount, and YTD Amount)
When you enter transactions, A/R posts the information to the customers account, adjusts these cumulative fields, and provides an audit trail of your activities. When you change these fields in Maintain Customers, A/R doesnt provide an audit trail. Review the control report to make sure all the information you entered (or changed) is correct; if necessary, make any additional changes. For a list of all your customers (and not just those whose accounts you have changed), use List Customer Accounts from the Accounts Receivable Reports menu. This program prints a list of all your customers. The list includes each customers account information.
Change Customer ID
You can change a customer ID already set up in your customer file. This allows you to reorganize your customer ID naming conventions (if needed).You cannot change customer IDs used in Enter Transactions, Enter Documents, Maintain Automatic Transactions, and Maintain Ship-to Addresses. In these areas, you can add a new customer without having to leave the program. When you change a customer ID, the changes take place in the current and future generations. Data from previous generations will not be changed. Therefore, Peachtree recommends that you change a customer ID at the beginning of the accounting period or after recently closing an accounting period of fiscal year. This process can also be used If you just started entering Accounts Receivable information and changed your mind about a customer ID. The change will be made in all installed modules that use the customer ID including Accounts Receivable, Invoicing, and Job Costing. You must have access to Accounts Receivable, Invoicing, and Job Costing modules (if they are installed and used). Once you start the Change Customer ID program, these modules will be temporarily locked. Therefore, other users should exit these modules before beginning the process.
312
Daily Tasks
Warning
Before changing a customer ID, Peachtree highly recommends that you make a backup of your company data. If an error were to occur, you can restore your backup and try the procedure again. To perform the backup, select Back Up/ Restore Data Files from the Utilities menu. During the process of changing your customer ID, Peachtree will make a temporary backup of your Accounts Receivable, Invoicing, and Job Cost data files. Therefore, you should make sure you have enough free disk space before beginning the process. If an error was to occur, Peachtree would restore your old data automatically. However, Peachtree still highly recommends you make a manual backup as stated above to ensure your data is secure. To change a customer ID:
1 2 From the Accounts Receivable Maintenance Menu, select Change Customer ID. If you are printing a control report, make sure the printer is ready and press e.
A/R displays the Change Customer ID window.

3 Enter an Existing Customer ID that you want to change and press e.
You can optionally press 2 or click the drop-down arrow to look up the customer ID from a list.
4 Enter the New Customer ID for this existing customer record and press e.
The new customer ID must be a valid ID not currently used by any other existing customer record.
5 Select Yes to verify the change.
Peachtree begins the process of changing your customer ID to the new one selected and displays its progress. If an error occurs during the change process and the ID change is unable to be completed, Peachtree will prompt an error message indicating the problem and automatically restore your company data. If Peachtree is unable to automatically restore your company data, you must manually restore your data using your last system backup.
6 Once the change process is completed you are prompted to perform another change. Select Yes to change another customer ID or select No to exit the Change Customer ID window.
If error occurred, the control report will list the error. Otherwise, a log will print a review all files affected by the change ID process. Index
313
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Add or Change Ship-to Addresses

Before you enter invoices for a customer, make sure you have the correct shipping addresses for him. If you need to make changes to a customers account in addition to his shipping addresses, use Maintain Customers. As long as you have set Ship Addresses to Y in Maintain Customers, you can add or change ship-to addresses from the program. If you need to add new shipping addresses for a customer, use Maintain Ship-to Addresses. You can access this program from either the Accounts Receivable Maintenance Menu or the Invoicing/Order Entry Maintenance Menu. A/R tracks each customers shipping addresses using shipping IDs. Each customers shipping addresses must have unique shipping IDs assigned to them, but you can repeat shipping IDs among different customers. For example, every customer can have shipping ID 1. To enter a new shipping address for a customer, you must assign the address an ID unique for the customer. To change an existing shipping address or to delete an existing shipping address, you must know both the customers ID and the shipping address ID. To use Maintain Ship-to Addresses, you must first enter a customers ID. A/R displays the customers name, address, and phone number on the top half of your window and allows you to enter a shipping ID. To change this information, use Maintain Customers. If you enter a new shipping ID, A/R asks: SHIPPING ADDRESS NOT FOUND, ADD (Y/N)? If you enter an existing shipping ID, A/R displays the related shipping address on the bottom half of your window. At the ACCEPT (Y/N) prompt, you can either accept, change, or delete the address. You can also enter new customers into Maintain Ship-to Addresses. If you enter a customer ID A/R doesnt recognize, it asks: CUSTOMER NOT FOUND, ADD (Y/N)? Once you enter the customer information, you can enter the customers shipping addresses. You can enter a default sales tax code for the shipping address so that when you print the invoice and tell Invoicing/Order Entry which shipping address you want to use for the customer, the correct sales tax will be calculated. You can also enter the normal carrier that you use to send items to the customer in the Ship Via field. When you enter customer documents into Enter Invoice/Order/Quote, Invoicing/Order Entry allows you to select the shipping address. After you enter the shipping ID, Invoicing/Order Entry displays the address assigned to that ID.
314
Daily Tasks
Price Update for Auto Transactions
Maintain Ship-to Addresses can print both a control report and a listing of all your customers shipping addresses. The control report lists only the information you enter, change, or delete in the current entry session. Review the control report to make sure all the information you entered or changed is correct. If necessary, make any additional changes. The Ship-to Address Listing lists all your customers shipping addresses. Print that report if you want to review all your shipping addresses.
Add or Change Automatic Transactions

Accounts Receivable 315 Index Purchase Orders Inventory In Preparing Your Records for Use, we describe how to set up a new automatic transaction so that A/R can generate recurring, periodic transactions for you. Refer to this section for more information.

Auto Transactions can be changed by an amount or percentage. These changes are printed on a control report. You have the option to update all transactions, a range of customers for a selected transaction ID, or all transactions within the customer range.
Updating Prices
Follow these steps to update prices.
1 Select Accounts Receivable from the Peachtree Accounting Main Menu. Then select Maintenance Programs, and finally, Maintain Automatic Transactions from the Accounts Receivable Maintenance Menu.
The Automatic Transactions Options menu displays.

2 3 Select P - Print Transaction Listing. If there are no Automatic Transactions stored, press e. to continue. Select U - Update Transaction Prices. If there are no Automatic Transactions stored, press e. to continue.
After selecting U, the Update Prices Options menu appears. The options for updating prices are:
q will take you back to the Automatic Transaction Options box. 4 After selecting A or R, the Update Prices window displays.
If you select R, you will need to enter a Beginning Customer ID and Ending Customer ID on the Update Prices window.
Accounts Payable

5 6 7 8 9 10
Enter the Automatic Transaction ID, or * for all Transaction IDs. Enter A or P to change prices by an amount, or by a percentage. Enter I or D to increase prices, or decrease prices. Enter the amount of the increase or decrease, or the percentage of the increase or decrease. Select the Accept button when youre finished. Press e to continue.
You are returned to the Main Menu.

Changing Automatic Transactions
Before you generate automatic transactions, you may need to make changes to an automatic transaction. For example, you may need to change the amount of the transaction or the frequency of it. If so, you should always make changes to automatic transactions before completing your daily Accounts Receivable activities. Before you can change automatic transactions, Maintain Automatic Transactions asks: PRINT A LISTING OF AUTOMATIC TRANSACTIONS (Y/N)? This report lists the information for existing automatic transactions. You can use this report to review existing automatic transactions or as a permanent record of your automatic transactions. Once you have set up an automatic transaction, you can change it any time. The changes take effect the next time A/R generates the transaction. To change or delete a customers existing automatic transaction, enter the customers ID and the transaction ID. A/R asks: ACCEPT (Y/N/D). At this prompt, you can accept, change, or delete the automatic transaction. A/R allows you to change all the information about an existing automatic transaction. After you are finished, review the control report to make sure any changes or additions are correct.
Enter Customer Transactions

To enter your customers transactions, use Enter/Change Transactions from the A/R Processing Menu. The Customer Transactions Setup Form lists all the information youll need to enter transactions, includingCustomer ID, Transaction date, Invoice number, Transaction amount, and Transaction type. If you havent printed this already, review the instructions for printing setup forms and checklists in the Getting Started Guide.
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Daily Tasks
Fill out a copy of the form for each transaction you must enter. If you have a lot of transactions to enter, organize them by customer and, for each customer, by transaction type. Organizing your transactions in this way allows you to enter them more quickly. For example, separate customer Faulkners transactions from customer Melvilles. In addition, separate Faulkners sales from his returns and Melvilles miscellaneous debits from his adjustments. You can use up to four different processing programs to enter your customers different transactions. When you should use each program depends on the transactions youll enter and on the modules you use. The following guidelines can help you determine which program to use to enter specific transactions: Use Apply Payments to enter payments, adjustments, credits, early payment discounts, and bad debt write-offs. Apply Payments allows you to enter these transactions more quickly and easily than Enter/Change Transactions. In addition, Apply Payments prevents you from bringing invoice balances below zero. Refer to the Apply Payments for more information on this program. Use Apply Service Charges to calculate service charges according to your module options specifications and to create service charge invoices. To apply service charges not calculated according to these specifications, you must use Enter/Change Transactions. Refer to the Apply Service Charges for more information on that program. Use Enter Invoice/Order/Quote, if you use Invoicing/Order Entry, to enter those customer transactions you want to appear on invoices, orders, and quotes. However, you cannot enter service charges, early payment discounts, or bad debt write-offs in this program. If you use Inventory as well, use Enter Invoice/Order/Quote to enter customer sales and returns and to update inventory in a single step. Refer to the Enter Invoice/Order/Quote section for more information on this program. Use Enter/Change Transactions in all other cases. You can use this program to change or delete previously entered open transactions, except for certain transaction types. You can also use it to process automatic transactions.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

When you use Enter/Change Transactions, you have four options: Enter TransactionsUse this to enter adjustments and other transactions. If you use Invoicing/Order Entry, use Enter Invoice/ Order/Quote instead. Edit TransactionsThis allows you to edit transactions with the following exceptions: closed transactions transactions entered in a previous version of Peachtree Accounting transactions from Invoicing/Order Entry transactions for which the sales code no longer exists transactions with transaction types of CI (city tax), CO (county tax), ST (state tax), OC (open credit) and OD (open debit) Delete TransactionsThis allows you to delete transactions with the following exceptions: closed transactions transactions entered in a previous version of Peachtree Accounting transactions from Invoicing/Order Entry transactions for which the sales code no longer exists transactions with transaction types of OC (open credit) and OD (open debit) Process Automatic TransactionsThis allows you to generate automatic transactions you have entered in Maintain Automatic Transactions. Since A/R only generates these transactions as often as you specify, you can generate automatic transactions every time you use Enter/Change Transactions. Refer to Automatic Transactions in Preparing Your Records for Use for more information.
You must enter a default transaction date. Each time you enter a transaction, A/R displays this default date for the transaction date. If the customer ID you enter is for a new customer, Enter/Change Transactions allows you to add it. You can enter all customer information except shipping addresses, year-to-date, last date, and last amount information. If you enter an existing customer ID, A/R displays the customers name. Be sure to check this information before entering the transaction. If you enter an incorrect transaction, you cannot edit or delete it.
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You may enter any of the following types of transactions:

AD BD BB CI CO CR EP FR MC Adjustment Bad Debt Write-Off Beginning Balance City Tax (cannot be edited) County Tax (cannot be edited) Credit Early Payment Discount Freight Misc. Credit MD PA RE RS SA SC SS ST Misc. Debit Payment Return Return of Service
Service Charge Sale of Service State Tax (Cannot be edited)
For more information on transaction types, see Transaction/Product Code Combinations in Controlling How A/R and Invoicing/Order Entry Work. Depending on the transaction type you enter, you may not enter information into every field displayed on your window. Enter/Change Transactions just skips over the fields that dont apply to the transaction type you entered. For example, for a payment, you dont need to enter a terms code, discount date, or due date. Except for adjustment (AD), beginning balance (BB), city tax (CI), county tax (CO), and state tax (ST), you must enter positive transaction amounts. If you enter a service charge (SC) through Enter/Change Transactions, the autonumbering feature is turned off, so you can select an invoice to apply the service charge to. You can also enter a new invoice number, if for some reason the service charge does not apply to an existing invoice. In this case, be sure to select a unique invoice number (for example, use letters or characters you dont normally use). When selecting a Regular customers invoice for payment, Enter/Change Transactions denotes invoices offering early payment discounts (EP) with an asterisk (*). Make sure you enter the actual date the transaction occurred rather than the date the transaction was entered. For example, a customer bought an item on Monday, but you didnt enter the sale until Wednesday. Make sure you enter Mondays date for the transaction date. If you enter the wrong transaction date, you may give your customers additional days for early payment discounts.
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Index
Purchase Orders
Inventory
Accounts Receivable
Sale
Accounts Payable

If you use Job Cost and A/R, you can relate A/R transactions to jobs tracked in Job Cost by entering an exclamation point followed by the Job Cost job number into the Comment field. For example, to relate a sale or payment made in A/R to Job Cost job number 8015, you would enter !8015. If you use Job Cost and Invoicing/Order Entry (Y in Update to Job Cost), you do not have to use an exclamation point. Instead, enter the job number in the Job/Order Number field when you enter the invoice. After you post invoices, use Update from Accounts Receivable in Job Cost to transfer the information. Transactions which have a Job Cost job number entered in the Comment field can add to Total Customer Billings or Total Customer Payments in the Job Master File. Job Cost validates the customer before posting. Once you perform the physical transfer in Job Cost (using Update From Accounts Receivable), Job Cost changes the exclamation point in the Comment field to a slash (/) which denotes that the transaction has already been transferred to Job Cost. Enter/Change Transactions calculates taxes according to the sales tax code assigned to the customers account for sale (SA), return (RE), miscellaneous credit (MC), and miscellaneous debit (MD), and sometimes freight (FR) transactions. All other transaction types are tax exempt. When entering a transaction for a customer you can change the sales tax code, as well as the sales tax amounts. In addition, you can make any of the taxable transaction types tax exempt by setting Taxable/Exempt to E. For freight (FR), miscellaneous debit (MD), and sale (SA) transactions, A/R adds the tax it calculates to the Sales Tax Summary. For miscellaneous credit (MC) and return (RE) transactions, A/R subtracts the tax it calculates from the Sales Tax Summary.
Correcting Errors by Editing Transactions and Creating Offsetting Transactions
After you enter your transactions, review the control report. Always check the customer ID, the invoice number, the transaction amount, and the transaction date. If you offer your customers discounts, make sure you check the discount date as well. If you have made any transaction errors, correct them using the Edit Transactions feature in Enter/Change Transactions.
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You can edit any sort of open transaction with the following exceptions: closed transactions transactions entered in a previous version of Peachtree Accounting transactions from Invoicing/Order Entry transactions for which the sales code no longer exists transactions with transaction types of CI (city tax), CO (county tax), ST (state tax), OC (open credit) and OD (open debit)
You need to make sure that if the original account is a credit account, the offsetting account is a debit account and vice versa. Original
CI CO ST
Offset
-CI -CO -ST
Comments
Adjusts the Sales Tax Summary
Apply Payments
As an alternative to using Enter/Change Transactions to apply a payment, you can also select Apply Payments from the A/R Processing Menu to enter adjustment (AD), bad debt write-off (BD), credit (CR), early payment discount (EP), and payment (PA) transactions for Regular customers. For Balance Forward customers, you can enter payment (PA) or credit (CR) transactions. Using Apply Payments offers the following benefits: You can apply one check to more than one invoice. You cannot reduce an invoice balance below zero. If you dont know the invoice number to which the payment should be applied, you can use 2 to display all the customers open invoices. You can edit undistributed amounts on invoices to pay for Regular customers
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Purchase Orders
Inventory
Accounts Receivable
The following table lists the offsetting transactions you should use to correct the tax transaction types. For each offsetting transaction, use the same invoice number and the same transaction amount as the original transaction. Transactions that require a negative transaction amount are preceded by a minus sign (-).
Accounts Payable

To make applying payments faster, organize your transactions by customer. For Regular customers, make sure you know the invoice number to which payments should be applied. For Balance Forward customers, make sure you know the aging period to which payments should be applied. Before you can use Apply Payments, you must enter a default transaction date. Each time you enter a transaction, A/R displays this default date for the transaction date. Since you may not be able to enter payments on the actual date you received them, make sure you enter the date you received the payment rather than the date you entered the payment. For example, every Monday, you enter the payments you received during the previous week. Do not enter Mondays date as the payment date. Instead, enter the actual date you received the payment. If you enter the wrong payment date, a customer may lose an early payment discount or may be levied a service charge. After you enter the customers ID, A/R displays the customers name. To ensure you enter a payment for the correct customer, check this information before you enter the check amount. Once you enter and accept a check amount, you must enter transactions until you have applied the entire amount. If You Use Job CostYou can relate A/R transactions to jobs tracked in Job Cost by entering an exclamation point followed by the Job Cost job number into the Apply Payments Reference field. For example, to relate a payment made in A/R to Job Cost job number 8015, you would enter !8015 into Reference. A/R tracks the outstanding amount of the check for you in Undistributed. For Regular customers, you apply transactions to open invoices or to invoice 0 until you have applied the entire check amount. It doesnt allow you to bring an invoice balance below zero. You can edit the total amount to reflect the current distribution for Regular customers. For example, if the original payment amount was $100, and $40 is distributed, you can edit the undistributed amount down to $40 (but no less), since the distribution has already been recorded by Peachtree Accounting. For Balance Forward and Temporary customers, you can enter either a single payment or a single credit transaction for a single check amount. You apply the transaction to one or more aging period balances rather than to particular invoices.
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When selecting a Regular customers invoice for payment, Apply Payments denotes invoices offering early payment discounts with an asterisk (*) and automatically displays EP for the transaction type. If you accept that transaction type, A/R calculates the early payment discount. You can apply the customers payment to the rest of the invoice. The discount amount does not reduce the undistributed check amount. If you enter a check amount that exceeds the total outstanding invoice amount, you must distribute the entire amount before you can exit from the window. There are two ways you can complete this transaction:
Enter a credit (CR) transaction to Invoice 0. Be sure to use a product code reflecting a debit to cash and a credit to Accounts Receivable through Maintain G/L Accounts Dist File.
Correcting ErrorsAfter you enter all your payments, review the control report. Always check the customer ID, the invoice number, and the transaction amounts to make sure you entered the correct information for each customer. Once youve entered and accepted a transaction, you cannot change or delete it. To correct it, you must return to Enter/Change Transactions and enter an offsetting transaction. Refer to Enter Transactions for more information.
Print the Transaction Register

When you finish entering your transactions and payments, use Transaction Register Report from the A/R Reports Menu to print a Transaction Register to help you check those transactions you have entered that day. The register lists, by customer ID, the transactions entered using Enter Invoice/Order/ Quote, Enter/Change Transactions, and Apply Payments. You can print this report for all transactions or a range of transactions (specify the range by customer ID) just debit transactions or just credit transactions transactions from the current generation transactions from all existing generations or from a range of existing generations
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Purchase Orders
Inventory
Accounts Receivable
Enter a payment (PA) transaction to Invoice 0. This can then be applied to an invoice at a later date using Reconcile Open Credits.
Accounts Payable

If you use a cutoff date for Create G/L Journal Entries, you should run this register either immediately before or immediately after running Create G/L Journal Entries. Use the same ending cutoff date you used for Create G/L Journal Entries to ensure that the register correctly reports the transactions you plan to post to General Ledger. If Keep Historical Detail is set to Y in Maintain A/R Options, you can enter beginning and ending cutoff dates to limit the detail on this report to the current period. You can use this report to review the transactions you entered for specific customers or to locate transaction errors made during the current period. If you want a list of transactions for just certain customers, select to print a range of transactions. Then, enter the customer IDs of the first and last customers you wish to see. You can use [F2 LOOKUP] for this. Until you complete your monthly tasks, make sure you save each register you print. These registers serve as a partial record of the transactions you entered during the period. Combined, they are a complete record. If you want a list of all the transactions entered during this accounting period, select to print all transactions. Each time you print a Transaction Register listing all transactions, it includes the transactions listed on the previous register. So, you need to save only the last register you print.
Note
If you discover transaction errors on the Transaction Register, determine which program was used to entered the transaction. Then, follow the procedures for correcting errors in that program.
Printing the Open Items Register
You can also select to print the Open Items Register which is a list of all transactions entered in this or previous periods for accounts with non-zero balances. You can print the Open Items Register for all customers or a range of customers. A/R calculates the following information for each customer listed and also totals this information for all customers listed: balance forward from previous periods for unpaid transactions net amount of each transaction in the current period (debit amount credit amount) total debits and credits entered in the current period
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Only the Transaction Register and the Open Items Register list information for all the transactions entered during a period using the Accounts Receivable and Invoicing/Order Entry processing programs. The Document Register lists similar information but only for invoices, orders, or quotes entered using Enter Invoice/Order/Quote. Refer to Menu Overview on page 391 to see a sample of the Transaction Register and the Open Items Register list. If you use a cutoff date for Create G/L Journal Entries, you should run this register either immediately before or immediately after running Create G/L Journal Entries. Use the same cutoff date you used for Create G/L Journal Entries to ensure that the register correctly reports the transactions you plan to post to General Ledger. If Keep Historical Detail is set to Y in Maintain A/R Options, you can enter beginning and ending cutoff dates to limit the detail on this report to the current period.

Invoicing/Order Entry activities are the tasks you must perform to print customer invoices, orders, quotes, or credit memos. They include entering, checking, printing, and posting invoices, orders, and credit memos. It also includes entering quotes and converting them to orders or invoices. If you use Inventory, they also include listing the changes made to your inventory. You should perform these tasks as often as you need to produce customer invoices. If you dont use Invoicing/Order Entry, proceed to Accounts Receivable Activities.
Automatically Fill Orders and Invoices

This process allows you to do a mass update of the quantity shipped on invoices, orders, backorders, or backordered invoices. You can select to update specified documents by either shipping all items on the same, some items on the same, or none.
The following window displays.
Select the type of document you want to automatically fill.
If you choose to automatically fill backorders, then select to fill backordered invoices or backordered orders before continuing to the next step. Index
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Purchase Orders
From the Invoicing/Order Entry Processing Menu, select Fill Invoices/Orders.
Inventory
Accounts Receivable
Accounts Payable

After selecting the type of document you want to automatically fill, the Range Options window displays. You have the option to fill all documents, documents within a range of dates, documents within a range of document numbers, or individual documents you specify. 3 Select the method of document selection you want to use.
Filling Individual Invoices, Orders, and Backorders

The document type displays.
4 Enter the document number or select it from the 2-Lookup.
The document header information displays. You have four options. Press 5-Ship All to fill all valid line items for the invoice, order, or backorder. The QTY Shipped will reset to the number of items shipped. If the quantity available is less than the quantity needed for shipping, then the quantity shipped will be reset to that amount. Press 6 from this box to specify the quantity of each item to ship. Press 6-Ship None to set the quantity shipped to 0 for all valid line transactions. Press 7-Part. Ship to ship some of the line items for the invoice, order, or backorder. You select what to ship from the list box of line items that displays. Press 0-Done to return to the Doc Number field.
5 6 Press the key of the amount you wish to ship. When you are finished, press 0 to return to the Doc Number field.
Filling Multiple Invoices, Orders, and Backorders

The shipping options box displays. You can fill all documents that meet your specifications or none of those documents.
7 Select whether you want to fill all documents or no documents.
If you choose to fill documents within a range, then you'll be asked to specify the beginning and ending dates or document numbers.
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8 9
If you chose to fill a range of documents, enter the beginning and ending dates or numbers for the range. Select Y to accept your specifications for automatically filling the documents or select N to make changes to your specifications.
The documents are filled and you return to the Select a Document type box.
Add or Change Automatic Invoices

Accounts Receivable Index Purchase Orders Inventory Invoicing/Order Entry can produce invoices or credit memos for you automatically as long as they occur at regular intervals for the same amount. It cannot generate quotes or orders. Use Enter/Process Repeating Documents from the Invoicing/Order Entry Processing Menu to enter and change, list, and generate (process) repeating documents. Enter/Process Repeating Documents works similar to Enter Invoice/ Order/Quote except that you must specify the following additional information for repeating documents: frequency (weekly, bi-weekly, monthly, bi-monthly, quarterly, semiannually, annually) beginning date periods to process automatic Doc ID
If you process the invoices on a date that differs from the scheduled date (the last process date plus the frequency), that date becomes the last process date. For example, if the last process date was 10/01, the next scheduled date is 11/ 01. If you dont process the invoices until 11/15, the last process date becomes 11/15the date on which you actually processed the invoices.
Note
You cannot enter repeating documents for temporary customers nor can you enter repeating documents for sales tax line items. You also cannot enter repeating documents for customers on hold.
Changing Repeating Documents
Before you generate repeating documents, you may need to make changes. For example, you may need to change the amount of the document or the frequency of it. If so, you should always make changes to repeating documents before completing your daily Invoicing/Order Entry activities. Before you change repeating documents, you can use Enter/Process Repeating Documents to print a list of repeating documents for review.
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Accounts Payable

Any change you make to a repeating document takes effect the next time Invoicing/Order Entry generates the document. To change or delete a customers existing repeating document, select Enter/Process Repeating Documents, select Enter Repeating Documents and then follow the prompts to add, edit, or cancel the automatic document. Invoicing/Order Entry allows you to change all the information about an existing automatic document. When youre through, review the control report to make sure any changes or additions are correct. You can also print a list of repeating documents as a permanent record of your repeating invoices.
Processing Repeating Documents
Before you post your current documents, you need to use the Process Repeating Documents option of Enter/Process Repeating Documents in order to make the repeating invoices available for posting. This option will process all repeating documents available. When you use the option youll be prompted for a document date. This is your current system date; you can change this to anything you wish. Repeating invoices that are inactive will not be processed. However, a repeating invoice that is active, but is for a customer who has been placed on hold since the repeating invoice was entered, will generate a current document that will not be posted. Peachtree Accounting displays the documents it is processing. After it is through processing, a control report prints.
Updating Repeating Document Prices

You can update the original prices on documents by updating the prices on individual or a range repeating documents. This feature pulls the current price and cost from Inventory.
1 From the Invoicing/Order Entry Processing Menu, select Enter/Process Repeating Invoices and then select U-Update Repeating Invoice Prices.
The Range Options box displays. Selecting A allows you to update the repeating document prices for all documents. Selecting C allows you to update the template prices for a range of customers specified by you.
2 Select a range option. If you select C, you'll have to enter the beginning and ending customers for the range before going to the next step.
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The following message appears:
A box displays showing the document ID and product ID of each as it processes.
Enter Documents
Enter Invoice/Order/Quote allows you to enter, edit, cancel, or print invoices, orders, quotes or credit memos for your A/R customers. It also allows you to make templates for document information that repeats from customer to customer and allows you to query documents, viewing the documents on the window as they were printed.
InvoicesAn invoice is a bill to a customer for products and services that have been delivered. The effect of invoices varies depending on whether they are posted or not. Unposted (current) invoices affect the Accounts Receivable pending amount field, as well as the Inventory pending sale field. Inventory is reduced by the quantity shipped, and the pending amount field for A/R is increased by the total value of the quantity shipped.
When you post an invoice where the quantity ordered is more than the quantity-on-hand, backorder invoice is automatically created. See Posting Documents on page 345 for further information. If the customer is on hold, you may not enter the invoice. When entering a serialized item, the price codes using percent above cost for the item will be based on the specific unit cost of the item. The proper price code will display once the serial number for the item is added.
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Purchase Orders
Posted invoices create the A/R transactions that can be sent to General Ledger and are counted as completed sales by Inventory.
Inventory
Heres a brief description of how each affects Accounts Receivable and Inventory (if you use Inventory):
Accounts Receivable
Enter Y to begin updating prices or N to return to the range options.
Accounts Payable

OrdersAn order updates the pending amount in Accounts Receivable and the pending sales in Inventory by the amount and quantity ordered. Orders are helpful when there is a time lag between a request for products and services and their actual delivery. When an order is entered, the quantity available in Inventory is reduced by the quantity ordered. The customer pending amount is increased by the total value of the order. When you post an order, it becomes an invoice. If you post an order where the quantity shipped is more than the quantity-on-hand, a backorder is automatically created. See Posting Documents on page 345 for further information. If the customer is on hold, you may not enter the order. You can convert an order to either a current invoice or a posted invoice when you use the Post/Convert Documents program.
Warning
If you have set the Neg. Quantity field to N in Maintain Inventory Items in the Inventory module, you should always post current invoices before orders to ensure that they post correctly. QuotesA quote doesnt affect the pending amounts for Accounts Receivable or sale amounts for Inventory. They are simply estimates for customer review. You can choose to convert quotes to either invoices or orders using Post/Convert Documents. You can also convert a quote to an order or invoice from the Edit Document window by choosing C at the ACCEPT Y/N/C prompt. When a quote is converted, the quote number is used as a reference number on the invoice or order. If you want to use just part of the quote for an invoice or order, you can create an invoice or order and press a-2 from the Transaction Type field to call up previous quotes youve written for the customer. You can select the quote you wish and then select the line you wish to print on the order or invoice. When you create quotes, you can choose items with serial numbers. However, you do not enter the serial number until the quote is converted to an order or an invoice, or you copy the lines from the quote to a current document. You may enter a quote for a customer on hold; however, it will be placed on hold and may not be converted to an order or invoice until the customers status changes. Credit MemosCredit memos update the pending amounts in Accounts Receivable; they also update the pending sales in Inventory if the transaction type is a Sale (SA) or a Return (RE). A credit memo affects A/R and Inventory in the same manner as an invoice.
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If you want to enter customer transactions but dont necessarily want a printed invoice or credit memo, and you do not use Inventory, consider using either Enter/Change Transactions or Apply Payments from the A/R Processing menu. You can only enter quotes using Enter Invoice/Order/ Quote. To enter invoices and orders more quickly, organize them by date and, for each date, by customer. You can enter templates that contain information that repeats from customer to customer. Developing and Using Document Templates
1 2 3 4 From the Invoicing/Order Entry Processing Menu, select Enter Invoice/Order/ Quote (Doc). Enter Y or N for the PRINT DOCUMENT ALIGNMENT GUIDE prompt. Select Maintain Document Templates from the Process Options box. Enter a Doc ID of up to six characters.
5 6
Accept Y. Enter a description of the template up to 25 characters.
The line item columns display.

7 Enter the line items you want to use for the template.
You can enter serial items as line items; however, you wont be asked to enter a serial number until the template is copied to a current invoice or order. Purchase Orders 331 Index
8 9 10 When youre finished, press 0. Accept Y at the DOCUMENT COMPLETE prompt. Answer Y or N at the PRINT DOCUMENT prompt.
The cursor returns to the Doc ID field. At this point you can press q to return to the Process Options box, or press 0 to return to the Processing Menu.
Inventory
Accounts Receivable
Accounts Payable

To use a template: 1 2 3 4 5 From the Invoicing/Order Entry Processing Menu, select Enter Invoice/Order/ Quote (Doc). Enter Y or N at the PRINT DOCUMENT ALIGNMENT GUIDE prompt. Select Add Document from the Process Options box. Enter the information needed for the first window. Press 0, and then accept Y.
This displays the second window. At the bottom of the window note [F6-COPY TEMPL]. This allows you to copy a template you created.
6 Press 6.
The list of templates you created displays.

7 Select the template you want.
The cursor is at the DOCUMENT COMPLETE (Y/N/H) prompt. At this point, you can also add, edit, or delete lines. Note that any changes you make are for this document onlythey do not affect the template. To change the template you need to use the Maintain Document Templates feature.
Note
If the template contains specific unit items, then the price codes using percent above cost for those items will be based on the specific unit cost of those items.
8 Accept Y to complete the document.
To edit or delete a template: 1 2 3 4 From the Invoicing/Order Entry Processing Menu, select Enter Invoice/Order/ Quote (Doc). Enter Y or N for the PRINT DOCUMENT ALIGNMENT GUIDE prompt. From the Process Options window, select Maintain Document Templates. Enter the ID for the template you want to edit or delete.
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Press e at the Doc Description field.
The message EDIT TEMPLATE (Y/N/D) displays. If you accept Y, you can edit the template. If you enter N, the cursor returns to the Doc ID field. If you enter D, you delete the template.
Deleting a template has no effect on quotes and current documents that are using that template.
Note
Make your decision and follow the prompts.
After you enter your templates, you can start entering documents.
Updating Template Prices
You can update the original prices on templates by updating the prices on individual or a range of templates. This feature pulls the current price and cost from Inventory.
Note
Before you update template prices, be sure you make a backup of your Invoicing/Order Entry, Accounts Receivable, and Inventory files through the Utilities Menu.
1 From the Invoicing /Order Entry Processing Menu, select Enter Invoice/ Order/Quote (Doc) and then select P-Update Template Prices.
The Range Options box displays. Selecting A allows you to update the template prices for all documents. Selecting N allows you to update the template prices for a range of documents specified by you.
2 Select a range option. If you select N, you'll have to enter the beginning and ending document ID for the range before going to the next step.
The following message appears: Purchase Orders

3 Select Y to begin updating prices or N to return to the range options.
A box displays showing the document ID and product ID of each as it processes. 333 Index
Inventory
Accounts Receivable
Accounts Payable

Entering Documents When you first access Enter Invoice/Order/Quote, PRINT DOCUMENT ALIGNMENT GUIDE, displays so you can print the document format to make sure the documents print correctly. However, this will not display if you set Print Document Default in module options to X, and Force Control Reports in A/R module options to N. Next, you can select to add, edit, and cancel documents. To cancel a document, you need to know the document number. To enter or edit a document, you may need to know shipping information including the ship date and the ship-to address purchase order information inventory items sold or returned the document number (if you dont use automatic document numbering) the Job Number (if you use Job Cost, and set the Update to Job Cost flag on the options window to Y)
Before you can enter an document for a customer, you must enter the customer ID. If you enter a customer ID that Invoicing/Order Entry doesnt recognize, Invoicing/Order Entry asks: CUSTOMER NOT FOUND, ADD (Y/ N)? If you answer Y, the Add New Customer window displays where you can enter all customer information except shipping addresses, year-to-date, last date, and last amount information. After you enter and accept the new customers information, Invoicing/Order Entry allows you to enter the customers transactions. You can use Z or e to move to each individual field on the first window, or you can use t to move to the Ship to field, then P.O. Number, Ship Date, and Job/Order Number fields. You can combine the keys to get to where you want with fewer keystrokes. For example, you can use the t key to move to the P.O. Number and then use W or e to move to the P.O. Date.
Note
If you are entering a quote, the Ship Date field turns into the Expires date field. When the quote expires, the word EXPIRED will display in the record lookup boxes next to the quote. Once you have entered this information, Invoicing/Order Entry allows you to enter up to 99 transactions for each document. You can create documents for the sale of products or services and have both products and services on the same document.
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You can enter any of these transaction types:

AD CI CM CO CR FR MC MD Adjustment City Tax (enter comment) County Tax Credit Freight Misc. Credit Misc. Debit PA RE RN RS SA SN SS ST Payment Return Non-Stock Return Return of Service Sale Non-Stock Sale Sale of Service State Tax
You can also use any available transaction type for credit memos. However, your customers might be confused to see a sale on a credit memo. So, you may want to consider using only transactions types that actually credit your customers accounts such as adjustment (AD), credit (CR), miscellaneous credit (MC), non-stock return (RN), return (RE), and return of service (RS). You cannot use Enter Invoice/Order/Quote to enter Beginning Balances, Early Payment Discounts, Bad Debt Write-Offs, or Service Charge transactions. (However, you can edit the Service Charge transaction on the invoice, or when you run Apply Service Charges.) To enter these transactions, you must use either Enter/Change Transactions, Apply Payments, or Apply Service Charges. Refer to Enter/Change Customer Transactions for information about when to use these programs. Depending on the transaction you enter, you may or may not enter information into every field displayed on your window. Enter Invoice/ Order/Quote skips over those fields which dont apply to the transaction entered. For example, for a freight transaction, you enter only a comment, a transaction amount, and the transaction tax status. For sales (SA) and returns (RE), youll enter certain product information including: Product identification Product code Item description Unit of measure (U/M), such as case, each, or 6-pack Quantity ordered and shipped Inventory Index Purchase Orders
335
Accounts Receivable
Accounts Payable

Price of a single unit Discount percentage on the quantity shipped Tax status for the transaction Cost of each unit
If you want to enter an item that is not covered by any of the price codes, leave the price code blank. This will allow you to enter an amount independently of the price code structure. At any time when you enter your document, you can put the document on Hold by pressing s-5. Documents on hold cannot be converted or posted, and if you use Print Documents, you have the option of not printing documents on hold.
If You Use Inventory
If you use Inventory with Invoicing/Order Entry (you have set the Invoicing/ Order Entry module option, Use Inventory in Invoicing/Order Entry to Y), then Invoicing/Order Entry checks the product IDs, product codes, and prices you enter for sales and returns. You can use 2 to look up the inventory information or you can add items to inventory while entering an invoice. If you enter a Product ID not found in Inventory, Enter Invoice/Order/Quote asks: THIS ITEM DOES NOT EXIST IN THE INVENTORY MASTER FILE. DO YOU WANT TO ADD THIS ITEM (Y/N)? If you answer Y, Invoicing/Order Entry lets you enter the Inventory item information and returns you to Enter Invoice/Order/Quote. After you enter the item's information, Invoicing/Order Entry allows you to add the item to the invoice. If you answer N, Invoicing/Order Entry returns you to the Product ID to enter another product code. You can use 2 to look up the information. You can also use the non-stock sale (SN) and non-stock return (RN) transaction types to sell and return items not in Inventory. If, in Maintain Inventory Options, you set Negative Quantity to N, Invoicing/Order Entry checks quantity available for every inventory item you sell and doesnt allow you to enter a quantity shipped for invoices greater than your current inventory quantity available. For orders, Invoicing will default the number of items shipped to the quantity available, but you can override this, if you wish.
336
Daily Tasks
Inventory considers items as being in three categories: Quantity-on-HandThis is the actual physical amount of your inventory for an item. Amount PendingWhen you enter an order, the amount pending is based on the Quantity Ordered field in Enter Invoice/Order/Quote. For an invoice, the amount pending is based on the Quantity Shipped field. Quantity AvailableThis is the Quantity-on-Hand field less the amount pending. When you post, the quantity available equals the quantity on hand. If you use both current invoices and orders, you should refer to Posting Documents for important information about using both. When posting, if the quantity shipped is less than quantity ordered, Invoicing/ Order Entry places the difference on the Inventory Backorder Report, and creates a backorder or a backordered invoice. If, however, you set Negative Quantity to Y for an inventory item in Inventorys Maintain Inventory Items, then A/R does not check the quantity available for sale transactions. So, quantity shipped can be as large as quantity ordered even if it exceeds quantity available.
If you update Job Cost with Invoicing/Order Entry (you set the Update to Job Cost flag on the options window to Y), then you can enter a Job Number in the field Job/Order No. After posting invoices, you can run Update A/R in Job Cost to apply these transactions to jobs. Invoicing/Order Entry will calculate taxes according to the sales tax code you assigned when you entered the customer information for the invoice. You cannot change the tax amounts calculated by Invoicing/Order Entry, but you can make any transaction tax exempt by setting T/E to E. For miscellaneous debit (MD), sale (SA), and sale of service (SS) transactions, Invoicing/Order Entry adds tax to the Sales Tax Summary. For miscellaneous credit (MC), return (RE), and return of service (RS) transactions, Invoicing/Order Entry subtracts tax from the Sales Tax Summary. For freight (FR) transactions, which may be either positive or negative, it can be either added or subtracted from the Sales Tax Summary. As you enter a transaction, you decide whether to accept the transaction and enter another transaction. If you dont accept the transaction, Invoicing/Order Entry erases all the information for that transaction and allows you to enter it again.
337
Index
Purchase Orders
Inventory
If You Use Job Cost
Accounts Receivable
Accounts Payable

Completing a Document
To complete an document, press 0. Invoicing/Order Entry totals the invoice, calculates the tax, and asks: DOCUMENT COMPLETE (Y/N/H)? At this prompt you can enter or press Y N
1 s-5 6 a-7 Correcting Errors
To accept the document as it is. Invoicing/Order Entry asks: PRINT DOCUMENT (Y/N/H)? To add additional transactions to the document. To access the Help menu To change the status of the document to either Active or Hold To add user-defined fields To add notes about the customer (Customer Notes)
As long as you havent posted the document (using Post/Convert Documents), you can correct errors made on it by either editing the document canceling the incorrect document and then re-entering it, using a new document number
To edit a document that has been entered but not yet posted, select the Edit Document option from the Enter Invoice/Order/Quote program. Then, enter the number of the document you need to edit. Invoicing/Order Entry allows you to edit both the general document information (shipping address, purchase order information, and terms code) and the transaction information. To edit the document transactions, use 6, 7, or 8. After you finish editing the document, Invoicing/Order Entry allows you to print it. If this is a quote, you can select C at the ACCEPT prompt to convert it to an order or an invoice. Likewise, if this is an order, you can press C at the ACCEPT prompt to convert the order to an invoice. To cancel a document that has been entered but not yet posted, select the Cancel Document option of Enter Invoice/Order/Quote. Then, enter the number of the document you want to cancel. Invoicing/Order Entry asks: CANCEL THIS DOCUMENT (Y/N)? You can cancel backorders, quotes, invoices, and orders by a range of document numbers using the Cancel Multiple Documents feature. When you re-enter the document, you must use a different document number, because a record of the voided document remains on the system until you post.
338
Daily Tasks
After You Are Finished
In Accounts Receivable, the transactions entered in Enter Invoice/Order/ Quote are consolidated on the Transaction Register. In addition, they may change customer account balances and the total receivables due. Also, these transactions may affect customer statements and may result in service charges. In Inventory, sale and return transactions you enter in Invoicing/Order Entry change Net Pending for an inventory item. Invoicing/Order Entry adds the quantity shipped or ordered to Net Pending for a sale transaction and subtracts the quantity shipped or ordered from Net Pending for a return transaction. After you enter your documents, you should always print them. If you didnt print your documents when you added or edited them, use Print Documents from the Invoicing/Order Entry Reports Menu to print them. Refer to Print Customer Documents and Print Service Charges Documents for specific information on how to print your documents.
Querying Documents
You can view complete information on orders, quotes, current invoices, and posted invoices on the window. You can also find the document you need by either Document Number or Customer ID and then browse through all the documents for a given customer or document number range. This feature displays the entire document, including: Transaction Types, Product Codes, Item Numbers, Descriptions, Comments, Price Codes, Unit Prices, Unit Costs (for non-stock transactions), Tax, and Invoice Totals, all in an easy-to-read format.
1 2 3 From the Invoicing/Order Entry Main Menu, select Enter Invoices/Orders/ Quote (Doc). Enter Y or N for the PRINT DOCUMENT ALIGNMENT GUIDE prompt. Select Q Query Documents from the Process Options window.
339
Index
Purchase Orders
After you select Q Query Documents, you will be asked what document type to query and whether to look up documents by Document Number or by Customer ID.
Inventory
Accounts Receivable
Accounts Payable

If you search by I Document Number, enter a Document Number, or press 2. If you search by C Customer ID, enter a Customer ID, and use 2 to display a lookup box.
This lookup box shows Customer ID, Customer Name, Document Number, Document Date, P.O. Number, Job/Order Number, and two status codes. The first status code indicates the type of document. I indicates an invoice. B indicates a backorder. C indicates a credit memo. The second status code shows whether the document has been canceled, is active, or on hold. The status code will be V if canceled, A if active, or H if on hold.
5 Press q or enter N at the Display Lines prompt to select another document. To see the previous document, press 5. To see the next document, press 6. The previous or next document shown will depend on how you searched for the document, whether by Customer ID or by Document Number. If you selected a document by Customer ID, 5 and 6 allow you to browse all invoices for that customer. If you selected a document by Document Number, 5 and 6 will allow you to review a range of Document Numbers.
The 5, 6, 7, and 0 keys work in the same way as on the previous window.
6 To return to the previous window, press H for Header. If the document has too many line items to display on one window, you can press N to display the next window of line items, P to display the previous window of line items, F to display the first window of line items, and L to display the last window of line items.
When you are displaying multiple windows of line items, it is possible for the same items to be displayed both at the top of one window and at the bottom of another. This occurs most frequently when you press P to move backwards through lines on the document. It does not normally occur when you press N to move forward.
Sales Invoicing Quick Price Query

Save time, reduce pricing errors, and improve service by bringing up a customer's purchase history while entering an invoice. Sales Invoicing Quick Price Query gives you the ability to query the past selling prices of a specific product for a specific customer. With Sales Invoicing Quick Price Query, the menu option CtrlF2-QryPrc will appear when your cursor is under Product ID, Price Code, or Unit Price in enter documents. To access SQQ - Sales Invoicing Quick Price Query simply press c-2 while entering detail line information in Sales Invoicing and a list of past invoices for that product will appear. Your new lookup will contain Doc #, Doc Date, Quantity Shipped, Price Code, Unit Price, Unit Cost, Last Cost, and Current Cost information.
340
Daily Tasks
After pressing c-2 the window will start displaying the most recent invoice entries based on date. After the first eight are listed on the window the program will continue to build the lookup to contain all records for that item. If you do not need the full detail list push q after the first page is constructed. If you wish to review the customers history for this item and you did not press q during the construction you will then have the ability to press y and query all line item information for this product and customer. If you have purged your records then the detail will only appear as far back as the date of purging.
After youve entered your documents, you may print them. Remember, document due dates are determined by the document date when you entered the documents, not when you print them. You can use Enter Invoice/Order/Quote to print an document immediately after you add or edit it or you can print multiple documents as a group using Print Documents from the Invoicing/Order Entry Processing menu. You must use Print Documents to print the documents generated automatically by Invoicing/Order Entry using Enter/Process Repeating Documents. Print Documents prints the invoices, orders, quotes, and credit memos you entered through Enter Invoice/Order/Quote. The program can print them on standard paper or on preprinted forms. You can print all documents or a range of them. You can print current documents, posted documents, or documents with backordered items. The documents list what the customer ordered or returned (including the product ID, description, and the number ordered for the standard invoice format) what was provided, shipped, or returned where it was shipped (standard invoice format; doesnt display on service format) how much the customer owes and when it is due; or, how much the customers account was credited purchase order information (standard invoice format; doesnt display on service format) the salespersons code
For each invoice order, quote, or credit memo printed, Invoicing/Order Entry calculates the pre-tax total, the tax due, and the total amount due or credited.
341
Index
Purchase Orders
Inventory
Accounts Receivable
Print Customer Documents
Accounts Payable

There are five document options: CPrint Current Invoices BPrint Backorders PPrint Posted Invoices OPrint Orders QPrint Quotes
If you select Backorders, you have the choice of printing backordered invoices or backordered orders. Except for Print Posted Invoices, you have the choice of printing all documents, all documents on hold, or a range of document numbers. For Print Posted Invoices, you can print for all documents or a range of document numbers. You also have the choice of formats: IStandard Invoice SService Invoice CCustomized Invoice PPicking Slip APacking Slip 1-5Any User Defined Formats
At the Print dialog, you can change from printing to a printer to printing to a disk file or print preview. To send your to a file or print preview, select the appropriate check box on the Print dialog box. To learn how to customize statements and documents, see Gathering Your Customized Statement Options and Gathering Your Customized Documents Options in Controlling How A/R and Invoicing/Entry Work.
After youve printed all your documents, be sure to check them. If necessary, return to Enter Invoice/Order/Quote to make corrections. Correcting an error before posting is much easier and faster than correcting it after posting, so be sure to check the documents carefully. Reprint any corrected documents. Keep a copy of each and keep them on file. Refer to Menu Overview on page 391 to see a sample document.
342
Daily Tasks
Print the Document Register

When you finish printing your invoices, use Document Register from the Invoicing/Order Entry Reports Menu to print a list of all the documents entered. Although Print Documents is the only program that prints documents suitable for mailing to customers, the Document Register lists the same information but in report form. The Document Register lists documents entered. It can sort on documents by customer ID, a range of document numbers, or a date range.
Remember, the Document Register values orders on quantity ordered, and values invoices on quantity shipped. The register lists the merchandise, freight, sales taxes, and other charges entered for each document. It also lists the total entries made for each transaction type. For each document, the Document Register divides the transactions into the following four transaction groups: Transaction Group
Merchandise/Services Other Charges Freight Sales Tax
Transaction Type(s)
RE, RN, RS, SA, SN, SS AD, CR, MC, MD, PA, SC FR CI, CO, ST
Review the Document Register for errors. Check the information (document date and terms), the transaction information (merchandise, freight, and tax totals), and the customer information (name and ID). If necessary, return to Enter Invoice/Order/Quote to edit or cancel any incorrect documents; then, reprint the corrected documents and the Document Register.
343
Index
Purchase Orders
The Document Register summarizes this information for each document entered and then totals this information for all. It then calculates the total taxable, non-taxable, and gross transaction amounts entered for each transaction type. For tax transactions, the register calculates the total taxes entered and the total taxes refunded.
Inventory
Accounts Receivable
It can list unposted and posted invoices. It also lists service charges if documents were created when Apply Service Charges was run. It does not list the transactions entered through Enter/Change Transactions, Apply Payments, or Reconcile Open Credits.
Accounts Payable

Keep a permanent copy of this report as a record entries made. Your accountant can tell you how long you should keep this report. Refer to Menu Overview on page 391 to see a sample Document Register. Similar ReportsThe Accounts Receivable Transaction Register is similar to the Document Register, but this report includes transactions entered through Enter/Change Transactions, Apply Service Charges (even if invoices werent created), Apply Payments, and Reconcile Open Credits. Only the Document Register lists summary information exclusively for documents created by Invoicing/Order Entry.
Querying Documents
By querying your sales documents, you can see the detail of the document as it was actually printed.
1 2 3 4 5 6 From the Invoicing/Order Entry Processing Menu, select Enter Invoice/Order/ Quote (Doc). Enter Y or N for the PRINT DOCUMENT ALIGNMENT GUIDE prompt. When the Process Options menu displays, select Query Documents. Select the Document Type. You can select to query either current invoices, posted invoices, orders, or quotes. Choose whether you want to search by Document Number or Customer ID. Enter the document number you want to query.
You can look up a document by pressing 2. You can also use the 5 and 6 keys to view the previous or next documents.
Print the Inventory Activity Report

If you use both Invoicing/Order Entry and Inventory (and you have set the Invoicing/Order Entry module option, Use Inventory in Invoicing/Order Entry, to Y), then the sales and returns you enter into Enter Invoice/Order/ Quote can change your inventory. The Inventory Activity Report is the only record of these changes, so printing this report is an essential part of your Invoicing/Order Entry activities. Use Inventory Activity Report from the Invoicing/Order Entry Reports Menu to print this report. Make sure you print this report before you post invoices. Invoicing/Order Entry doesnt update Inventory until you post invoices, but posting invoices does clear the Inventory Activity Report. So, if you dont print this report before you post, you cant print it. The Inventory Activity Report lists the sale and return transactions for both stock and non-stock items entered into Enter Invoice/Order/Quote.
344
Daily Tasks
The report also lists the changes these transactions will make to Inventory when you post invoices as well as the estimated cost of and profit from each transaction. Sales and returns are listed in order by product ID, using these calculations to total the following information: quantity shipped quantity backordered (quantity ordered - quantity shipped) total cost total sales (item price x quantity shipped) percentage of profit (profit total sales)
Important: The cost on the Inventory Activity Report is estimated because it may change between the time you enter the invoice or order and the time you post. The estimated cost is the cost at the time you enter the invoice or order. If you are using LIFO, FIFO, or weighted average for your inventory, the cost may change by the time of posting. The latest cost is what transfers to General Ledger. When you print the final Inventory Activity Report for the period, keep a copy of the report. If you later discover problems with your inventory, this report can help you determine if the problems originated in Invoicing/Order Entry. Refer to Menu Overview to see a sample Inventory Activity Report.
Posting Documents
After you have printed your documents, and have printed the Inventory Activity Report, you must post transactions. Before you post transactions, you should back up. You can post the transactions you entered in Enter Invoice/Order/Quote to your customers accounts using Post/Convert Documents from the Invoicing/Order Entry Processing Menu. You can post all documents, or a range of documents ordered by document number or date. Before You StartIf you want to convert quotes to invoices or orders, select the Convert Current Documents section first. If you are using orders, posting the order will change it into a posted invoice. But before you post, make sure all the quantities orders are accurate, since you cannot edit an order after posting. For more information, see Converting Documents. Make sure you have entered and printed the documents you want and have corrected any errors. Make sure you have printed the Document Register and, if appropriate, the Inventory Activity Report because this program also clears the Document Register and the Inventory Activity Report.
345
Index
Purchase Orders
Inventory
Accounts Receivable
profit (total sales - total cost)
Accounts Payable

Entering TransactionsYou dont enter transactions into this program; Invoicing/Order Entry makes the transactions for you. It posts all the transactions from the current documentsincluding those generated automaticallyto your customers accounts in a consolidated form. Correcting ErrorsOnce you have posted, you cannot change or cancel the documents. To correct errors to documents, you must enter offsetting and correcting transactions in Enter/Change Transactions. Refer to Enter Transactions for more information on these transactions. You can reprint posted invoices, unless you select the Delete Previously Posted Invoices selection while running Post/Convert Documents. If you delete a posted invoice, you cannot edit or reprint the invoice. (Voided documents are automatically deleted when you post.) In Inventory, Post/Convert Documents updates your inventory item information with the quantity shipped like this: for a sale, increases # Sold and decreases Quantity on Hand for a return, increases # Returned and the Quantity on Hand
In A/R, posting invoices updates your customers account balances and invoice balances with the transactions entered into Enter Invoice/Order/ Quote and listed on the invoices. The quantity shipped can never exceed quantity on hand if the Negative Quantity is set to N in Maintain Inventory Items. About BackordersThere are two types of backorders: Backordered InvoicesThese are created when you post an invoice and the quantity ordered exceeds the Inventory quantity shipped. Backorders (Backordered Orders)These are created when you post an order and the quantity ordered exceeds the Inventory quantity shipped.
Warning
If you have Neg. Quantity set to N in Maintain Inventory Items, we strongly recommend that you post invoices before orders to ensure that they post correctly. Posting an order that exceeds the quantity on hand may reduce the quantity available to less than zero, which would prevent you from being able to post your invoices, since the quantity shipped for invoices can never exceed the quantity available.
346
Daily Tasks
A backordered order updates the pending field for amounts for Accounts Receivable and the pending field for quantity for Inventory by the amount ordered. When you edit a backordered order or invoice, it becomes a current order or invoice that can then be posted. You can change the number of the order or invoice so that it is not the same as the original invoice. This will prevent you from confusing customers with two different statements with the same invoice number. For Backordered orders, the default in the quantity shipped field is the quantity available. You can override this default with the quantity ordered. When the rest of the shipment arrives, you can post the backorder without having to edit it again. Posting Documents that are on Hold or for Customers on HoldAny invoices or orders on hold will not be posted. However, if the invoice or order is not on hold, but the customer is on hold, the invoice or order will be posted and a message will be placed on the control report. This situation can happen if you place the customer on hold after you enter an invoice or order entry, but before you post the invoice or order entry. After You Are FinishedThe control report prints. This shows you the status of the customers, the backorders created, the amount posted, and the amount not posted due to the document being on hold. After youve posted, you should print the Inventory Backorder Report.
Now you can easily make changes to invoices you have already posted. Instead of going through the process of manually adjusting your invoicing and receivables, simply unpost the invoice (or range of invoices) you want to edit, make your corrections and repost. You can even unpost an invoice that has had payments applied to it in Accounts Receivable. The menu option to Un-Post Invoices is available in Post/Convert Documents and Enter Invoices. When you select N-Unpost Sales Invoices you will see prompts similar to those in P-Post Current Documents. Youre asked for the beginning and ending range of invoices to unpost. After you make your selection, Peachtree will print out an Unpost Control Report and reverse the pending fields in Inventory and A/R. Peachtree will also create adjusting entries in A/R and Inventory.
347
Index
Purchase Orders
Inventory
Unpost Sales Invoices
Accounts Receivable
Accounts Payable

Answering Commonly Asked Questions about Unposting Invoices: Q: I see a transaction from S/I in my A/R Query but I can't unpost it? Why? A: Although you may see the transaction in A/R, if you have deleted that invoice from the posted invoice file SUN does not have the information necessary to unpost it. You cannot unpost an invoice that has been deleted from your system. Q: What happens when I unpost an invoice that has Payments on it? A: If the payment was entered in S/I, then that payment also gets "unposted" and will appear on your current invoice, and will also be reflected in the A/R pending fields. If the Payment was entered in A/R, that payment will still exist in A/R, but will not have a sale transaction to offset until the invoice is reposted. Therefore, we DO NOT advise running reconcile open credits while you have unposted invoices that had payments applied to them. Q: How does this affect my Sales Commission Reports? A: When you unpost an invoice any commissions paid on that invoice will be reversed on the next SCR commission report. Please note that SCR will calculate the commission reversal based on your current settings. We recommend that you verify that your SCR settings are the same when you Post and Unpost invoices. Q: What will my statements look like? A: Statements will look similar to the Query. You will see the original transaction as well as the reversal. If you Post the invoice again you will then see that transaction on the statement as well.
Print the Inventory Backorder Report

After you have posted documents, you should print the Inventory Backorder Report to help you track inventory items that have been ordered but not shipped. Use Backorder Report from the Invoicing/Order Entry Report menu to print the report. You do not have to use Inventory to print this report. The Invoicing/Order Entry Backorder Report lists information about document items (except quotes) that were sold through Enter Invoice/ Order/Quote but that couldnt be shipped. The report does not list all the sales entered, just those that have a smaller quantity shipped than a quantity ordered. The items can be either stock or non-stock items.
348
Monthly Tasks
Reconcile Open Credits
As you receive inventory, check this report to see if you received inventory items that were backordered. When you receive backordered items into Inventory, use this report to determine how many units should be sold (in Enter Invoice/Order/Quote) and shipped to customers. The report provides all the information you need to process a backorder. It lists the item ordered (including the Inventory product ID and item description), the document number and date, the quantity backordered, the current quantity available, and the unit cost of the item. With this information, you can enter an invoice for the items. For each item on the report, Invoicing/Order Entry calculates the quantity back-ordered (Quantity Ordered - Quantity Shipped). Invoicing/Order Entry also totals the number of items listed and the number of items backordered. When you are finished, keep a copy of the final Backorder Report printed in the period. Refer to Menu Overview to see a sample Backorder Report.
Monthly Tasks
For a checklist, refer to theA/R and Invoicing/Order Entry Task Checklists on page 306. Although we call the tasks described in this section monthly tasks, you dont necessarily perform them once every month. You may perform statement activities more frequently than every 30 days; you may close your accounting period less frequently. The tasks that make up the different monthly activities explain how often your company should perform each task. Before you complete any of the monthly activities, make sure you have completed all your daily tasks. Make sure youve entered all your invoices, transactions, and payments. In particular, make sure youve corrected any transaction errors. If you complete your monthly activities with uncorrected transaction errors on your customers accounts, you could send out incorrect customer statements or pay the incorrect sales tax amount. In addition, once you close your accounting period, you may post incorrect journal entries to your general ledger. So, make certain the customer transactions you entered during the month are accurate.

Open credits can now be applied in whole or in part to one or more invoices presenting you with a clear picture of when credits were issued and for how much. You can select open credits and apply them in whole or in part to one or more invoices.
349
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

From the Accounts Receivable Processing Menu, select Reconcile Open Credits.
A/R allows you to reconcile open credits for all customers or for a range of customers.
2 Select either All Customers or Selected Customers.
You can reconcile credits manually or automatically. When you reconcile credits automatically, A/R applies the open credit to invoices based on the invoice number. It applies credits to invoices with the lowest invoice number until all the credit has been applied. When you reconcile credits manually, you can either select to which invoice a credit should be applied or have A/R select for you.
3 4 5 Select Review Each Customer to reconcile credits manually. Select Apply Credit to Specific Invoice. Enter the invoice number. Press 2-Lookup to see a list of valid invoices to select from.
The amount of credit to apply can't be negative, zero, greater than the amount of the open credit, or greater than the invoice amount. If the open credit amount is smaller than the invoice amount, then the open credit amount will be the default. If the invoice amount is smaller than the open credit amount, then the invoice amount will be the default. Press escape to return to the Invoice # prompt.
6 7 Enter the amount of credit to apply. Accept Y to apply the credit or enter N to return to the Invoice # prompt without applying the credit.
The credit amount is applied to the selected invoice.
Statement Activities
Statement activities are the tasks you must perform to send your customers their statements. They include aging your customers accounts and applying service charges. Youll perform these activities as often as you need to send statements which is usually once an aging period. You specified the length of your aging period in the module option, Aging Period Length. For example, if the length of your aging period is 30 days, youll perform statement activities once a month. But, if the length of your aging period is 120 days, youll perform these tasks once a quarter.
350
Monthly Tasks

After you age your Balance Forward customers and before you apply service charges, you must reconcile any credits outstanding on your Regular customers accounts. You dont need to reconcile open credits for Balance Forward customers because A/R carries forward only an account balance for these customers when you close the period. Use Reconcile Open Credits from the A/R Processing menu to apply open credits to outstanding, unpaid invoices for Regular customers. But be sure to back up first. To ensure that all credits are reconciled, make sure you select all customers. An open credit is any invoice whose balance is less than zero. Reconcile Open Credits redistributes the credit amounts to debit invoices. You are asked to choose between several options while running Reconcile Open Credits. You can choose to select: All Customers or Selected Customers If you select All Customers, A/R will reconcile open credits for all customers. If you select Selected Customers, A/R will reconcile open credits for the customers you select. You can use the [F2 LOOKUP]. If you dont select a customer, A/R doesnt review his account. If you select a customer who doesnt have both open credits and open invoices, then A/R displays a message to that effect. Automatic or Review Each Customer If you select Automatic, A/R applies open credits in invoice number sequence (from lowest invoice number to highest invoice number with an unpaid balance) until all credits have been distributed. If you select Review Each Customer, you must also select either Apply Credits to Specific Invoice or Apply Credits in Invoice Number Sequence. If you choose Apply Credits to a Specific InvoiceYou apply credits manually by selecting the invoices to which credits should be applied. (Invoices that offer early payment discounts have an asterisk (*).) You continue to select invoices until all credits have been applied. Apply Credits in Invoice Number SequenceA/R applies credits automatically to invoices (from lowest numbered invoices to highest number invoices) until all credits have been distributed.
351
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Although you may select the invoices to which credits should be applied, you dont actually make any transactions. A/R makes all the transactions for you. If you review a customers account after you reconcile his open credits, you will see the additional debit and credit transactions made by Reconcile Open Credits. For example, before you reconcile open credits, a customers account contains the following transactions: Invoice Number
0 2700
Transaction Type
CR SA EP PA SA SA
Debit Amount
Credit Amount
110.00
Invoice Balance
-110.00
500.00 50.00 500.00 75.00 325.00 -50.00 75.00 325.00
2720 2725
The customer has a total of $160.00 in credits$110.00 in an open credit and a $50.00 credit balance on invoice 2700.
352
Monthly Tasks
After you reconcile open credits, the account contains these transactions: Invoice Number
0
Transaction Type
CR OCR CREDIT OCR DEBIT
Debit Amount
Credit Amount
110.00 50.00
Invoice Balance
160.00 500.00 50.00 500.00 50.00 75.00 75.00 325.00 85.00
0.00
2700
SA EP PA OCR DEBIT
0.00
2720
SA OCR CREDIT
0.00
2725
SA OCR CREDIT
240.00
Notice that, after running Reconcile Open Credits, none of the invoices has a credit (negative) balance. Notice, also, the OCR Debit and OCR Credit transactions. These transactions are internal credits and debits that A/R uses to reconcile open credits. Although they do appear on customer statements, once you run Close Current Period, they disappear from the customers account and are not transferred by General Ledger. In this example, the OCR Debit to invoice 2700 (for $50.00) closes the invoice; the OCR Credit to invoice 0 (for $50.00) balances this transaction. The customer now has a total of $160.00 in open credits (those credits assigned to invoice number 0). The OCR Debit to invoice 0 (for $160.00) closes the open credits. To balance this transaction, A/R makes two credit transactions: the OCR Credit to invoice 2720 (for $75.00) to close the invoice and the OCR Credit to invoice 2725 (for $85.00). Correcting ErrorsIf you apply a credit to the wrong invoice, you must correct the error through Enter/Change Transactions. To offset an OCR Credit, enter a miscellaneous debit (MD) for the same transaction amount. Then, enter a miscellaneous credit for that amount to the correct invoice.
353
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Apply Service Charges

Before you print your customer statements, you can apply service charges to your customers accounts. Use Apply Service Charges from the A/R Processing Menu to apply service charges to customers accounts based on the service charge options you selected in Maintain A/R Options. First though, you should make a backup. Make sure you have entered all the transactions that occurred in the accounting period and have posted your orders and invoices. Also, make sure that you have set the A/R module option, Type of Customers, to 1 (Balance Forward), 2 (Regular), or 3 (Both Balance Forward and Regular). You cannot use Apply Service Charges if you have set Type of Customers to 0 (None).
Starting and Ending Dates
Apply Service Charges uses the starting and ending dates you enter for average daily balance service charge calculations. For ending balance calculations, A/R uses the ending date you enter. Enter the last day of the current period for Ending Date. Enter the first day of the period for Starting Date. If you enter a starting date that is earlier than the ending date you used the last time you ran Apply Service Charges, A/R only applies services charges from the day after the last ending date to the current ending date. For example, last period, you used 3/31 for your ending date; this period, you use 3/25 for your beginning date and 4/25 for your ending date. A/R calculates service charges from 4/1 to 4/25.
Note
If you enter a sale and a corresponding payment for a customer on the same day, make sure the due date of the sale is the same as the transaction date on the payment. This ensures that both the sale and payment recorded correctly. If, however, you have never applied service charges on an invoice and the due date of that invoice is between the last ending date and the current beginning date, then A/R does calculate service charges on the invoice. In the example, if you had an invoice on which service charges have never been calculated and the due date of that invoice is between 3/25 and 3/31, then A/R calculates service charges on that invoice.
Performing a Trial Run
Apply Service Charges allows you to perform a trial run before you actually perform a final run to apply the service charges. For a trial run, A/R calculates service charges and prints the control report but doesnt actually apply service charges to any accounts.
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The first few times you use Apply Service Charges, you should perform a trial run before you perform the final run. You have the option to review account and service charge information for each customer who is subject to a service charge. If you find during the review that the service charge amount to apply to the customer is incorrect, you can change it by entering C at the ACCEPT (Y/N/ C) prompt. This places the cursor in the Service Charge Amount field, where you can enter the new amount and press e. The cursor returns to the ACCEPT (Y/N/C) prompt. If you enter N, the changed service charge amount is not saved, and the next customer displays. You can also review the control report for the trial run to make sure the service charge calculations are correct. When youre satisfied with the trial run, perform a final run.
Performing a Final Run
For a final run, A/R calculates the services charges and applies them to customer accounts. In addition, you Create InvoicesThis option appears only if you have activated Invoicing/Order Entry and are performing a final run. If you select this option, A/R creates a service charge invoice for each customer charged a service charge. The service charges appear on the customer statements, the Transaction Register and the Query Customer Accounts Report. To print the invoices, use the Invoicing/ Order Entry Processing program, Print Invoices. All Customers, Bal Fwd Only, or Regular OnlyThis option displays only if you answer Y to Create Invoices. It determines which sorts of customers receive invoices. The types not selected get transactions.
Correcting Errors
1 2 3
Select Enter/Change Transactions from the Accounts Receivable Processing menu, and then Edit Transactions from the Process Options menu. Enter the customer ID. Enter the invoice number to which to apply the service charge.
You can use the 2-Lookup key to see a list of invoices.

4 Enter a service charge transaction for the correct amount.
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Purchase Orders
To change a service charge already applied to a customers account, you can edit the transaction through Enter/Change Transactions.
Inventory
Accounts Receivable
Accounts Payable

Print Service Charge Invoices

Service charges always display on customer statements. If you use Invoicing/ Order Entry, you can also print separate service charge invoices. After Apply Service Charges finishes, use Print Documents from the Invoicing/Order Entry Reports Menu to print these invoices. Refer to Print Customer Documents for more information. If you want a list of the service charges you levied during the month, print a Document Register. Use Document Register from the Invoicing/Order Entry Reports Menu to print this list. Refer to Print the Document Register for more information.
Post Invoices
After you have printed your service charge invoices, you must post these invoices so the service charge information will appear on the customer statements. Use Post/Convert Documents from the Invoicing/Order Entry Processing Menu to do this. Refer to Posting Documents on page 345 for more information.
Customer Statements
As the last task in your monthly statement activities, use Customer Statements from the A/R Reports Menu to produce statements for your customers. If you want, you can modify the customer statement to suit your needs. See Gathering Customer Statement Information in Controlling How A/R and Invoicing/Order Entry Work. Customer statements summarize your customers accounts so your customers know how much they owe you. For Regular customers, a statement lists open invoices and current invoices. For Balance Forward and Temporary customers, a statement lists current invoices as well as a balance forward from the previous period.
Customer Statements include a cumulative balance with each transaction. The Balance column in the A/R customer statements calculates a running balance of transaction activity. This running balance will accumulate for all three types of customers: regular, balance forward, and temporary. The balance is zeroed out for each new statement. It will display on standard statements, as well as custom statements that are set up to display the Balance column.
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Also, the Date-Sensitive Customer Statement option can make it simpler for your customers to pay you. Peachtrees Date-Sensitive Transfer to G/L allows you to enter next months transactions before you close. DateSensitive Customer Statements allows you to suppress next months transactions from customer statements. For example, when printing statements, you will be prompted for an exclusion date. Transactions entered after the exclusion date will be suppressed. The statement will reflect only those transactions dated before the exclusion date. The exclusion date will default to the end of the current month. Pressing at the Exclusion Date field will select all current transactions, regardless of the date the transactions were entered. In addition, the statements list account aging information for customers whose accounts are past due based on the Statement Aging Date you enter in Customer Statements for this aging information. When entering that date, enter the last day of your A/R period. You can print any combination of the following statement options: a statement message up to 75 characters long (you have the option of saving this message so it displays as the default message the next time you print statements, or simply leaving it blank) the dunning messages you entered in your A/R module options statements for all your customers or for a range of customers
Customer statements are designed for mailing with window envelopes and can be printed in customer ID or customer class order. The amount of detail A/R lists for each invoice on the statement depends on whether you choose to consolidate A/R transactions. You are asked if you wish to consolidate when you run this report. The choices are Y, N, and A NIf you dont consolidate your A/R transactions, A/R lists all the transactions of an invoice.
AIf you enter A, all prior period and current period transactions are consolidated.
This report also allows you to print zero balances in two ways: Selecting Y at the Zero Balance prompt will print all zero balance accounts, including those with no activity. Selecting A at this prompt prints all zero balance accounts, excluding those with no activity. 357 Index
Purchase Orders
YIf you do consolidate your A/R transactions, A/R lists detail on all the current period transactions and consolidates all prior period transactions into a single Prev. Balance transaction that summarizes the debits and credits made on that invoice.
Inventory
Accounts Receivable
Accounts Payable

The following A/R reports list some of the information that displays on customer statements: Query Customer Accounts lists the invoice activity information for a customer but doesnt provide aging or invoice balances. The Aged Receivables Report lists the balance of each open invoice, the aging for that invoice, and a summary of the customers account aging. However, this report doesnt list individual invoice information. The Transaction Register Report lists invoice activity, the debit and credit totals for each invoice, and invoice balances. However, this report doesnt provide aging information.
Printing Customer Statements

With Customer Statements you may: Select statements based on Account Type, Customer Class, ID, Name, Min/Max Balance, Past Due Balance or Invoices In Date Range. Sort statements by Customer ID, Name, Class or custom lookup field. Sort invoices by number or date, sort transactions by date or type, or consolidate transactions without closing. Print Early Payment Discount Message, Body Message, and Payment Recap. Customize Aging Buckets, and then print only if Dunning Messages = Yes or if the customer has a Past Due Balance.
To use Enhanced Customer Statements, do the following: Select Customer Statements from the Accounts Receivable Reports programs. If you want to use the regular Peachtree statements, select Standard or Custom formats. If you want to use Enhanced Customer Statements, select Enhanced format. The Enhanced format selections do not affect the Standard or Custom statement formats, nor do the customized statement options in the A/R maintenance programs affect the Enhanced format.
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After selecting Enhanced Statements, you will see the window that displays the current settings and menu options for customizing statements. The first menu option, Statement/Aging Date, will change the date printed on each statement and set the date to age transactions. Selection Criteria restricts which statements to print using the current settings, and Sort Criteria sorts the selected statements before printing. With Statement Contents, you can modify how information is printed on statements, as well as add messages and other detail to statements. Print Statement option allows you to print an alignment guide, all statements, or statements for individual customers. By pressing 1, you access the F1-Help option that can be used at any time for detailed information regarding the current onscreen option. Pressing 7 to access the F7-Import/Xport option can be done to save and retrieve your settings to a file on disk. 0 and s-0 will take you back to the Peachtree program menus. Enhanced Statement Options Detail
D Statement/Aging Date
S Selection Criteria
After choosing Selection Criteria, you will see menu options for choosing which statements to print. You can choose multiple selection criteria or only one selection criterion. If you select multiple criteria, each customer must meet all criteria before his or her statement will be selected to print. The following options are available for selection criteria: Customer Balance If you select B Customer Balance, you will be prompted to enter a minimum and maximum balance range. Each amount can be positive or negative, to limit printing for customers with or without credit balances, for example. The maximum amount must be greater than the minimum amount. If the balance range includes zero, you will also be asked if you want to print zero balance statements. You can answer Y to print all zero balance statements, N to not print any zero balance statements, or A to print zero balance statements if there is current period account activity.
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Purchase Orders
Inventory
Select Statement/Aging Date to change the date printed at the top of each statement or to change the date used to determine the aging of transactions on the statement.
Accounts Receivable
Accounts Payable

Invoice Activity If you select A Invoice Activity, you will be prompted to choose A All Customers, P Past Due Customers, or I Invoiced Customers. If you select P Past Due Customers or I Invoiced Customers, you will be prompted to enter a number of days past due or a number of days for invoice activity. For Regular type customers, the due date of debit transactions will be used to determine if the customer has a past due balance. The invoice date will be used to determine if there has been invoice activity. Fully paid invoices will not be used to determine if the statement should print. Balance Forward and Temporary type customers will be selected based on aging bucket balances only. If you want all customers to be printed regardless of whether they are past due or invoiced in a certain period of time, select All Customers. Account Type You will be prompted Y or N for each type of account: Regular, Balance Forward, and Temporary. Customer ID You can select All Customer IDs or enter a Range of Customer IDs. When selecting Range, you can use 2 to look up and select Customer IDs. You are required to enter valid Customer IDs for the beginning and ending range. Customer Class You can select All Customer Classes or a Range of Classes. If you select a Range of Customer Classes, your beginning and ending range will not be validated. Customer Name You can select All Customer Names or enter a Range of Customer Names. If you select a Range, your beginning and ending entries will not be validated.
T Sort Criteria
After selecting Sort Criteria from the main Statement Options menu, you will be able to choose from one of these options for sorting statements before printing: I Customer ID N Customer Name C Customer Class
If you select any option other than I Customer ID, statements will be sorted by Name or Class. Then, if any are the same, they will be sorted again by Customer ID. If you have Enhanced Customer Lookups, you will have the additional option of sorting statements by a custom lookup field, such as ZIP Code, Phone Number, or whatever custom lookup field you choose.
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C Statement Content
After selecting Statement Content, you will see these menu options that will allow you to customize the information printed on statements: A Aging Options B Balance Column Z Zero Balance Items I Invoice/Trans Options M Statement Messages R Payment/Final Recap
You can change the default settings for any of the Statement Contents options and then save the settings as the new default using F7-Import/Xport. This list explains details for each option. Aging Options After selecting A Aging Options, these choices will display: P Aging Print Options R Regular Aging Buckets B B/T Aging Buckets
The first selection, P Aging Print Options, allows you to select when to print Aging Buckets on statements. You can choose always to print Aging Buckets, never to print Aging Buckets, to print only when customer has a past due balance, or to print only when customer has a past due balance and Print Dunning Messages is set to Yes in the customer record. The option for R Regular Aging Buckets allows you to customize the length of each aging period and change the text that prints above each aging bucket for Regular type customers. When this option is selected, your window will display a box like this:
For Days Past Due, you can enter a positive or negative number for each bucket, but the number in the second column must be greater than the number in the first column, and so on. You are not required to make each bucket the same length as the previous bucket.
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Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

For Bucket Heading, you can enter up to eight characters of text for each line of each bucket. After making changes to the Regular Aging Buckets, press 0 to return to the Aging Options menu. If you select B B/T Aging Buckets from the Aging Options menu, you will be offered a window similar to the Regular Aging Buckets window, but it will be used for Balance Forward and Temporary type customers. You will not be able to change the length of the Days Past Due since transaction detail is not saved for Balance Forward and Temporary customers. The length of the aging buckets for Balance Forward and Temporary customers will be determined by the aging period length in your Accounts Receivable Options file. Balance Column You can select to print the total of each transaction in the balance column on the statement. You can also choose to print a running balance, which subtotals each line with the previous balance on the statement, as in this next example:
INVOICE DATE TERMS OR REF CODE BALANCE -------------- ------------ ------ -------002301 02/28/04 SA 100.00 012345 01/15/04 SA 600.00 012345 01/15/04 FR 625.00 012345 02/10/04 PA 475.00 012345 02/17/04 PA 325.00 022749 02/12/04 SA 825.00 022749 02/17/04 EP 10.00 815.00 022749 02/17/04 PA 325.00 --- -------1125.00 325.00 -800.00 DEBITS CREDIT ----
-------100.00 500.00 25.00
-150.00 -150.00 500.00 -490.00 -------- -----
Zero Balance Items You can choose to suppress or to print current invoices that have a zero balance. In the previous example, invoice number 022749 has a zero balance and is being printed. If you choose to suppress zero balance invoices, this invoice number would not show up on the statement.
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Invoice/Trans Options When this option is selected, you will notice these menu options:
When you select S Invoice Sort, you will be prompted to sort invoices by Invoice Number or by Invoice Date. If you sort by Invoice Date, the date of the first debit transaction (SA, MD, FR, etc.) will be used to determine how to sort each invoice. In the previous example, invoices were sorted by Invoice Number. If they were sorted by Invoice Date, they would appear like this:
INVOICE DATE CREDIT BALANCE ---------------- -------012345 01/15/04 500.00 012345 01/15/04 525.00 012345 02/10/04 375.00 012345 02/17/04 225.00 022749 02/12/04 725.00 022749 02/17/04 10.00 715.00 022749 02/17/04 225.00 002301 02/28/04 325.00 --- -------1125.00 325.00 -800.00 TERMS OR REF CODE ------------ ---SA FR PA PA SA EP PA SA 100.00 -------- ----500.00 -490.00 DEBITS
500.00 25.00 -150.00 -150.00
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Purchase Orders
Inventory
--------
----
Accounts Receivable
When you select D Date On Statement, you can choose to print the Invoice Date or the Due Date in the Date column on the statement, whichever you prefer. If you select Due Date, the column heading on the statement will be DUE DATE instead of DATE.
Accounts Payable

With T Transaction Sort, you can sort transactions for each invoice by Transaction Date or Transaction Type. The standard Peachtree statement sorts transactions by type, which prints PA before SA. If you want the oldest transaction printed first, such as the Sale before the Payment, choose to sort transactions by Transaction Date. In the previous example, transactions have been sorted by Transaction Date instead of Transaction Type. The options for C Trans Consolidation will allow you to print one line on the statement for each transaction, as shown in the previous example, or you can consolidate and print one line per invoice, as this example shows:
INVOICE DATE CREDIT BALANCE ---------------- -------012345 01/15/04 225.00 022749 02/12/04 225.00 002301 02/28/04 100.00 --- -------1125.00 325.00 -800.00 TERMS OR REF CODE ------------ ---DEBITS -------525.00 500.00 100.00 -------- --------
-300.00 -500.00
If you choose to consolidate detail to print one line per invoice, you will be asked if you want to consolidate invoice #0. If you answer No, the statement will print every transaction for Invoice #0, but consolidate all other invoices. If you answer Yes, every invoice will print one line per invoice number.
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Payment/Final Recap When you select this option, you will choose from these prompts:
The Final Recap is a report showing all the current statement option settings. It will print at the end of the statement run when Print All Statements is selected. It will not print if you select Print One Statement from the Print Statement options. Purchase Orders Index The Payment Recap reprints the payments received for customers on their statement. If you answer Yes to print a Payment Recap, you can choose to print a Summary Recap or Detail Recap. A Summary Recap lists each check received and the amount received, as shown here:
PAYMENT RECAP: 02/10/04 150.00 02/17/04 640.00 ========= Total Payments Received Thank you: 790.00 CK #20690 PA CK #3045 PA -
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Accounts Receivable
Accounts Payable

If you choose to print a Detail Recap, each invoice paid by each check will be listed, as in this example:
PAYMENT RECAP: Payment received 02/10/04 CK #3045 150.00 Applied to Invoice Date Amount *012345 01/15/04 -150.00 Payment received 02/17/93 CK #20690 640.00 Applied to Invoice Date Amount 012345 01/15/04 -150.00 *022749 02/12/04 -490.00 ---------640.00 ========= Total Payments Received Thank You: 790.00 * Invoice paid in full, not shown above. -
If zero balance transactions are suppressed, a paid invoice may not be listed on the statement, but it will be included in the Payment Recap, with the special notation, as shown in this example for invoice 022749. After selecting the type of recap to be printed, you will see these menu options:
You can print a recap for All Payments, payments for a Number Of Periods or Number Of Days. If you are keeping historical detail in A/R, you can print payments for unclosed transactions from up to 99 previous periods, if they are available in the historical detail files. If you are not keeping historical detail, only the current period payments will be included in the Payment Recap. If you print statements more than once a month, you can use the Number Of Days option to print a Payment Recap only for payments received in a certain period of days from the aging date.
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Statement Messages After choosing this option, you can then choose from these next menu options for printing messages on statements:
EARLY PAYMENT DISCOUNTS: Discounts are available for the following invoices if paid early. Past Due invoices must be paid prior to taking any discounts. 012345 Pay By 02/31/04 & Deduct: 012346 Pay By 04/15/04 & Deduct: 012347 Pay By 02/01/04 & Deduct: -0.26 -6.50 -5.00 ======= -11.76
PAST DUE -------0
TOTAL DUE:
Early Pay Discount: 11.76 OVER 60 PAST DUE OPEN CR ========== -------- -------590.92 512.93 -85.25 ==========
If Paid By 02/01/04:
If you choose to print a summary, only the Early Pay Discount amount below the Total Due will print. You will not be prompted to enter a four-line message. If you select D Dunning Messages from the menu option, you will be asked if you want to print dunning messages for customers that have the Dunning Message flag set to Yes. The message printed on the statement is set up in the A/R Options file and may be either extended or short.
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Inventory
1 30 ========== CURRENT PAST DUE 602.68 -------- -------========== 100.00 -10.25
31
60
Accounts Receivable
If you select E Early Payment Discount, you can choose between a detailed message or a summary message. If you choose Detail, you can enter a four-line message that will print at the bottom of the statement, followed by each invoice that has a discount available and the exact amount available. Below the Total Due, the total amount of discount available will be reprinted, as shown in the next example:
Accounts Payable

If you select S Statement Message, you will be prompted to enter a oneline message that can be up to 75 characters long. This message will print in the header section of the statement below the customer information. After you have entered the message, press 0 to go back to the Statement Messages option box. You will have another option under Statement Messages called Body Message. If you select Body Message you will be prompted to enter a threeline-by-75-character-long message. This message will print in the body of the statement, between the early payment discount message and dunning messages or aging buckets.
EARLY PAYMENT DISCOUNTS: Discounts are available for the following invoices, if paid early. Past Due invoices must be paid prior to taking any discounts. 012345 Pay By 02/31/04 & Deduct: 012346 Pay By 04/15/04 & Deduct: 012347 Pay By 02/01/04 & Deduct: -0.26 -6.50 -5.00 ======= -11.76
This is a body message. It prints 3 lines by 75 characters. It can be used for things like announcing new products, policies, specials, or any other message you might want to put on your statements. 1 30 ========== CURRENT PAST DUE 602.68 -------- -------========== 100.00 -10.25 11.76 OVER 60 PAST DUE OPEN CR ========== -------- -------590.92 512.93 -85.25 ========== 31 60 TOTAL DUE:
PAST DUE -------0
Early Pay Discount:
If Paid By 02/01/04:
F7 Import/Xport After adjusting the Statement Dates, Selection Criteria, Sort Criteria, and Statement Contents, you can save your statement settings for future use by using F7-Import/Xport. This function key is available from the main Statement Options menu and will allow you to save/retrieve your settings to a file or as the default for every time you print.
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When you press F7-Import/Xport, you will see this list of options:
If you select D Save As Defaults, the current settings will be saved to a file and reloaded automatically every time you select Enhanced Statements. After you have saved the default settings, you can modify the statement settings for special statement runs and then reload the defaults by choosing R Reload Defaults from the Import/Export Options menu.
P Print Statements
After you select P Print Statements from the main Statement Options menu, you will see this menu: Inventory You can print an Alignment Guide, Print All Statements, or Print One Statement. If you select P Print All Statements, only those statements that match your Criteria Selection will be printed. If you select Print One Statement, you can print a statement for any customer, regardless of the Criteria Selection. Purchase Orders Index After you print statements, send each customer his statement and keep a copy as a summary of the customers account as of the statement date. Your accountant can tell you how long to keep statements. Refer to Menu Overview, to see a sample of a default Customer Statement. 369
Accounts Receivable
If you select I Import Options, or E Export Options, you will be prompted to enter six characters for part of the file name. The file name will begin with RA and have the extension .Txx, where xx represents your Company ID. After you enter a valid file name, your settings will be saved to a file for easy retrieval.
Accounts Payable

Age Balance Forward Customers

After you have completed other statement activities, you must age your Balance Forward customers accounts. Use Aged Receivables Report from the A/R Reports Menu to perform this task.
Note
If you plan on running Create G/L Journal Entries with a cutoff date, run this report immediately before or after Create G/L Journal Entries with the same cutoff date. After you enter the report date, A/R allows you to select the type of customer who will be listed on the report. To age balance forward customers, select Balance Forward customers. Then select Y to the UPDATE BALANCE FORWARD AGING prompt. Next enter an aging date. You can then list detailed or summary information for all or a range of your balance forward customers. For Balance Forward customers, the Aged Receivables Report calculates aging period balances for each customer listed and also totals this information for all customers listed. The report lists only the account balance for each aging period. It doesnt list information for specific invoices. When A/R ages a Balance Forward account, it simply transfers balances from one aging period to the next aging period. For example, based on a 30-day aging cycle, a customers Current balance becomes his 1-30 Past Due balance and his 1-30 Past Due balance becomes his 31-60 Past Due balance. Refer to Menu Overview, to see a sample of the Aged Receivables Report for Balance Forward Customers.

Sales tax activities are the tasks you must perform to process your sales taxes. They include printing the Sales Tax Summary clearing sales tax accumulators deleting deactivated sales tax codes
Whether you pay sales taxes every month or once a quarter, you should use Sales Tax Summary from the A/R Reports Menu to perform the sales tax activities every month.
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Print the Sales Tax Summary

The Sales Tax Summary lists the taxable and non-taxable sales for each state, county, and city assigned to a sales tax code. You can print the Sales Tax Summary as often as necessary, but you must print it once every period during your monthly sales tax activities. The Sales Tax Summary can accumulate sales and sales tax information for city tax (CI), county tax (CT), freight (FR), miscellaneous credit (MC), miscellaneous debit (MD), return (RE), sale (SA), and state tax (ST) transactions. If you use Inventory, it can also accumulate this information for non-stock sales and returns. Important: Credits (CR) and adjustments (AD) do not affect sales tax. Therefore, these transactions are not reflected in any column of the Sales Tax Summary report. The Sales Tax Summary prints sales and sales tax information for each state, county, and city assigned to a sales tax code in alphabetical order by state. When there is more than one sales tax code for the same state, they are placed in alphabetical order by county name and then, by city name. For example, if you use the following sales tax codes: Code
001 002 003 004
State
Georgia Georgia Georgia Alabama
County
Dekalb Dekalb Fulton Russell
City
Stone Mountain Decatur Atlanta
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Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Your Sales Tax Summary lists the sales tax and sales information in the following order: Code
004 002 001 003
State
Alabama Georgia Georgia Georgia
County
Russell Dekalb Dekalb Fulton
City
Decatur Stone Mountain Atlanta
You have the option of suppressing zero tax authorities on the report. Prior to printing the report you are asked if you want to print zero tax authorities. If you select N, the report will not print tax authorities with zero activity. For each sales tax code, it provides total state, total city, and total county amounts. Finally, the report lists the total city, county, and state sales taxes accumulated. It also lists city subtotals for all cities county subtotals for all counties state subtotals for all states total city sales taxes accumulated for all cities total county sales taxes accumulated for all counties total state sales taxes accumulated for all states
Clear the Sales Tax Accumulators

Sales Tax Summary accumulates sales tax information until you clear the sales tax accumulators. Each time you print the Sales Tax Summary, you can select to clear the state, county, city, or all accumulators. After you have printed your final Sales Tax Summary, the report from which youll pay your sales taxes, you can clear the sales tax accumulators. Make sure you clear the sales tax accumulators only as often as your monthly tasks require and only after you review the report. Depending on how often you clear the sales tax accumulators, the report lists either the sales taxes accumulated during the month or the sales taxes accumulated during the quarter. If you pay sales taxes every month, clear the accumulators after you print the monthly Sales Tax Summary.
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If you pay sales taxes every quarter, clear the accumulators either Every MonthIf you want the Sales Tax Summary to list only the sales taxes accumulated during the month, then clear the accumulators during your monthly activities. Using this method, you would add the tax totals from each months Sales Tax Summary to pay your sales taxes. For example, to pay your First Quarter sales taxes, you would add the tax totals from the January, February, and March Sales Tax Summaries. Every QuarterIf you want the Sales Tax Summary to list the sales taxes collected since the last time you paid sales taxes, clear the sales tax accumulators at the end of your quarter. Make sure you have printed the final Sales Tax Summary for the quarter before you clear the accumulators. Using this method, each Sales Tax Summary you print during the quarter supersedes the previous report. So, you need to save only the last report printed. For example, when you print the February Sales Tax Summary, it lists the sales taxes charged in January and February. So, you can discard the January report. Then, when you print the March report it lists the sales taxes charged during the entire first quarteryou can discard the February report.
After you print the Sales Tax Summary and clear the sales tax accumulators, A/R allows you to delete all deactivated sales tax codes. Since you cannot selectively delete these codes, you may want to review your sales tax codes first. If necessary, use List Sales Tax Records to print a list of these codes. You may find that you need to activate a deactivated code to make certain sales tax adjustments. Make sure you follow these steps to remove sales tax codes because once you select to delete deactivated codes, A/R will delete all deactivated codes.
1 2 3 4 5 6 Make sure none of your customers are assigned the codes. Use Maintain Sales Tax Records to deactivate the sales tax codes. Use Sales Tax Summary to print a Sales Tax Summary. Review the summary, make sure all the tax information for the deactivated codes is correct. If required by your sales tax schedule, clear the sales tax accumulators. Delete all deactivated codes.
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Purchase Orders
Inventory
Delete Deactivated Sales Tax Codes
Accounts Receivable
Accounts Payable

When You Are Finished
Keep a copy of the Sales Tax Summary as an archive of the sales taxes paid. Your accountant can tell you how long to keep the reports. Refer to Menu Overview to see a sample of the Sales Tax Summary.

End of period activities are the tasks you perform to close your accounting period. They include archiving the transactions entered during the period, preparing your receivables information for your general ledger, printing end of period reports, and deleting old customers. You must perform these tasks at the end of every A/R accounting period.
Print the Final Transaction Register For The Period

Before you close the period, print the Transaction Register Report from the A/R Reports menu. The Transaction Register is an archive of the transactions you entered during the period. It lists, by customer ID, all the transactions entered during the current period including those transactions entered using Enter/Change Transactions Enter Invoice/Order/Quote Apply Payments Apply Service Charges
Before you print your final Transaction Register for the period, make sure you have entered all the transactions that occurred in the period including payments and credits. Also, make sure you have reconciled open credits, applied service charges, and posted invoices before you print the final register. If Keep Historical Detail is set to Y in Maintain A/R Options, you can enter beginning and ending cutoff dates to limit the detail on this report to the current period. Your accountant can tell you how long to keep the report. Refer to Print the Transaction Register under Daily Tasks for more information. Refer to Menu Overview, to see a sample of the Transaction Register and the Open Items Register reports.
374
Monthly Tasks
Print the Aged Receivables Report

Next, use Aged Receivables Report from the A/R Reports Menu to print an Aged Receivables Report before you close the period. The Aged Receivables Report provides both summary and detailed aging information for your customers as well as a list of each customers name and phone number which you can use for collection purposes. It also allows you to add the customers contact name, the invoice date, salesperson, and a comment. You may also age the report by either the invoice date or the due date. Before you print your final Aged Receivables Report for the period, make sure you have entered all the transactions that occurred during the current period. Make sure you have reconciled open credits and applied service charges. Each time you run Aged Receivables Report, A/R remembers the report date you entered. The next time you run this program, A/R compares your current report date to your previous report date. If the difference (in days) is less than the length of your aging period, A/R displays a warning message. You can either print the report or you can cancel the report. After you enter the report date, A/R allows you to select the information that will be listed on the report using the following report options:
list detailed or summary information for each customer selected for the customer type you select, print all of the customers or just a range of customers
The Aged Receivables Report calculates the current and aging period balances, total open credits, and total amount due for each customer listed then totals this information for all customers listed. For Regular customers, Aged Receivables Report compares the invoice due date to the aging date you enter. If the difference is less than or equal to the length of your aging period, then the invoice remains current. Otherwise, the invoice becomes past due. Open invoices are listed by invoice number. For Balance Forward customers, you can age your Balance Forward customers accounts or print their current aging information. The report lists only the account balance for each aging period. It doesnt list information for specific invoices. Refer to Age Balance Forward Customers under the Monthly Statement Activities for more information. Your accountant can tell you how long you should save a copy of the report as a record of the past due status for all your accounts. At the least, you should store a copy of the final Aged Receivable Report you print each period. Index
375
Purchase Orders
Inventory
list information for all customers, only Regular customers, or only Balance Forward customers
Accounts Receivable
Accounts Payable

Print the Past Due Report

Use Past Due Report from the A/R Reports menu to print the Past Due Report. The report lists names, phone numbers, and past due amounts for all customers whose accounts are past due. It can serve as your account collection list. If Keep Historical Detail is set to Y in Maintain A/R Options, you can enter beginning and ending cutoff dates to limit the detail on this report to the current period. You can print the Past Due Report as often as necessary during the period. Make sure you print a final Past Due Report as part of your monthly end of period activities before you close the period. When you print the final Past Due Report for the period, make sure you have entered all the transactions that occurred during the current period. Make sure you have reconciled open credits and applied service charges. You can select from the following report options: all customers or a just range of customers (by customer ID) list detailed or summary information for each customer selected
The Past Due Report calculates the total amount past due for each customer listed. It also calculates the total amount past due for all customers listed. The Aged Receivables Report is similar but slightly different. That report lists a customers current balance, his aging balances, and his total amount due. Like the Past Due Report, the Aged Receivables Report lists each customers name and phone number. So, you can use either report as a collection list. Since the report is a record of the past due status for all your accounts, you should store a copy of the final Past Due Report you print each period. Your accountant can tell you how long you should keep the report. Refer to Menu Overview, to see a sample of the Past Due Report.
Create G/L Journal Entries

Before you close the accounting period, use Create G/L Journal Entries from the A/R Processing menu to prepare your A/R transactions for end of period posting. Make sure you have printed both the Transaction Register and the Aged Receivables Report, and have posted your invoices and orders before using this program.
376
Monthly Tasks
Running the ProgramCreate G/L Journal Entries allows you to select a cutoff date through which the journal entries will transfer. If you use a cutoff date it is a good idea to run the Past Due Report, Aged Receivables, Transaction Register, and Open Items Register reports immediately before or after running this program with the same cutoff date. This gives you accurate information on what is being transferred to General Ledger. If Keep Historical Detail is set to Y in Maintain A/R Options, you can enter beginning and ending cutoff dates to limit the detail to the current period.
Note
There are three transfer options: List G/L TransfersThis option prints the G/L Transfers List. You can use this list to review all the current period individual receivables transactions. Consolidate G/L TransfersThis option consolidates your current period transactions by the G/L account number assigned to each transaction. As a result, after selecting this option, you have only a single debit or credit transaction for each G/L account number. This option also prints the Consolidate G/L Transfers List. This list contains the same information as the G/L Transfers List. If you want to see detail in your transfer, do not select this choice. Create G/L TransfersIf you use General Ledger, you must select this option to create the A/R summary journal and print the Create G/L Transfers List. If you didnt select the Consolidate G/L Transfers option, then this list contains the same information as the G/L Transfers List. If you did select the Consolidate G/L Transfers option, then this list prints only the consolidated transactions.
Depending on the options you select, these lists can contain the following information for your current period receivables transactions: the G/L account number assigned to the transaction the transaction source code (for use by G/L) the invoice number of the transaction the date of the transaction a description of the transaction including the transaction comment the transaction amount Purchase Orders 377 Index
Inventory
Accounts Receivable
If you want to keep a correct cash balance in General Ledger, you can create transfers as many times in a month as you need.
Accounts Payable

Use these lists to review your receivables transactions before you close the current period. Each of these reports sort your current period transactions by the G/L account number assigned to each transaction and, within each account number, by transaction date. The G/L Transfers List and the Consolidate G/L Transfers List also total the amount and the number of transactions with the same G/L account number. All these reports total the number of transactions processed, the total debits, the total credits, and the difference between the debits and credits. Similar ReportsThe Transaction Register lists all your current period transactions. However, this report lists them by customer rather than by G/L account number. After You Are Finished If you do use General Ledger, you can transfer this summary journal to G/L. If you dont use General Ledger, you can use these lists to post your A/R transactions manually to your company ledger. The transfer file is automatically deleted before you exit the file to save disk space.
Close the Current Period

After you create G/L journal entries and transfer the summary journal to G/L (if you use G/L), use Close Current Period from the A/R Processing menu to close the accounting period. This program closes out the current accounting period for both A/R and Invoicing/ Order Entry creates new data files for the next fiscal period and increments the generation number by one and assigns this generation number to the new data files clears the Transaction Register
If you have the module option Keep Historical Detail set to N, then A/R also discards transaction detail for closed invoices on Regular customers accounts. Transaction detail for open invoices and open credits remains available for the next period. If you have the Keep Historical option set to Y, Closed Current Period gives you the option of keeping closed detail transaction for a range of months and entering the date for when you wish to start keeping closed transaction detail. For Balance Forward and Temporary customers, the program calculates a net balance for the account and discards all transaction detail. For Temporary customers, A/R deletes the account if the account balance is zero and there is no current Peachtree Accounting activity.
378
Monthly Tasks
Close Current Period can also close out the current fiscal year and clear the Year-to-Date accumulators for each customer. However, you do not want to close the year at this time so dont select this option. Make sure you have entered all the transactions that occurred within the period, run Reconcile Open Credits, Apply Service Charges, and Post/ Convert Documents. In addition, print customer statements, the Sales Tax Summary, the Transaction Register, and the Aged Receivables Report. Finally, make sure you have aged your Balance Forward customers accounts. Close Current Period requires you to enter a period ending date. This date should be the last day of the accounting period. If you havent aged your Balance Forward customers accounts within 30 days of your period ending date, then A/R displays the following warning message: BALANCE FORWARD AGING HAS NOT BEEN UPDATED SINCE MM/DD/YY. CONTINUE (Y/N)? If you want to age these accounts before you close the period, enter N and return to Aged Receivables Report. If you want to close the period without aging these accounts, enter Y.
After you have closed the accounting period, you can use Maintain Customers from the A/R Maintenance Menu to delete old customers accounts before you begin using A/R and Invoicing/Order Entry for the next fiscal period. To delete a customer, his account must have a zero balance and cannot have open invoices. Follow these steps to delete a customers account: Bring all the customers invoice balances to zero. The customers account balance will also be zero. Run Close Current Period. If you have set the A/R module option, Keep Historical Detail, to N, A/R discards all the transaction detail on the account. Use Maintain Customers to display the customers account on your window. When the ACCEPT (Y/N/D) prompt displays, enter D to delete the account. If you have set Keep Historical Detail to Y, then A/R discards all transaction detail on the account.
379
Index
Purchase Orders
Inventory
Delete Old Customers For The Period
Accounts Receivable
Accounts Payable

Yearly Tasks
Refer to the Yearly Tasks in the A/R and Invoicing/Order Entry Tasks Checklists. The tasks described in this section are the activities you must perform to close the year in Accounts Receivable. Before you close the year, make sure you complete all your daily tasks. Refer to Daily Tasks on page 309 for more information on those tasks. Make sure you send your customers their statements before you close the year. Refer to Monthly Tasks for more information on statement activities. Make sure you print the Sales Tax Summary and clear the sales tax accumulators before you close the year. If necessary, delete all deactivated sales tax codes as well. Refer to Monthly Tasks for more information on sales tax activities. Print all the following end of period reports before you close the year: Transaction Register Aged Receivables Report Past Due Report When you close the year, A/R clears the Transaction Register. Refer to Monthly Tasks for more information on all these reports. Use Close Current Period from the A/R Processing menu to close the year. Enter Y to the END OF YEAR (Y/N)? prompt. In addition to all its normal activities, Close Current Period will also close out the current fiscal year and clear the Year-toDate accumulators for each customer. Refer to Close the Current Period on page 378 for more information. After you have closed the year, use Maintain Customers from the A/R Maintenance menu to delete old customers accounts. Refer to Delete Old Customers For The Period for more information.
Special Activities
Refer to the Special Activities on page 309 in the A/R and Invoicing/ Order Entry Tasks Checklists section. The following activities are the duties you perform only when necessary. You may perform them once a year, once every few months, or even not at all.
380
Special Activities
Offer to Purge Inactive Customer Detail in Year-End AR Close

In addition to the existing date-based purge of details for all accounts, another purge will be offered at the end of the year only, which will purge all transaction detail for inactive customers only. An inactive customer is defined as a customer with a zero balance and no transaction activity in the past 12 months.
1 2 3 4 Select Close Current Period from the AR Processing Menu.
Select Y to purge all transaction detail for inactive customers. Select Y to accept.
Review Customer Account Information

If you want to review information about specific customers accounts, use Query Customer Accounts from either the A/R or Invoicing/Order Entry Processing menus. Use this program when you want to review the information you assigned to a customers account in Maintain Customers or when you want to review a customers account activity including:
the date and the amount of the customers last debit, credit, payment, and service charge the date and the amount of the customers Year to Date debits, credits, payments, and service charges all current transactions and all transactions that apply to an open invoice for Regular customers all current transactions for Balance Forward and Temporary customers
Pending Invoices displays the total of invoices entered but not yet posted. Adjusted Balances displays the current total plus the pending invoice total.
381
Index
Purchase Orders
Inventory
the total of all pending invoices and the customers adjusted account balance
Accounts Receivable
Select Y if this is the end of the fiscal year.
Accounts Payable

You can view the information on your window, or you can print the Query Customer Accounts report for each customer account you query instead. If you set the Keep Historical Detail option to Y (in Maintain A/R Options), you can select the extent of historical detail that appears on the Query Customer window or report. You can choose to view or print all open transactions and current customer activity, all stored transactions, or a range of transactions ordered by transaction date. In addition, you can view customer invoices on the window. When you are viewing a customers transactions, you may press 5 to select an available invoice to display to the window.
Print a List of Customer Accounts

Use List Customers from the A/R Reports menu to print a list of your customers. This report lists information about your customers accounts such as name, address, and account type. It also lists the year-to-date debits and credits and account balances that make up the total receivables balance for your company. Print this report whenever you need a permanent copy of your customer information. If you add or delete customers or if you make a lot of changes to customer information, print a new copy of this report. You can also make a copy of the List Customers report for those employees who need customer account information but dont necessarily have ready access to your computer. You can print the List Customers report for all your customers or for a range of customers. You can also have the customers listed in order by customer ID or by customer name. When you print the List Customers report, A/R totals the year-to-date debits and credits for all the customers on the list. It also totals the balance for all the customers on the list. When you use Query Customer Accounts, you can list the same information that appears on the List Customer Report. However, the Query Customers List doesnt provide summary invoice information. Refer to Menu Overview, to see a sample of the Customer List.
Customize Statements and Documents

Peachtree Accounting offers formats for invoices, order entries, quotes, picking slips and packing slips. There are times, however, when you may find that you would like to customize the formats to better suit your needs. For further information, please refer to Controlling How A/R and Invoicing/ Order Entry Work on page 152.
382
Special Activities
Convert/Optimize Documents
Peachtree Accounting allows you to convert your quotes to current invoices or to orders, your current orders to current invoices, and delete previously posted invoices and optimize your disk space. To do this, you use Post/ Convert Documents from the Invoicing/Order Entry Processing Menu.
Note
If you want to convert one particular order, you can select to convert the order to an invoice from the Edit Documents task window by typing C at the ACCEPT prompt. The program asks you for the invoice number, invoice date and ship date. Likewise, if you want to convert one particular quote, you can select C at the ACCEPT prompt of the Edit Documents window. The program asks you which type of document you want to convert the quote to (an order or invoice), the document date, the ship date, and whether or not you want to retain the original quote. From the Post/Convert Documents program, you have the choice of posting current documents, converting quotes, convert current orders to current invoices, deleting previously posted invoices, optimizing your Invoicing/ Order Entry files, and un-posting sales invoices. When you convert a quote to an order or a current invoice, Invoicing takes the information you entered in your quote and makes it available for posting. It also updates the customer and inventory pending amounts. If you try to convert a quote that is on hold, you will receive a message notifying you that the quote is on hold, and asking if you want to convert it anyway. If the quote is not on hold, but the customer is, the quote will be converted and a message will be placed on the control report. When you convert an order to a current invoice, you can edit the invoice up until the time you post. When you delete a posted invoice, you can no longer reprint it or view it. The record is erased from your computer. You would want to use the optimize option when you find yourself low on disk space. This rearranges and deletes unused records so that the program will run more smoothly. This process may take a long time depending on how much room your files take up, so you may wish to do this overnight.
Maintain Sales Tax Codes

Even after youve set up A/R and Invoicing/Order Entry, you may need to add or change sales tax codes. Maintain Sales Tax Records from the A/R Maintenance Menu allows you to add new tax codes, change existing codes, activate deactivated codes, and deactivate active tax codes. Index
383
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Use Maintain Sales Tax Records when you install A/R and Invoicing/Order Entry to enter sales tax codes periodically as a special activity to enter new sales tax codes, change existing sales tax codes, or activate existing sales tax codes during your monthly sales tax activities to deactivate sales tax codes
Maintain Sales Tax Records works with Sales Tax Summary to help you track the sales taxes your company owes. In Maintain Sales Tax Records, you define the possible combinations of state, county, and city sales taxes your company charges. Using Sales Tax Summary, you print a list of the total taxes collected for each authority. The sales tax codes you enter in Maintain Sales Tax Records affect how Invoicing/Order Entry calculates sales taxes. Enter Invoice/Order/Quote automatically calculates a customers sales taxes based on the sales tax code assigned to his account in Maintain Customers. Enter Invoice/Order/ Quote allows you to enter a different sales tax code, but you can use only codes that have already been defined in Maintain Sales Tax Records. Refer to Controlling How A/R and Invoicing/Order Entry Work on page 152 for information about entering sales tax information into A/R. Each sales tax code has a statusactive (A) or deactivated (D). Periodically you may need to change it. A/R assumes the status of each sales tax code will be active. You can activate any deactivated sales tax code by entering A at the ACCEPT (Y/N) prompt. You can deactivate any sales tax code by entering D at the ACCEPT (Y/N) prompt during your monthly sales tax activities. Refer to Deleting Deactivated Codes in the Monthly Sales Tax Activities for more information about removing sales tax codes. Review the control report to make sure any changes or additions are correct.
Print a List of Sales Tax Codes

To print a list of all your sales tax codes (rather than a list of those you changed or added), use List Sales Tax Records from the Accounts Receivable Reports Menu. This program prints a list, by sales tax code, of all your sales tax information. The report lists the information you entered into Maintain Sales Tax Records. Using this report, you can review your sales tax codes to make sure the tax percentages and tax brackets are up to date and accurate. Also, depending on the number of tax codes your company uses, you can use this list as a permanent tax code reference. You can print this report for all your tax codes or for a selected range of tax codes.
384
Special Activities
If your company needs a permanent reference list of your sales tax codes, keep a copy of the Sales Tax Records list. Print a new copy of the list whenever you update your sales tax codes. Refer to Menu Overview, to see a sample of the Sales Tax Records List.
Review Inventory Item Information

If you use A/R, Invoicing/Order Entry, and Inventory, you can use Query Inventory Items from either the Inventory or the Invoicing/Order Entry Processing Menus to review information about specific inventory items. Query Inventory Items lets you review the following information about any item entered into Inventory: Extended description LIFO or FIFO costing Reorder information Year-through-Last-Period and Period-to-Date activity and profitability information
Before Invoicing/Order Entry displays information about an item, you must enter its department and item numbers. However, even if you dont know this information, you can press 2 to select from a list of available department and item numbers. You can view the information on your window, or you can print a copy of the Query Inventory Items report instead. For each item you view, Invoicing/ Order Entry can print a copy of the information displayed on either Query Inventory Items window. If you use any costing method except Standard Cost, Inventory displays the current average cost of the inventory item. Similar ReportsThe Inventory Items List gives the same information as this report except it lists the information for departments of items. The Inventory Items List also provides the value of inventory for each department you select. Purchase Orders Index Inventory
Maintain Transaction/Product Code Combinations

When you set up A/R and Invoicing/Order Entry, you use Maintain G/L Accounts Dist File from the A/R Maintenance Menu to define combinations of transaction types and product codes. Then you assigned G/L distribution accounts to each of these combinations. As a result, these combinations control how A/R reports information to General Ledger. Refer to Controlling How Accounts Receivable and Invoicing/Order Entry Work for the information about setting up your transaction/product code combinations.
385
Accounts Receivable
Accounts Payable

Note
If you use Inventory, your product codes need to match those you set up in Accounts Receivable for sales to ensure proper accounting. When necessary, you also use Maintain G/L Accounts Dist File to add, change, or delete transaction/product code combinations. If you plan to make any changes or deletions, set Allow Changes/Deletions to Y in Maintain A/ R Options. If you use General Ledger and Accounts Receivables, set Report to G/L to Y in Maintain A/R Options. You can add transaction/product code combinations at any time. You can also change the name of a transaction/product code combination and the G/L account numbers assigned to that combination at any time. However, if you change the account numbers assigned to a transaction/product code combination in the middle of a period, transactions which have the same transaction/product code combination may be transferred to different G/L accounts. Make sure you post invoices before you change any of the G/L accounts assigned to existing transaction/product code combinations. To delete an existing transaction/product code combination, simply enter D for ACCEPT (Y/N/D) A/R immediately deletes the combination. Make sure you have closed the current period before you delete any combinations. Maintain G/L Accounts Dist File can print both a control report and a listing of the existing transaction/product code combinations. Print the control report to make sure any of the information you entered, changed, or deleted in the current entry session is correct. Print the G/L Account Dist File Listing if you want to review all your transaction/product code combinations.
Record Cash and Bank Card Sales

Although a cash sale isnt a receivable, you may want to record all your cash sale transactions anyway. If you enter those transactions, A/R can give you a year-to-date total of all your sales. If you use Inventory and Invoicing/Order Entry, youll want to record cash sales so Inventory gets updated correctly. Unlike cash sales, bank card sales are receivables. Although the customer who purchased your goods has already paid you, you havent necessarily received your payment from the bank. So, youll always record bank card sales.
386
Special Activities
Use the following procedure to handle both cash and bank card sales:
1 For each salewhether a cash sale or a bank card salerecord two transactions: the sale and the payment. Make sure you use the same invoice number for both transactions. (If you use Enter Invoice/Order/Quote, you can record both the sale and the payment on a single invoice. As a result, the invoice serves as both a receipt of goods and a proof of payment.) Set up special sets of transaction/product code combinations for the sale and payment transactions.
For the sale transaction, set up a sale product code that debits your Receivables account and credits your Sales account. For the payment transaction, set up a payment product code that debits your Cash account and credits your Receivables account. The net result is, of course, that the purchase credits your Sales account and debits your Cash account.
For cash sales, once you enter the sale and payment transactions, you're finished. For bank card transactions, though, you still need to handle the payment from the bank. (Bank payments are handled in General Ledger; refer to Using General Ledger for more information on this aspect of bank card sales.)
387
Index
Purchase Orders
Inventory
The number of transaction/product code combinations you must set up depends on how you want to separate cash and bank card sales. You can use the same transaction/product code combinations for both cash and bank cards, or you can set up separate combination for cash and for each type of bank card you accept.
Accounts Receivable
Accounts Payable

For example, you accept cash, VISA, Master Card, and American Express. Since you have to pay a fee for the bank card sales, you want to separate cash sales from bank card sales. In addition, your fee for VISA and Master Card sales is lower than your fee for American Express sales. So, you want to report separately cash, American Express, and VISA and Master Card sales. You set up the following transaction/ product code combinations: Trans/Prod
SA C PA C SA B PA B SA X PA X
Transaction
Sale, Cash Payment, Cash Sale, VISA/MC Payment, VISA/MC Sale, Am. Express Payment, Am. Express
Debit Acct.
Receivables Cash Receivables Cash Receivables Cash
Credit Acct.
Sales Receivables Sales Receivables Sales Receivables
Make a Down Payment/Deposit

In certain industries, down payments are an integral part of doing business. For example, an independent carpenter may not perform a job until he receives a down payment from the customer. Similarly, some retail businesses require down payments for lay-away purchases. In A/R, you can enter down payments easily in Enter Invoice/Order/Quote. This is actually a three-step procedure:
1 2 3 Making the down payment. Completing the sale. Redistributing the down payment.
Since a down payment is a liability and not a sale, we will enter the transaction as an adjustment. You may wish to create a Customer Deposit account as a current liability account in your General Ledger chart of accounts. Using Maintain G/L Accounts Dist File from the Accounts Receivable Maintenance Menu, setup an adjustment transaction (AD) and define a product code for customer deposits. Use the Customer Deposit account you set up in your chart of accounts as the credit account, and your Accounts Receivable account as the debit account.
388
Special Activities
Making the Down Payment/Deposit 1 Enter the transaction in Enter Invoice/Order/Quote (Doc) with the transaction type/product code combination you defined using Maintain G/L Accounts Dist File. Enter the amount of the down payment only. Enter specifics about the down payment in miscellaneous comment (10% down payment) etc. Then enter the amount of the down payment as a positive (for example, 500.00). You can use the invoice format, or any custom invoice format you have created in Invoicing or in Intelligent Query Report Writer to print an invoice for the customer. Use the Post/Convert Documents program in Invoicing to post the transaction to Accounts Receivable. Then use Create G/L Journal Entries in Accounts Receivable to create a transfer file for General Ledger. Use General Ledgers Transfer Summary Journals program to transfer the Accounts Receivable transfer file.
2 3
5 6 7 8
Completing the Sale 1 2 Enter a sale (SA) transaction using the invoice document of Enter/Invoice/ Quote/Order for the entire amount of the sale. On the same invoice, enter the adjustment transaction (AD) with the product code you use for customer deposits. Enter an appropriate comment (Less 10% down payment), etc. Then enter the amount of the down payment as a negative (for example, -500.00). Print the invoice. Follow steps 5, 6, and 7 under Making the Down Payment/Deposit on page 389 to transfer the invoice to General Ledger. When the transaction is received by Accounts Receivable, the customer balance will increase by the remainder of the balance. When the transaction is received by General Ledger, the entire sales amount will post to the Accounts Receivable account, while the down payment amount will be reversed in the Customer Deposits account.
3 4 5
389
Index
Purchase Orders
Inventory
When the transaction is completed, it will increase the negative balance in your customer deposit liability account, increase the positive balance in the Accounts Receivable account, and increase the customer account balance.
Accounts Receivable
Accounts Payable

Redistributing the Down Payment 1 2 3 4 Select Enter/Change Transactions from the Processing Menu in Accounts Receivable. Enter a Transaction Type of PA. Enter the amount of the original down payment/deposit. Save the transaction.
Delete Posted Invoices

Invoicing/Order Entry keeps all the invoice you create until you delete them. If you want, you can choose to delete all posted invoices from your files. Use Post/Convert Documents from the Invoicing/Order Entry Processing Menu and select DELETE PREVIOUSLY POSTED INVOICES. You can delete all invoices, a range of invoice dates, or a range or invoice numbers. Once you have deleted your posted invoices, they cannot be reprinted.
390
Special Activities
This section gives you a brief overview of how the A/R and Invoicing/Order Entry programs are organized within menus and how each program is used. If you want more detailed information on a program, use the index to find where that program is described. If you set the Use Menus option in the Maintain A/R Options program to Y, youll get three levels of menus: A/R Main Menu three Program Menus: Maintenance Processing Reports If you set the Use Menus option in the Maintain Invoicing/OE Options program to Y, youll get three levels of menus: Peachtree Accounting Main Menu three Program Menus: Maintenance Processing Reports If you set the Use Menus option in the Maintain A/R Options and Maintain Invoicing/OE Options programs to N, youll get one menu, which is shown at the end of this section. Invoicing/Order Entry Main Menu
We will show you the three program menus and give a brief description of how each of the programs on that menu is used, as well as each programs shortcut code. Invoicing/Order Entry uses A/R information (including customer accounts and sales tax combinations), so most of the maintenance functions are done in Accounts Receivable.
391
Index
Purchase Orders
Each item on every menu has a shortcut code. We explained how to use shortcut codes in your Getting Started Guide.
Inventory
Accounts Receivable
Peachtree Accounting Main Menu
Accounts Payable
Menu Overview
Menu Overview
The Maintenance Menus are where you set up your module options and other specifications for how Accounts Receivable and Invoicing/Order Entry will work.
Accounts Receivable
Maintain Customers (RMM)

Use Maintain Customers to enter your customer information including name, address, sales tax code, service charge code, and credit limit. Youll also use this program to delete old customers, to change customer information, and to add new customers.
392
Accounts Receivable
Change Customer ID (RMI)

Use Change Customer ID to modify an existing customer ID set up in your customer file. This allows you to reorganize your customer ID naming conventions (if needed). When you change a customer ID, the changes take place in the current and future generations. Data from previous generations will not be changed. This process can also be used If you just started entering Accounts Receivable information and changed your mind about a customer ID.
Maintain Ship-to Addresses (RMZ)

Use Maintain Ship-to Addresses to enter or change your customers shipping addresses. You can also enter this information from Maintain Customers. Accounts Receivable Index Purchase Orders Inventory
Maintain Sales Tax Records (RMY)

Use Maintain Sales Tax Records to enter or change the combinations of state, county, and city sales taxes you use in your business. If you operate in one location, you may have only one tax combination; if you operate in several locations, you may have a number of different tax combinations.
Maintain G/L Accounts Dist File (RMD)

Use Maintain G/L Accounts Dist File to control how A/R reports your receivables information for your company ledger. If you use Peachtree Accounting General Ledger along with A/R, then G/L can post this information automatically. If you dont use G/L, then youll need to post this information manually.
Maintain Automatic Transactions (RMU)

Use Maintain Automatic Transactions to set up transactions that A/R can generate for you automatically. Once you set up these transactions, youll generate them as part of your processing activities.
Maintain Customized Statement (RMN)

Use Maintain Customized Statement to create a statement that suits your needs. You have the choice of suppressing or changing headings and or suppressing data used in the standard statement.
Maintain A/R Options (RMO)

Use Maintain A/R Options to tailor the A/R module options to meet your companys needs and to control how A/R works for you.
393
Accounts Payable
Menu Overview
Maintain Ship-to Addresses (SMZ)

Use Maintain Ship-to Addresses to enter or change your customers shipping addresses. You can also enter this information from Maintain Customers.
Maintain Customized Documents (SMC)

Use Maintain Customized Documents to modify or create forms for invoices, orders, quotes, credit memos, packing slips and picking slips.
Maintain Invoicing/OE Options (SMO)

Use Maintain Invoicing/OE Options to tailor the Invoicing/Order Entry module options to meet your companys needs and to control how Invoicing/ Order Entry works for you.
394
Processing Programs
Accounts Receivable
Processing activities are the tasks you perform to use A/R and Invoicing/ Order Entry in your business. Daily tasks are the tasks you perform to enter your customers transactions and produce their invoices. Statement tasks are the tasks you perform to produce your customers statements. Sales Tax tasks are the tasks you perform to process your sales taxes. End of period tasks are the tasks you perform to close your A/R period.
Query Customers (RPQ)

Use Query Customers to review information about your customers, their accounts, and their account activity.
395
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Receivable
Accounts Payable
Processing Programs
Menu Overview
Enter/Change Transactions (RPT)

If you use only A/R, use Enter/Change Transactions to enter most customer transactions. (You cannot print invoices for transactions entered into this program.) If you use Job Cost, you can associate transactions entered through Enter/Change Transactions with Job Cost jobs. Also, if you set up automatic transactions, then you can use Enter/Change Transactions to generate those transactions. If you need to edit or delete a transaction, use this program.
Apply Payments (RPP)

Use Apply Payments to enter payments, credits, and other payment related transactions. Although you can enter payments into Enter/Change Transactions, Apply Payments allows you to enter these transactions more quickly and easily.
Reconcile Open Credits (RPR)

Use Reconcile Open Credits to apply open credits to outstanding, unpaid invoices for Regular customers.
Apply Service Charges (RPS)

Use Apply Service Charges to calculate your customers service charges. If you use Invoicing/Order Entry, you can also print service charge invoices using Print Invoices.
Create G/L Journal Entries (RPJ)

Use Create G/L Journal Entries to prepare your receivables transactions for posting to your ledger. If you use G/L, then this program prepares the A/R summary journal; G/L can post this summary journal automatically. If you dont use G/L, then use the Create G/L Journal Entries Control Report to post your receivables transactions manually to your company ledger.
Close Current Period (RPC)

Use Close Current Period to close your A/R accounting period. This program calculates a balance forward on Balance Forward customers accounts and then discards all current transactions. Depending on how you have set up A/ R to operate for your business, it can either discard closed invoices on Regular customers accounts or can retain all transaction detail on these accounts.
396
Processing Programs
Query Customers (SPQ)

Use Query Customers to review information about your customers, their accounts, and their account activity.
Query Inventory Items (SPI)

Purchase Orders Index Use Query Inventory Items to review information about the items you have entered into Inventory. (You can use this program only if you use Inventory.)
Enter Invoice/Order/Quote (Doc) (SPE)

If you use Invoicing/Order Entry, use Enter Invoice/Order/Quote to enter customer transactions that display on printed documents. (If you use Inventory, the sales and returns you enter in this program also update your inventory.) Using Enter Invoice/Order/Quote, you can add new documents, edit existing documents, or delete existing documents.
397
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Enter/Process Repeating Documents (SPN)

You can use Enter/Process Repeating Documents to enter invoices, or credit memos that occur on a regular basis and for the same amount.
Fill Invoices/Orders (SPF) Post/Convert Documents (SPV)

Once youve entered and printed your invoices and orders, use Post/Convert Documents to post the invoice and order transactions to your customers accounts and to convert quotes into orders and invoices.
Extended Processing Options (SPX)

Allows you to import Sales Invoices.
398
Report Programs
Accounts Receivable
Reporting activities are the tasks you perform to get information about your receivables. Reporting activities include printing reports about your customers and their accounts and about the invoices and transactions you entered.
Accounts Receivable
Accounts Receivable 399 Index Purchase Orders Inventory
Accounts Payable
Report Programs
Menu Overview
Customer Statements (RRB)

Use Customer Statements to print your customers statements. You have the choice of enhanced, standard, or custom statements and can sort either by customer ID or customer class. Use Maintain Customized Statement from the A/R Maintenance Menu to suppress any of the information for a customized statement.
400
Report Programs
Accounts Receivable
Transaction Register Report (RRG)

Use Transaction Register Report to print a list of all the transactions you entered during the period as well as a list of open items. The Transaction Register lists transactions entered through Enter/Change Transactions Enter Invoice/Order/Quote Apply Payments Apply Service Charges
401
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Aged Receivables Report (RRA)

Use Aged Receivables Report to age your customers accounts and to print an aging summary.
402
Report Programs
Accounts Receivable
Past Due Report (RRV)

Use Past Due Report to list your customers past due amounts. Using this report, you can collect on past due accounts.
Sales Tax Summary (RRX)

Sales Tax Summary prints a list of the sales taxes you charged during the period; it also summarizes the amounts you owe each tax authority. It lists this information for all the cities, counties, and states for which you collect taxes.
403
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
List Customers (RRL)

Use List Customers to print a list of the information you entered into Maintain Customers. Print this list whenever you make a lot of changes to your customer information or whenever you need a permanent reference list of your customers.
List Sales Tax Records (RRW)

Use List Sales Tax Records to print a list of the information you entered into Maintain Sales Tax Records. Print this list whenever you make a lot of changes to your sales tax combinations or whenever you need a permanent reference list of these combinations.
404
Report Programs
Print Documents (SRP)

Print Documents prints the invoices, orders, credit memos and quotes you entered through Enter Invoice/Order/Quote. The program can print them on standard paper or on preprinted forms. You can choose to print for current invoices, backorders, posted invoices, orders, and quotes. Purchase Orders 405 Index
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Peachtree Accounting offers several formats for documents. You can customize invoices, picking slips and packing slips or create your own formats. sample of Sales Invoice
406
Report Programs
Notice that the Service Invoice has no shipping information, no purchase order information, and no information for quantities. sample of Service Invoice
407
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
The Picking Slip is used by warehouse workers to pull the inventory for shipping. sample of Picking Slip
408
Report Programs
The Packing Slip is packaged within the shipment. The difference between picking slips and packing slips is that the packing slip does not show the location of the item. sample of Packing Slip
409
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Document Register (SRR)

Use Document Register to print a list of all the documents youve entered. The Document Register summarizes information for invoices, orders, quotes, or credit memos. (Once you post invoices, they do not appear on the Document Register.)
Backorder Report (SRB)

Use Backorder Report to list the items you couldnt sell in Invoicing/Order Entry because they werent in stock. The report lists both stock and non-stock items. You can use this report even if you dont use Inventory.
RUN DATE: 11/30/96 RUN TIME: 7:34 PM W.D. Peachtree & Company Invoicing/Order Entry Backorder Report PAGE 1
All Items -----------------------------------------------------------------------------------------------------------------------------------N P UNIT DOCUMENT DOCUMENT QUANTITY PRODUCT ID S ITEM DESCRIPTION C MEAS NUMBER DATE BACKORDERED ------------------- - -------------------- - ---- -------- -------- ----------PELE810425RAD COMPONENT ITEM FOR T E EACH I-023550 11/30/96 20.00 QUANTITY AVAILABLE ---------0.00 QUANTITY ON HAND ---------0.00 ESTIMATED UNIT COST ----------9.8988 UNIT PRICE ---------19.9900
Total Items Listed:
20.00
0.00
0.00
*** End Of - Backorder Report ***
410
Inventory Activity Report (SRA)

If you use Inventory, use Inventory Activity Report to list the changes made to your inventory items by unposted invoices. This report lists cost, sales, and profit information for each inventory stock item sold or returned through Enter Invoice/Order/Quote. You can use this report even if you dont use Inventory. Note the estimated total cost fields and the estimated total profit fields. If you are using LIFO, FIFO, or weighted average to value your inventory, these fields will reflect the costs at the time you entered your transactions. If you received items, or update the costs manually, or ship more than is in a single costing bucket, this report does not reflect the change to the current cost. The actual cost after you post may differ from what displays on the Inventory Activity Report.
This allows you to pull data from the customer record to print customer labels. The Sold To option pulls information from the customers billing address; while the Ship To options pulls information from the customers shipping address. The program allows you to print labels for current invoices, backorders, posted invoices, orders, and quotes. You can print for all documents, active documents only, and those documents on hold only. There are four different types of labels you can print.
411
Index
Purchase Orders
Sold To/Ship To Labels (SRL)
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
They come in three label sizes: A B C D 3 1/2 by 15/16 inches (continuous 1 across) 5 by 2 15/16 inches (continuous 1 across) 4 by 1 inches (sheet 2 across) 4 by 1 1/2 (sheet 2 across)
If you choose one of the larger label sizes (B, C, or D) you have the option of printing the P.O. number, document number, and quantity number. You can print the quantity in series by answering Y to the Print Quantity (1 of ...) prompt, and by making more than one copy when prompted. This is useful if you want to have several address labels for the invoice, the outside of the box, etc. The label will look like similar to the one below.
Christine Andrews 444 Elm Street Duluth, GA 30234
1 of 1 Doc I-023573
If you answer N to the Print Quantity prompt, but print for more than one copy, youll get the number of labels you want without the number displaying in the corner.
412
One-level Menus
This is what you will see if you set Use Menus to N in Maintain A/R Options and Maintain Invoicing/OE Options.
413
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
One-level Menus


What is the difference between an automatic transaction and a repeating document?
Automatic transactions are for transactions that are generated as often as specified in A/Rs Maintain Automatic Transactions. You process it when you run Enter/Change Transactions in A/R. A repeating document is an invoice or credit memo that you enter and process when you use Invoicing/ Order Entrys Enter/Process Repeating Documents.
How do you enter additional descriptions or comments?
Use the transaction type of CM to enter an additional line for comments when you use Enter Invoice/Order/Quote in the Invoicing/Order Entry module. You can use as many CM codes as necessary for your invoice, order, quote, or credit memo. These do not post to Accounts Receivable.
How can you print a register for invoices after they have been posted?
Use the Posted Invoices option from the Document Register on the Invoicing/ Order Entry Reports Menu.
How do you delete posted invoices?
After you post invoices, then you can use Post/Convert Documents to delete previously posted invoices. Deleting invoices does not affect Accounts Receivable or Inventory, it only deletes posted invoices from the invoice file.
Can you use the same invoice number after you have voided it?
Not unless it has been posted (posting deletes the number).

How do you remove invoices from the backorder report?
Cancel the invoice or edit the quantity shipped using the Edit Document option of Enter Invoice/Order/Quote.
Can I keep all invoices in a separate file?
Use Intelligent Query Report Writer (IQ) to create a subset file to store the invoices.
414
One-level Menus
How can I print a monthly invoice register?
You can print an invoice register for either current invoices or posted invoices using the Document Register from the Reports Menu. Through a IQ stored procedure, you can also print a monthly invoice register if you havent deleted any invoices for the month.
Can you delete the Ship-To field from the invoice?
Yes. You can use Maintain Customized Documents to make a customized invoice and suppress the heading and data Ship-To fields.
Why isnt Cost of Goods Sold posting correctly to the General Ledger?
Check the G/L Accounts Distribution (GLAD) file in using Maintain G/L Accounts Dist File in Accounts Receivable. The credit and debit account numbers could be reversed. Also, if you use LIFO, FIFO, or weighted average methods of costing, the Inventory Activity Report records the costs as of the time when you enter transactions. There may be some discrepancy between the Inventory Activity Report, which records the cost at the time a transaction is entered, and the cost that actually posts to General Ledger. For this reason, the cost listed on the Inventory Activity Report is an estimated cost. The costs being posted to General Ledger represent the cost at the time of posting and are accurate.
Why does the extended description print on the invoice but not the item description?
If you choose to use Inventory in Invoicing/Order Entry and your Inventory item includes an extended description, Invoicing/Order Entry only prints the extended description. It cannot print both the item description and the extended description.
Why does Invoicing/Order Entry need so many backup disks?
What is the difference between an order and an invoice?
When you enter an order, it affects the amount pending in Accounts Receivable and the pending quantity in Inventory by the total amount ordered. When you enter an invoice, it affects the amount pending for A/R and the pending quantity in Inventory by the total amount shipped.
415
Index
Purchase Orders
The invoice file retains all invoices until they are deleted. Therefore, the file gets larger with each new invoice. Backing up the Invoicing/Order Entry module does not back up A/R and Inventory.
Inventory
Accounts Receivable
Accounts Payable

When should I use orders, invoices, or quotes?
If there is a delay between the time you receive an order and the time you can ship, you may wish to use orders. If you can ship immediately, you may wish to use invoices. Which you use depends on the way you run your business. Since orders are valued on the quantity ordered, this will give you an accurate representation of how the order will affect your accounts receivable and inventory. If you post an order when there is not enough quantity, a backorder will be generated automatically. On the other hand, you may not wish to see negative numbers for your amounts and inventory. For invoices, if you set Print Neg. Quantity to N in Inventorys Maintain Inventory Items, you can never post an invoice to ship more items than you have, so that if you do run low on quantity, a backorder invoice is issued. Invoices are valued on the quantity shipped. You use quotes to give your customers an estimate of a purchase. If the customer decides to buy, you can convert the quote to either an order or an invoice. To cancel a quote, use the Cancel Document option from the Enter Invoice/Order/Quote program on the Invoicing/Order Entry Processing Menu. Quotes do not affect pending amounts for customers or inventory.
416
One-level Menus
Heres an example of how to use the transaction types and product codes to set up the General Ledger Accounts Distribution File (GLAD file) to work with the Peachtree Accounting Standard Chart of Accounts. If you dont use departments, and your needs are basic, you may find this chart useful. If you do use departments, youll probably want to set up more product codes than we use in this example. Transaction Type
CICity Sales Tax COCounty Sales Tax CRCredit FRFreight PAPayment REReturn of Product SASale of Product STState Sales Tax
Product Code
A A A A A A A A
Credit Account
236Sales Tax Payable 236Sales Tax Payable 120Receivables 340Delivery Income 120Receivables 120Receivables 305Sales 236Sales Tax Payable
Debit Account
120Receivables 120Receivables 305Sales 120Receivables
305Sales 120Receivables 120Receivables
You define transaction types and product codes using the Maintain G/L Accounts Dist File program from the Accounts Receivable Maintenance Menu. You enter transaction types and product codes in several programs: In Accounts Receivable Maintain Automatic Transactions Enter/Change Transactions Apply Payments
417
Index
Purchase Orders
For further information on transaction types and product codes, see Transaction Type/Product Code Combinations in the Controlling How A/ R and Invoicing/Order Entry Work section.
Inventory
105Cash
Accounts Receivable
Accounts Payable

In Invoicing/Order Entry Enter Invoice/Order/Quote Enter/Process Repeating Documents
Using Inventory
If you would like Inventory to sent cost of goods for inventory items to General Ledger, you need to set up the following transaction: Transaction Type
CPCost of Product
Product Code
A
Credit Account
135Inventory
Debit Account
405COGS
Whenever an SA or RE transaction type is used, the cost of goods is sent to G/L if you defined a CP transaction type with a corresponding product code (A in the previous example). You never enter the CP transaction type; Peachtree Accounting generates it for you when you enter the SA or RE transaction type. You may want to add additional transaction types/product code combinations. Additional combinations allow you to departmentalize sales and to transfer various transactions to additional General Ledger Accounts. The example is just to help you get started.
Using the Sample GLAD Files
If you select to copy a chart of accounts from one of Peachtrees samples of businesses, then you also need to copy the GLAD file for that business. Following are the GLAD file setups for the different types of businesses. If you copied a chart of accounts from another company, you need to select to copy the GLAD file for that company. Likewise, if you used the standard chart of accounts provided by Peachtree, you need to select to copy the GLAD file for the standard chart of accounts. You select the GLAD file you want to use when you set up Accounts Receivable. At the end of the setup, youll be asked what General Account Distribution File you wish to use.
418
Sample General Ledger Account Distribution Files

GLAD File for a Sample Accounting Company
GLAD File for a Sample Accounting Company

Trans Type
AD AD AD BD CI CO CR CR CR MC MC MC MD MD MD PA RE RS RS RS SA SC SS SS SS ST A B C A B C A B C A B C A B C
Prod. Code
A B C
Debit Acct.
120000 120000 120000 130000 120000 120000 305000 310000 315000 305000 310000 315000 120000 120000 120000 105000 320000 305000 310000 315000 120000 120000 120000 120000 120000 120000
Credit Acct.
305000 310000 315000 120000 220000 220000 120000 120000 120000 120000 120000 120000 305000 310000 315000 120000 120000 120000 120000 120000 320000 320000 305000 310000 315000 220000
Description
AdjustmentAcct. AdjustmentTax AdjustmentConsult City Tax County Tax CreditAcct. CreditTax CreditConsult Misc. CrAcct. Misc. CrTax Misc. CrConsult Misc. CrTax Misc. CrConsult Payment Return Sales Svc. ReturnsAcct. Svc. ReturnsTax Svc. ReturnsConslt Other Income Service Charge Accounting Fees Tax Fees Consulting Fees State Tax Misc. CrAcct.
419
Index
Purchase Orders
Inventory
Accounts Receivable
Bad Debts
Accounts Payable

GLAD File for Sample Construction Company

Trans Type
AD AD AD BD CI CO CR CR CR MC MC MC MD MD MD PA RE RE RE RS SA SA SA SC SS ST A B C A B C A B C A B C A B C
Prod. Code
A B C
Debit Acct.
128000 128000 128000 125000 128000 128000 305000 310000 315000 305000 310000 315000 128000 128000 128000 105000 305000 310000 315000 345000 128000 128000 128000 128000 120000 128000
Credit Acct.
305000 310000 315000 128000 220000 220000 128000 128000 128000 128000 128000 128000 305000 310000 315000 128000 128000 128000 128000 128000 305000 310000 315000 330000 345000 220000
Description
AdjustmentsResdnt AdjustmentsLand AdjustmentsExtras Bad Debts City Tax County Tax CreditResidential CreditLand CreditExtras Misc. Cr Residential Misc. Cr Land Misc. Cr Extras Residential Land Extras Payment Residential Land Extras Return Commissions Residential Land Extras Service Charge Commissions State Tax
420

GLAD File for Sample Distribution Company
Trans Type
AD AD BD CI CO CP CP CR CR EP MC MC MD MD PA RE RE SA SA SC ST
Prod. Code
A B
Debit Acct.
120000 120000 125000 120000 120000
Credit Acct.
305000 310000 120000 220000 220000 130000 130000 120000 120000 120000 120000 120000 305000 310000 120000 120000 120000 305000 310000 340000 220000
Description
Adjustment #1 Adjustment #2 Bad Debts City Tax County Tax Cost of Goods #2 Credit #1 Credit #2 Early Pay. Disc. Misc. Credit #1 Misc. Credit #2 Misc. Debit #1 Misc. Debit #2 Returns #1 Returns #2 Sales #1 Sales #2 Service Charge State Tax Payment
B A B A B A B A B A B
410000 305000 310000 330000 305000 310000 120000 120000 105000 330000 330000 120000 120000 120000 120000
421
Index
Purchase Orders
Inventory
Accounts Receivable
405000
Cost of Goods #1
Accounts Payable
GLAD File for Sample Distribution Company

GLAD File for Sample Financial Company

Trans Type
AD AD BD CI CO CR CR MC MC MD MD PA RE RE RS RS SA SA SC SS SS ST A B A B A B A B A B A B A B
Prod. Code
A B
Debit Acct.
120000 120000 125000 120000 120000 305000 310000 305000 310000 120000 120000 105000 305000 310000 305000 310000 120000 120000 120000 120000 120000 120000
Credit Acct.
305000 310000 120000 220000 220000 120000 120000 120000 120000 305000 310000 120000 120000 120000 120000 120000 305000 310000 340000 305000 310000 220000
Description
AdjustmentComm. AdjustmentBrokrge Bad Debts City Tax County Tax CrCommissions CrBrokerage Fees Misc. Cr. - Comm. Misc. Cr.Brokrge Misc. Dr.Comm. Misc. Dr.Brokrge Payment ReturnsCommission ReturnsBrokerage Return Commissions Return Brokerage Fee Commission Brokerage Service Charge Commissions Earned Brokerage Fees State Tax
422

GLAD File for Sample Manufacturing Company
Trans Type
AD AD AD BD CI CO CP CP CP CR CR CR EP MC MC MC MD MD MD PA RE RE RE SA SA SA SC ST
Prod. Code
A B C
Debit Acct.
120000 120000 120000 125000 120000 120000
Credit Acct.
305000 310000 315000 120000 220000 220000 128000 128000 128000 120000 120000 120000 120000 120000 120000 120000 305000 310000 315000 120000 120000 120000 120000 305000 310000 315000 340000 220000
Description
Adj.Sales #1 Adj.Sales #2 Adj.Sales #3 Bad Debt City Tax Cost of Goods #1 Cost of Goods #2 Cost of Goods #3 Credit #1 Credit #2 Credit #3 E. P. Discounts Misc. Cr. #1 Misc. Cr. #3 Misc. Dr. #1 Misc. Dr. #2 Misc. Dr. #3 Payment Returns #1 Returns #2 Returns #3 Sales #1 Sales #2 Sales #3 Service Charge State Tax Misc. Cr. #2
A B C A B C A B C A B C A B C A B C
405000 405000 405000 305000 310000 315000 330000 305000 310000 315000 120000 120000 120000 105000 330000 330000 330000 120000 120000 120000 120000 120000
423
Index
Purchase Orders
Inventory
Accounts Receivable
County Tax
Accounts Payable
GLAD File for Sample Manufacturing Company

GLAD File for Sample Medical Company

Trans Type
AD BD CI CO CR MC MD PA RE RS SA SC SS ST
Prod. Code
Debit Acct.
120000 125000 120000 120000 305000 305000 120000 105000 305000 305000 120000 120000 120000 120000
Credit Acct.
305000 120000 220000 220000 120000 120000 305000 120000 120000 120000 305000 350000 305000 220000
Description
Adjustment Bad Debt City Tax County Tax Credit Misc. Credit Misc. Debit Payment Return Return of Service Sale Service Charge Professional Fees State Tax
424

GLAD File for Sample Non-Profit Company
Trans Type
AD AD AD AD AD CI CO CP CP CP CP CR CR CR CR CR MC MC MC MC MC MD MD MD MD MD PA RE RE RE RE RS
Prod. Code
A B C D
Debit Acct.
120000 120000 120000 120000 120000 120000 120000
Credit Acct.
355000 305000 310000 315000 320000 220000 220000 130000 132000 133000 134000 120000 120000 120000 120000 120000 120000 120000 120000 120000 120000 355000 305000 310000 315000 320000 120000 120000 120000 120000 120000 120000
Description
AdjustmentDues AdjustmentBar AdjustmentKitchen AdjustmentGolf/Tennis AdjustmentSnack Stand County Tax CostBar CostKitchen CostGolf/Tennis CostSnack Stand CreditDues CreditBar CreditKitchen CreditSnack Stand Misc. CreditDues Misc. CreditBar Misc. CreditKitchen Misc. CreditGolf/Tennis Misc. CreditSnack Stand Misc. DebitDues Misc. DebitBar Misc. DebitKitchen Misc. DebitGolf/Tennis Misc. DebitSnack Stand Payment ReturnsBar ReturnsKitchen ReturnsGolf/Tennis ReturnsSnack Stand Dues Returned CreditGolf/Tennis
A B C D A B C D A B C D A B C D A B C D
405000 405000 405000 405000 355000 305000 310000 315000 320000 355000 305000 310000 315000 320000 120000 120000 120000 120000 120000 105000 305000 310000 315000 320000 355000
425
Index
Purchase Orders
Inventory
Accounts Receivable
City Tax
Accounts Payable
GLAD File for Sample Non-Profit Company

GLAD File for Sample Non-Profit Company (continued)

Trans Type
SA SA SA SA SC SS ST
Prod. Code
A B C D
Debit Acct.
120000 120000 120000 120000 120000 120000 120000
Credit Acct.
305000 310000 315000 320000 370000 355000 220000
Description
SalesBar SalesKitchen SalesGolf/Tennis SalesSnack Stand Service Charge Dues State Tax
GLAD File for Sample Professional Practice

Trans Type
AD BD CI CO CR MC MD PA RE RS SA SC SS ST
Prod. Code
Debit Acct.
120000 25000 120000 120000 305000 305000 120000 105000 305000 305000 120000 120000 120000 120000
Credit Acct.
305000 120000 220000 220000 120000 12000 305000 120000 120000 120000 305000 310000 305000 220000
Description
Adjustment Bad Debt City Tax County Tax Credit Misc. Credit Misc. Debit Payment Return Services Returns Sale Service Charge Professional Fees State Tax
426

GLAD File for Sample Restaurant
Trans Type
AD CI CO PA RE SA ST
Prod. Code
Debit Acct.
109000 109000 109000 105000 330000 109000 109000
Credit Acct.
305000 220000 220000 109000 105000 305000 220000
Description
Adjustments City Tax County Tax Payment Return State Tax
427
Index
Purchase Orders
Inventory
Accounts Receivable
Sales
Accounts Payable
GLAD File for Sample Restaurant

GLAD File for Sample Retail Company

Trans Type
AD AD AD BD CI CO CP CP CP CR CR CR EP MC MC MC MD MD MD PA RE RE RE SA SA SA SC ST A B C A B C A B C A B C A B C A B C
Prod. Code
A B C
Debit Acct.
120000 120000 120000 125000 120000 120000 405000 410000 415000 305000 310000 315000 330000 305000 310000 315000 120000 120000 120000 105000 330000 330000 330000 120000 120000 120000 120000 120000
Credit Acct.
305000 310000 315000 120000 220000 220000 128000 128000 128000 120000 120000 120000 120000 120000 120000 120000 305000 310000 315000 120000 120000 120000 120000 305000 310000 315000 340000 220000
Description
Adjustment #1 Adjustment #2 Adjustment #3 Bad Debt City Tax County Tax Cost of Goods #1 Cost of Goods #2 Cost of Goods #3 Credit #1 Credit #2 Credit #3 Early Pay Discount Misc. Cr. #1 Misc. Cr. #2 Misc. Cr. #3 Misc. Dr. #1 Misc. Dr. #2 Misc. Dr. #3 Payment Returns #1 Returns #2 Returns #3 Sales #1 Sales #2 Sales #3 Service Charge State Tax
428

GLAD File for Sample Service Company
Trans Type
AD AD AD AD CI CO CR CR CR CR MC MC MC MC MD MD MD MD PA RE RE RE RE RS RS RS RS SA SA SA SA SC SS SS SS SS ST
Prod. Code
A B C D
Debit Acct.
120000 120000 120000 120000 20000 120000 305000 315000 320000 325000 305000 315000 320000 325000 120000 120000 120000 120000 105000 305000 315000 320000 325000 305000 315000 320000 325000 120000 120000 120000 120000 120000 120000 120000 120000 120000 120000
Credit Acct.
320000 315000 320000 325000 220000 220000 120000 120000 120000 120000 120000 120000 120000 120000 305000 315000 320000 325000 120000 120000 120000 120000 120000 120000 120000 120000 120000 305000 315000 320000 325000 350000 305000 315000 320000 325000 220000
Description
Professional Fees Agencies Materials Overtime City Tax County Tax Professional Fees Agencies Materials Overtime Professional Fees Agencies Materials Overtime Professional Fees Agencies Materials Overtime Payment Professional Fees Agencies Materials Overtime Professional Fees Agencies Materials Overtime Professional Fees Agencies Materials Overtime Service Charge Professional Fees Agencies Materials Overtime State Tax
A B C D A B C D A B C D A B C D
429
Index
Purchase Orders
Inventory
A B C D A B C D A B C D
Accounts Receivable
Accounts Payable
GLAD File for Sample Service Company

GLAD File for Sample Sales and Service Company

Trans Type
AD AD AD CI CO CP CP CP CR CR CR EP MC MC MC MD MD MD PA RE RE RE RS SA SA SA SC SS ST A B C A B C A B C A B C A B C A B C
Prod. Code
A B C
Debit Acct.
120000 120000 120000 120000 120000 125000 125000 125000 310000 315000 320000 330000 310000 315000 320000 120000 120000 120000 105000 330000 330000 330000 330000 120000 120000 120000 120000 120000 120000
Credit Acct.
310000 315000 320000 220000 220000 410000 415000 420000 120000 120000 120000 120000 120000 120000 120000 310000 315000 320000 120000 120000 120000 120000 120000 310000 315000 320000 340000 305000 220000
Description
Adjustments #1 Adjustments #2 Adjustments #3 City Tax County Tax Cost of Goods #1 Cost of Goods #2 Cost of Goods #3 Credit #1 Credit #2 Credit #3 Early Pay Discount Misc. Credit #1 Misc. Credit #2 Misc. Credit #3 Misc. Debit #1 Misc. Debit #2 Misc. Debit #3 Payment Returns #1 Returns #2 Returns #3 Service Returns Sales #1 Sales #2 Sales #3 Service Charge Service Fees State Tax
430

GLAD File for Sample Standard Chart of Accounts
Trans Type
AD BD CI CO CP CR EP FR MC MD PA RE RS SA SC SS ST
Prod. Code
Debit Acct.
120000 130000 120000 120000 405000 305000 110000 120000 345000 120000 110000 320000 315000 120000 120000 120000 120000
Credit Acct.
305000 120000 236000 236000 135000 120000 325000 340000 120000 345000 120000 120000 120000 305000 315000 315000 236000
Description
Adjustments Bad Debt City Tax County Tax Cost of Product Early Payment Freight Misc. Credit Misc. Debit Payments Returns Returns on Services Sales Sale of Service State Tax Service Charge
431
Index
Purchase Orders
Inventory
Accounts Receivable
Credit
Accounts Payable
GLAD File for Sample Standard Chart of Accounts

432
Using Inventory
Inventory Overview
What Inventory Does for You Manual Overview Documentation Conventions If You Need Help. . . How Inventory Works with Other Modules How Inventory Information Flows 435 436 437 438 438 439
Chapter
Controlling How Inventory Works

Inventory Options Entering Your Module Options What to Do Next 440 448 451

Getting Ready Defining Assemblies Item Information Entering Your Inventory After Youre Through 452 464 472 489 509
Using Inventory for Your Accounting Tasks

Setting Up Your Work Flow Checklists Common Report Features Your Daily Activities Your Monthly Activities Special Events 510 511 514 517 540 545
Menu Overview
Maintenance Programs Processing Programs Report Programs One-Level Menu 551 553 555 564

434
What Inventory Does for You
What Inventory Does for You

Inventory can keep track of two types of items:
Products Services
and
A product is something you stock and sell, and a service is work you perform for others. Inventory can also keep track of:
An Assembled Item and Video Camera Its Component Items
Color TV/Video Package
Color TV
VCR
Inventory gives you a choice of five costing methods for each item you stock: Standard Cost, which is also called fixed cost: a costing method that lets you set the cost for an item yourself. Inventory does not change the cost unless you direct it to do so. It is one of several costing methods that you can use for productsbut it is the only costing method you can use for services. Average Cost, which provides a weighted average cost that Inventory recalculates every time you receive new stock or record new assemblies. FIFO, which is standard First In, First Out costing. Purchase Orders Index
435
Inventory
Accounts Receivable
Accounts Payable
Inventory Overview
Inventory Overview
LIFO, which is standard Last In, First Out costing. If you select either LIFO or FIFO, Inventory tracks the cost of items in each shipment you receive. Specific Unit Costing, which tracks the cost of each unit of stock on an individual basis. It also tracks the serial number (or other identification number) of each unit in stock. Optionally, you can track the serial number and sale information after it is sold.
Inventory calculates the cost of each item according to the costing type you select. For each item, including assemblies, Inventory tracks the following information for the current month (or fiscal period) as well as for the year through the end of the previous period: sales and quantity sold cost of sales quantity returned quantity received quantity adjusted quantity used as components of assemblies
Manual Overview
Tutorial
If you want to get hands-on experience without using your own data, follow the Inventory Tutorial in the Getting Started Guide. This tutorial shows you how to operate Inventory using W. D. Peachtree & Company, an imaginary department store.
Setting Up
Planning is the most important part of setting up Inventory. Once you know how you want to organize your Inventory, actually entering information is easy. Controlling How Inventory Works on page 440 tells you how to select options to make Inventory work best for you. For example, if you want to keep a very detailed audit trail, you can set Inventory to always print a control report after it finishes an operation. If you dont want as much detail, you can set Inventory to ask you whether or not you want to print a control report at the start of a program.
436
Preparing Your Records for Use on page 452 explains the information that you need to gather and enter in preparation for using Inventory as part of your everyday routine. For example, you will want to enter information about your entire inventory before you change any one inventory item.

Inventory can record inventory activity (sales, receipts, returns, and adjustments) as it occurs. Using Inventory for Your Accounting Tasks on page 510 explains how you use our programs and reports as part of your regular routine. Well also explain what programs you dont need to use if you are interfacing with other modules. For example, entering your sales and returns in Invoicing/Order Entry rather than Inventory will keep both Inventory and Accounts Receivable updated. Likewise, you can update Inventory by entering orders and receipts of inventory items in Purchase Order, if you have and are using this module and if you set Purchase Order up to interface with Inventory.
Menu Overview
In this manual, we explain all of the Peachtree Accounting programs and reports in the order in which youre most likely to use them. If you want to see the programs and reports in order by menu and shortcut codes, along with a brief explanation of each, refer to Menu Overview on page 550. This section also contains examples of the reports. Inventory Index Purchase Orders

Frequently Asked Questions on page 565 is a compilation of questions users ask most.
437
Accounts Receivable
Accounts Payable
Inventory Overview
If You Need Help. . .

While youre using Inventory, you can press s-1 for a description of the current window. When your cursor is in a field, you can also press 1 to see a description of that specific field.
How Inventory Works with Other Modules

If you plan to use Inventory with Accounts Receivable and Invoicing/Order Entry, you should set up those two modules before Inventory, so that Inventory information may be correctly transferred to General Ledger. The Using Accounts Receivable and Invoicing/Order Entry section of this guide shows you how to set up a General Ledger accounts distribution file in Accounts Receivable so that Inventory accounts may be properly transferred. Even though Inventory has no direct interface with General Ledger, you can set up accounts in General Ledger that will receive Inventory information via Invoicing/Order Entry and Accounts Receivable. The Using General Ledger section of Peachtree Classic Accounting Users Guide, Volume II gives you an example of how you would set up your chart of accounts to accommodate using the modules together. If you have and are using the Purchase Order module, you can also send inventory information to General Ledger by way of Accounts Payable. Again, see Using General Ledger for more information about how this may be done.
438
How Inventory Information Flows
Inventory
makes inventory items available to Invoicing/Order Entry updates quantity sold and quantity pending affecting quantity on hand. Also keeps track of period-to-date sales and cost of goods sold from Invoicing/Order Entry allows Purchase Order to update quantity on hand, quantity on order and quantity received period-to-date
sells inventory items updates inventory information on quantities on hand, quantity sold, and quantity returned prepares G/L entries for sales and returns, and cost of goods sold and returned, and sends this information to A/R tracks inventory item backorders through Backorder Report
Purchase Order
acts as a bridge between A/P and Inventory, if set up so that Inventory vendors are the same as A/P vendors can update Inventory with quantities and at the same time can update Accounts Payable with invoice information about the cost of items received can create purchase orders automatically for inventory items based on reorder levels and reorder quantities
sends inventory information received from Invoicing/Order Entry to G/L
receives invoice information from Purchase Order that may include cost of items received or services rendered sends this information to G/L
General Ledger
receives inventory information through Accounts Receivable and Accounts Payable
439
Index
Purchase Orders
Accounts Receivable
Accounts Payable
Inventory
Accounts Receivable
Accounts Payable
How Inventory Information Flows


You can control how Inventory works for your business by how you set the Inventory Module Options. If you have more than one company, you can set different options for each company. In fact, you must enter options separately for each company, even if your choices for each are the same.
Note
We assume you have read the material in the Getting Started Guide and in Inventory Overview on page 435. If you have not read this material, please do so before continuing here. Like the options in all Peachtree Accounting modules, there are two types of Inventory options: Module Options Set Printer Assignments
Module Options control Inventorys operation. This section discusses these options. If you have more than one printer, Set Printer Assignments lets you choose the printer that Inventory normally uses to print each of your Inventory reports. You read about report printing and about how these options work in the Getting Started Guide; we do not explain them further here. Inventory comes set with Printer 1 assigned for all reports. As you get to know Inventory, you may decide to change some of these printing options. For instance, you may decide to print long reports on a fast draft printer and shorter reports on a slower letter-quality printer. If your system has only one printer, you cannot change these options. Before continuing, we strongly suggest you print the Inventory Options Setup Form. This form is located on your hard drive in your Peachtree Accounting directory. See the Getting Started Guide for further information on how to print this form.
Inventory Options
When you choose your module options, you should base your choices on your companys practices and your personal preferences applicable federal, state, and local laws
440
Inventory Options
You may also want to consult with your accountant. You can change all of these options, but there are some that you should not change once Inventory is activated and running. Each options description tells you if and when you should make changes. Heres a description of each option:
Module Options tab
Controller Password Operator Password Accounts Receivable Index Purchase Orders Inventory PurposeThese passwords limit access to Inventory programs. They are not required, but are useful in protecting your programs and data from unauthorized use. ChoicesFor both passwords, you can use any combination of up to eight characters. This can consist of letters, numbers, or any punctuation marks or symbols, except quotation marks. Spaces count as characters. Inventory capitalizes letters entered in lower case for passwords. The default for both passwords is no password. EffectsThe controller password provides a password only for Maintain Inventory Options. If you decide to use a controller password, you will later need to know the password in order to change the module options selected for Inventory, including the passwords. Think of the controller password as the management password, since only those who are in charge of your companys inventory should know this password. If you set up a controller password, you can optionally set up an operator password, if you have other employees entering data. If you have a small company, and the same person who is in charge of inventory is also entering all the inventory information, then setting up just the controller password may be sufficient. The operator password gives you access to all of Inventorys programs except Maintain Inventory Options. Think of this as the employee password. You give the operator password to any employee who needs to enter inventory information. If you set up an operator password, you should also set up a controller password, so that access to the Maintain Inventory Options program is limited to certain people. How to ChooseDecide how much access you want to allow to your programs. Do not create a password that is easy to guess, such as your name, birth date, or department. If you do not use passwords, anyone can run your Inventory programs. Making ChangesYou can change passwords at any time. Change a password by typing over the current password. Delete a password by typing blank spaces or by pressing .
441
Accounts Payable

Warning
If you changed either of these passwords since you last backed up, and then discover you need to restore from that backup, the program will prompt you for your old passwords after you restore. You wont be able to use your programs unless you remembered what the old passwords are, so remember to keep the old passwords on file. Use Menus PurposeThis lets you tell Inventory whether you want to use multiple menus or a single menu when working with Inventory. ChoicesY or N. The default is Y. EffectsIf you choose to see multiple levels by accepting the default of Y, your Inventory programs are shown to you on three menus: Maintenance, Processing, and Reports. In addition, there is an Inventory Main Menu where you choose the type of menu listed previously. The advantage to using menus this way is that you can select the type of program you want before actually selecting the program. For example, if you want to run a report program but cant remember its name, selecting Report Programs from the Inventory Main Menu displays another menu showing all available report programs. If you set N for this option, Inventory uses its expert mode. In expert mode, Inventory displays only a single menuone that lets you select any maintenance, processing, or report program by pressing a single hot key. The advantage to expert mode is speed. Expert mode is faster because the software does less work to show you the choices. How to ChooseIf youre new to the program, accept Y to get this option. Once you become comfortable with the program, you can change this to N. Making ChangesYou can change this option at any time. Allow Changes/Deletions PurposeThis option controls your ability to change or delete inventory items. It does not restrict your ability to add items to inventory or to enter Inventory transactions. ChoicesY or N. The default is Y.
442
Inventory Options
EffectsIf you set this option to Y, Inventory allows you to change and delete inventory items.
Note
If you use a controller password, then only the controller can set the Allow Changes/Deletions option. This means if you set this option to N, then the controller must change it to Y before an operator can make changes. How to ChooseAccept Y to allow you to make changes and deletions until you have Inventory properly installed and youre comfortable with normal processing. After you become comfortable, we recommend that you keep this option set to N. When you need to make changes and deletions, change it to Y. Then, as soon as you make the needed change or deletion, reset this option to N. Making ChangesYou can change this option at any time. Force Control Reports PurposeMost programs that alter information (or let you alter information) in Inventory print a control report as an audit trail. This option controls whether these reports are printed automatically or whether Inventory programs ask you if you want the report. ChoicesY or N. The default is N. EffectsIf you choose to, Inventory automatically prints a report each time you use any program that can print a control report. If you choose not to force a control report, Inventory gives you the choice of printing or not printing a control report each time you enter a program that can print a control report. How to ChooseDecide whether you want to use control reports as an audit trail for Inventory transactions and activities. Purchase Orders Index
Note
We recommend that you force control reports to be printed. This lets you ensure the report prints, rather than relying on someone deciding to print it. If you set the option to Y, you can either send the report to a printer, or send it to a disk file from the Print dialog box. Making ChangesYou can change this option at any time.
443
Inventory
Accounts Receivable
Accounts Payable

Keep Year-to-Date Detail PurposeThis option lets you decide whether Inventory should keep Yearto-Date detail past the end of each month or period. ChoicesY or N. The default is N. EffectsIf you set the option to Y, Inventory keeps transaction details until you purge them using the Purge Transaction Detail selection from the Disk Maintenance Program on the Utilities Menu. This allows you to print the Transaction Register report for a range of generations. If you set this option to N, Inventory discards transaction details each time you run Close Current Period. In that case, you can print the Transaction Register for the current period only. Note that this option affects transactions entered in Inventorys Enter Inventory Transactions and Assemble/Disassemble Items programs, as well as Inventory transactions generated by the Invoicing/Order Entry and Purchase Order modules. How to ChooseWe suggest you accept the default of N unless you have overriding reasons to the contrary. Making ChangesYou can change this option at any time. However, you cannot retain transaction detail after the fact; if you want to have the current transactions available four months from now, you need to set the option to Y now. If you change this option from Y to N, all year-through-last-period transactions kept so far are discarded when you next run Close Current Period. Current Inv. Generation Number PurposeThis option lets you tell Inventory the number to use for your first generation. A generation is created when you run Close Current Period. At that time Inventory creates a copy of each of its files. It uses these new files for its processing from then until you next run Close Current Period, when it creates yet another set of files to use. Inventory stores the old set of files on your disk, but does not use them unless you specifically tell it to do so. We call each of these sets of files a generation or a data file generation.
444
Inventory Options
Each of the files that makes up a generation has a number as part of each file name. This number is the generation number. Each time you use Close Current Period, Inventory increases this number by 1 as it creates the new generation of files. If the number is 99, Close Current Period resets it to 0. ChoicesYou can select any number from 0 (the default) through 99. EffectsYour entry here becomes the third and fourth character of the name of each of the Inventory files that Peachtree Accounting creates as you install Inventory. (The first two characters are always IN.)
Making ChangesDo not make changes to the current Inventory Generation Number except under the supervision of a technical support person. If you change the Generation Number in the future, Inventory continues processing with old information or may not be able to locate a set of files at all (if none exists with the generation number you specify). Since both the current generation and one or more older generations remain on your disk, Inventory can only distinguish between them by the generation number in each files name. Grand Totals Page PurposeThis option allows you to control whether the grand totals for your Inventory reports will be printed on the bottom of the last page of the report, or on a separate page. ChoicesThe default is N, meaning that the grand totals will not be printed on a separate page. How to ChooseIf several departments require report totals, set the option to Y to have the grand totals of each report printed on its own page. You can then copy and distribute the Grand Totals Page to those departments. Printing totals on the last page of each report (by setting this option to N) is usually sufficient for a small company. Making ChangesYou can change this at any time.
445
Index
Purchase Orders
Inventory
Accounts Receivable
How to ChooseWe suggest you start with 0. The generation number then will reflect the number of times you run Close Current Period. The generation number in this module need not match the generation number in any other module.
Accounts Payable

Keep Specific Unit History PurposeThis option gives you the choice of keeping an after-sale history of those items for which you use specific unit costing as the costing type. ChoicesY or N. The default is N. EffectsWhenever you use specific unit costing (cost code U) for an item, Inventory keeps track of a serial number, the purchase date and the cost of all unsold units. If you set this option to Y, Inventory also keeps track of each unit after it is sold. It records who bought it, when, and for how much. You can print this information whenever you desire.
Note
Depending on how many specific unit costing items you sell, and how frequently you purge the file that tracks the sales information, setting this option to Y may cause Inventory to use much more disk space than it normally would use. If you set this option to N, inventory does not keep this information after the sale. If you do not use specific unit costing, this option has no effect. How to ChooseIf you are required by law or for any other reason to maintain lists of who purchased specific units of your inventory, set the option to Y. Otherwise, use N. Making ChangesYou can change this option at any time. Changing from Y to N will not have an effect on records already on file for sold units. Changing from Y to N will have an effect only on sales you record after you make the change. Date Field as Warranty Date PurposeAllows you to use the Optional Date field available for items using specific unit costing as a warranty date. ChoicesType either Y to use the field as a Warranty Date field, or type N to leave the field as an Optional Date field. EffectsIf this option is set to Y, the Optional Date field name will change to Warranty Date. This field only displays for items using specific unit costing. You can enter a warranty date in this field. This change displays on the Enter Transactions and Maintain Specific Unit History windows, as well as on the Specific Units Sold report. If this field is set to N, then the label on the Optional Date field remains the same.
446
Inventory Options
How to ChooseIf you want to use the Optional Date field to enter warranty date information for items using specific unit costing, type a Y in this field. Otherwise, enter a N in this field. Making ChangesYou can change this option at any time. Round Prices PurposeAllows you to specify number of decimal places in prices and gives you the option to round prices to the nearest 5 or 9. ChoicesEnter Y to Round Prices. Enter N to not round prices. If you enter Y to round prices, then specify the decimal Position to which prices will be calculated. Your options are 0 (whole dollars), 1, 2, 3, or 4 places to the right of the decimal point. Each price code may be set at a different level. For instance, you might use price code A as your retail price and calculate those prices to 2 decimal places ($1.23) and price code B as your wholesale price and calculate those prices to 4 decimal places ($1.2267). You can also round your prices up to the nearest amount ending in 5, 9, Y (both), or N (not round at all). Each price code may be rounded to either 5 or 9 or not rounded at all. For instance, you might use price code A as your retail price and calculate those prices to 2 decimal places ($1.23), but also wish to round to the nearest 9 arriving at $1.29. Price code B might be used as your wholesale price and calculate those prices to 4 decimal places with no rounding ($1.2267). EffectsThese price rounding rules only apply to price codes marked as percent above cost with the exception of the Changing Prices program where increase/decrease amounts by a percent. Price code lookups will always reflect the rounding rules. You can override the price rounding rules in Inventory's Enter Transactions and in Sales/Invoicing Enter/Edit Line Information. How to ChooseUse this option if you find that existing price rounding specifications do not meet all of your classification needs. Making ChangesYou can change these rounding rules at any time. They will take effect immediately for price codes using percent above cost.
447
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

User Defined Headings (1 to 5) PurposeAllows you to create fields in which to store specific types of information. This data can be used and sorted upon by Peachtrees reports tool, Intelligent Query Report Writer. ChoicesType a heading of up to 16 characters that will define this custom field. The heading you type will be what each system user sees when entering or maintaining inventory items. What you enter here is entirely up to your imagination. Examples of how you might use this feature: You might track marketing trends by entering a heading like Intended Use:, then entering the customers response in the Maintain Inventory Item window. Or, in a hardware store, you might group similar types of items together, by entering headings like Gardening, Plumbing, Electrical, etc. EffectsThese headings display in the Maintain Inventory Items and Query Inventory Items programs. To display them there, press the 6 key. How to ChooseIf you find that existing fields do not meet all your classification needs, or if there is additional information you would like to track, use this option. Making ChangesYou can change these headings at any time. However, changing the heading does not change data already stored under this heading in Maintain Inventory Items.
Entering Your Module Options

Follow these steps to enter the options:
1 Start Peachtree Accounting by double-clicking the Peachtree Classic Accounting icon.
Peachtree Accounting displays the first window. The date from your computers internal calendar appears at the bottom right corner of the window.
2 If the date is correct, press e. If not, change it and then press e.
Your cursor should be located next to the company ID. If your cursor is located next to the configuration type, press 2 to see your list of choices and select one. If there arent any, refer to your Getting Started Guide for more information on configuration types.
448
Enter your company ID.
Press 2 or e if youve forgotten your company ID. If you have not set up the company as instructed in the Getting Started Guide, Peachtree Accounting asks you if you want to add the company. If that happens, make sure you entered the correct company ID, and follow the instructions in the Getting Started Guide for adding new companies.
4 Select Inventory from the Peachtree Accounting Main Menu. If Inventory is already activated for this companyand it should not be, at this pointselect Maintenance Programs and then select Maintain Inventory Options.
If Inventory is not activated for this company, Peachtree Accounting displays the following message:
Inventory provides a suggested directory.
Press e to accept the suggested name or enter another one.
You are asked if you want to print the setup forms. These forms can be very helpful in converting to Peachtree Accounting.
449
Index
Purchase Orders
If the directory you enter does not exist, Inventory asks you if you want to create it. If you answer Y, it does so. If you answer N, you must enter the name of a different directory.
Inventory
Inventory then prompts you for the name of the directory where you want to store your Inventory information. (If you have any questions about directories, consult your DOS manual.)
Accounts Receivable
Accounts Payable

Enter Y to print the setup forms.
Inventory next runs the Maintain Inventory Options program for you. This program lets you choose one of two options:
Most people only need to change some of the module options and will not make any changes to the printer assignment options.
8 Choose Set Module Options.
Enter your choices as written on your Inventory Options Setup Form.
If you want to use the defaults for all of the module options, click the Accept button, and follow the directions later in the section titled Creating Your Inventory Files on page 451. If you want to make changes, enter them in the fields in this window. When you first enter the Inventory Module Options window, the cursor appears in the Controller Password field. 450
What to Do Next
Creating Your Inventory Files
Use the e, t, and arrow keys, or your mouse, to move around the window. Press 1 if you need help. If you enter passwords, be sure you enter them correctly, and make sure you know what they are. If you type a password incorrectly, or forget it, you will not be able to use Inventory.
10 11 Select the Additional Information tab if you want to add any user-definable headings in Inventory. When youre finished entering information on both tabs of the Inventory
When you accept the window, Inventory returns you to the program option window. If you want change Printer Assignments, you can do so now. We explain how to set these options in the Getting Started Guide. Otherwise, press 0 to create your Inventory data files.
Creating Your Inventory Files

12 When you press 0 from the window that lets you choose between the types of options, Inventory asks you to confirm the creation of your new data files. The message displayed says:
(This prompt is also the last time you can prevent Inventory from creating these data files.)
13 Answer Y.
Inventory processes for a few moments, displaying the name of each file as it creates it. When it is done, Inventory returns you to the Peachtree Accounting Main Menu. If you choose N, Inventory is not activated. Purchase Orders Index
What to Do Next
Now that you have set the Inventory options and have created your Inventory files, continue with Preparing Your Records for Use. This shows you how to gather and enter all of your companys Inventory information.
451
Inventory
Accounts Receivable
Module Options window, click the Accept button.
Accounts Payable


This section contains sections that teach you how to do each of the things necessary to prepare for entering your inventory items. It then gives you instructions for entering and verifying your inventory information. It includes sections that explain important inventory concepts.
Note
We assume you have read the material in the Getting Started Guide, Inventory Overview on page 435,and Controlling How Inventory Works on page 440. If you have not read this material, please do so before continuing here.
Getting Ready
When to Start the Gathering and Entering Process
Select a cut-off date for gathering and entering all the information about your current inventory items. This should be at the end of your year or accounting period. If you want to start using Inventory at the start of January, for example, you should pick a date (such as the last working day) at the end of December as your cut-off date. Schedule a physical inventory count just before your cut-off date this is the best way to determine the quantity-on-hand for each item. If you cant do this, you must rely on your previous inventory records. Decide when you want to start using Inventory on a daily basis to enter inventory transactions. This should be at the beginning of your year or accounting period.
How to Get Inventory Running for You

1 2 3 Conduct a physical inventory. Review this section so that you understand and can develop departmental codes and an item numbering system. Write the information you have gathered on the Maintain Inventory Items Setup Form that is in your Peachtree Accounting directory. See your Getting Started Guide for more information on printing this from your computer. Once you print it, make enough copies for your entire inventory.
452
Getting Ready
Definition of an Inventory Item
4 5
Enter your inventory information using Maintain Inventory Items. Then enter the transactions that occurred since the physical inventory using Enter Inventory Transactions until you bring your inventory up-to-date.
Definition of an Inventory Item

An inventory item is a group of identical units, each with the same description and item number. Inventory keeps track of the following types of items for you: Services: Work performed for others. Assemblies: Inventory items made up of other inventory items. An assembly can be a kit or package: a group of items you sell as a unit. For example, it may be something you advertise as a unit, such as a computer, with monitor, mouse, and hard disk drive, all for a special price. Components: Parts of an assembly item. Some components can be sold separately from the assembly of which they are a part; others can be sold only as part of an assembly item. Inventory Index Purchase Orders 453 Accounts Receivable Products: Things you stock and sell.
Not all of these types of inventory items may apply to your business. Most companies have only one or two. You should fill out an Inventory Item Setup Form for each item you have: product, service, assembly, and component.
Defining assemblies is covered later in Defining Assemblies on page 464.

Note
Organizing Your Inventory

In Inventory, each item has an item identification that consists of:
Department Code
Item Type
Item Number
APP
1100102MOV
No two items can have the same item identification.
Accounts Payable

You may be using department codes or already have an item numbering system in your inventory. If so, and your present system seems applicable, use it. It may be easy to develop into the organization you need. If you do not have a present inventory system, you have to define one. Develop a system of organizing your inventory items before you begin to fill out setup forms. Item Type: The Differences Between Products and Services The item type is a one-character code that groups inventory items into either products or services. You may sell both products and services, but each item must be classified as either a product (item type P) or a service (item type S). You must decide if each item is a product or a service. For example, W. D. Peachtree & Company sells its own brand of furnaces and furnace components, such as heating ducts and air filters. These are products. It also sells installation and furnace repair. These are services. Products are things you buy and sell, and Inventory tracks the quantity-onhand for these items. You can return a product to stock or adjust the quantityon-hand. Inventory keeps track of the units-on-hand for products, and the value of your stock. Services are work you perform. You cannot enter receipts or adjustments of services; they can never have quantities-on-hand. Choosing Department Codes The department code groups like items together. A department code consists of up to three numbers and/or letters. It cannot be blank. You can have as many different department codes as are necessary for your business, or you can group all of your items into a single department. Inventory departments are not the same as General Ledger departments. To see the difference, refer to your Getting Started Guide. As an example, W. D. Peachtree groups items within certain departments, such as mens clothing. Womens clothing is another department. It also groups items that frequently sell together, such as radios and radio batteries, in its electronics department as a sort of sub-department. The number of department codes you need depends on the size of your company and the kinds of inventory items you have. If you are a manufacturer, you may want to assign the same department code to each component that goes into making up an assembly.
454
Getting Ready
W. D. Peachtree & Company defines department codes according to actual departments: CLM (Mens Clothing) CLW (Womens Clothing) CLC (Childrens Clothing) SPO (Sporting Goods) SHA (Athletic Shoes) ELE (Electronics) HDW (Hardware) HAC (Heating/Air Conditioning) SLN (Shampoo/Toiletries) APP (Appliances)
When you decide on your department numbering scheme, make a list of your Inventory departments so that you can have it handy as you fill out Inventory Item Setup Forms. Choosing Item Numbers The item number is used to uniquely identify items within a department. An item number consists of up to 15 letters and/or numbers and cannot be entirely blank. Many items may have the same item type and department code, but no two items can have the same item type, department code and item number. In order to use Inventory effectively, you must establish an item numbering system that organizes your inventory for your business. Use your present item numbering system, if you have one. Create an item numbering system if you do not have one. Purchase Orders Index Here are two good rules for how long you should make your item numbers: Use as many of the fifteen characters as you need to establish a logical system. If you have 800 items per department, dont use a four-character, numbers-only system. Make sure that you will be able to add new items so that all your items are in the right order on printed lists, with like items grouped together. Use as few characters as possible. If you use all 15 characters, for instance, you and your employees will constantly be writing down or entering 15-character item numbers. Thats a lot more writing and typing than if you used six-character numbers. The longer your numbers, the more typing Inventory operators must do, increasing the likelihood of error. 455
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Consider the following example, which uses 10 characters: 8100210SWI The first two characters in the number identify the kind of item it is. This is a broad classification. For example, all item numbers beginning with 81 might be electric switches. The third, fourth and fifth characters are normally zeroes. These extra numbers allow you to add new groups of items when you expand your inventory. For example, 81002 might be used for electric two-way switches. The sixth and seventh characters in your item number designate a specific classification. For example, 10 identifies a plastic switch. The number for a two-way plastic switch is 8100210. The number for the three-way plastic switch is 8100310. The last three characters in your item number help identify the item by name or code. For example, use SWI for switch. The complete inventory item number for a plastic two-way switch is 8100210SWI.
You could also have a seven-character system that omits the last three characters described above. This type of numbering system has several benefits: It is consistent, and you will have no trouble adding new items to it and ensuring that they print on reports in an order that reflects your inventory organization. On reports and displays, similar items are listed together. It allows you to add items to your inventory and assign them numbers without altering the order of your numbering system. You can use the last characters to identify the item by color or other characteristic.
If you take item numbers from vendor descriptions and codes, or from recent vendor invoices or catalogs, you may need to alter them so similar inventory items appear together on reports. If you are using Invoicing/Order Entry, the inventory item number you select appears on your invoices. W. D. Peachtree & Company uses these item numbers to identify some appliances: 456 0900120REF (refrigerator, commercial) 0900121REF (refrigerator, commercial) 0900122REF (refrigerator, commercial)
Getting Ready
0900210REF (refrigerator, residential) 1100101OVE (oven, commercial) 1200040DIS (dishwasher) 1400040TRA (trash compactor)
You do not have to use all 15 characters. After you decide what your numbering system is going to be, write down an explanation so everyone dealing with inventory can understand and use it. You might want to create an explanation that looks like this: Characters 1 & 2: Type of Item 09 = Refrigerator 11 = Oven 12 = Dishwasher 14 = Trash Compactor Characters 3, 4, & 5: Type of Use 001 = Commercial 002 = Residential 000 = Both Inventory 457 Index Purchase Orders Characters 6 & 7: Different for each item. Characters 8, 9, & 10: First three letters of the type of item, such as REF, OVE, DIS, etc. This connects the first two numbers with an item. For example, an item beginning 09 would never end in TRA. Using Letters and Numbers for Department Codes and Item Numbers Select a numbering/lettering scheme that is consistent and represents your inventory items well. The better the fit between your department codes, your item numbers, and your actual inventory, the easier youll find inventory operations. Accounts Receivable
Accounts Payable

In summary: If you use numbers and letters, use the same pattern every time. For instance, start all item numbers with two letters followed by four numbers. You can use upper-case or lower-case letters (or both) but we suggest that you stick to one or the other. Youll eliminate a lot of entry errors that way. If you use numbers, use leading zeroes to ensure your numbers appear in the correct order. In the previous example, the number used for the type of item for refrigerators is 09, not 9.
When you set up your department and item numbering systems, remember that Inventory will print items in this order: Blank spaces appear before numbers on your reports. Numbers appear before letters. Upper-case letters appear before lower-case letters.
Choosing Product Codes

Product codes are one-character codes that group inventory items into broad categories for the purpose of creating the General Ledger transactions that record sales, returns, and other Invoicing/Order Entry module activities. Inventory does not use them for any other purpose. Although Inventory does not send information directly to General Ledger, it can update Invoicing/Order Entry, which in turn can send information to General Ledger through Accounts Receivable. When you use Inventory with Invoicing/Order Entry, the product code for each item determines the General Ledger accounts to which sales, cost of sales, and other transactions for the item, are posted. Use a different product code for items whose sale and cost of sale should be posted to different General Ledger accounts. When you use Inventory with Invoicing/Order Entry, the product codes set up in Inventory and Accounts Receivable need to be the same in order to sell the item in Invoicing/Order Entry. (This is why we recommend that you install Accounts Receivable and Invoicing/Order Entry before Inventory.)
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Choosing Costing Methods
W. D. Peachtree & Company groups several departments together and assigns one product code. For example: C (all clothing) A (appliances) S (shoes) E (electronic items)

You must select a costing method for each item you enter into Inventory. You have a choice of Standard Cost, Average Cost, LIFO or FIFO, or Specific Unit Costing. Overview of Costing Methods The costing type is used by Inventory to calculate both costs of sales and the value of inventory on hand. S Standard Cost: Inventory initially calculates the cost according to the entry you make for Current Cost when you add the item to Inventory and later according to any change you make to Current Cost. Select this when items are billed to customersand Inventory valuedbased on a fixed cost or a percentage above cost. Average Cost: Inventory calculates a weighted average cost by dividing the actual total cost of an inventory item by the total number of units on hand. Enter Inventory Transactions displays this calculated current cost when you enter transactions for a specific item. Select this when you calculate unit costs as the total item cost divided by the number of items on hand. LIFO (Last In, First Out): This keeps track of the price you paid for each group of units you receive at the same time at the same unit cost. LIFO costs your sales and values your inventory as if the items you sell are the ones you have received most recently (and remain unsold). Select LIFO when you charge the most recent inventory costs against revenue. (LIFO yields the lowest possible amount of net income in periods of constantly rising costs because the cost of the most recently acquired item more closely approximates the replacement cost of the item. In periods of declining costs, the effect is reversed.) Accounts Receivable Index Purchase Orders Inventory
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Accounts Payable

FIFO (First In, First Out): Similar to LIFO, the FIFO costing method keeps track of the price you paid for each group of units you receive at the same time at the same unit cost. However, FIFO costs your sales and values your inventory as if the items you sell are the ones that you have had in stock for the longest time. Select FIFO when you charge costs against revenue in the order in which costs occur. (FIFO generally yields the highest possible amount of profit during periods of constantly rising costs because costs increase regardless of the fact that you may receive merchandise prior to the cost increase. In periods of declining cost, the effect is reversed.)
Specific Unit Costing: Inventory costs each unit individually. It also keeps track of
a unique number, called a serial number, that identifies each unit You must enter a serial number whenever you record a transaction for the item if you use this method. Inventory also allows you to keep detailed information about the sale of each unit, including to whom it was sold and when (see Keep Specific Unit History). Select Specific Unit Costing if you need to keep track of each unit of your items individually.
the date you received each unit
The following section gives more detail on LIFO and FIFO costing methods and specific unit costing. How LIFO and FIFO Work If you use either LIFO (Last In, First Out) costing or FIFO (First In, First Out) costing, Inventory makes certain assumptions about what it must do: Whenever you receive a shipment of the item, Inventory records the quantity you received the date you received it the unit cost Inventory records this information separately for up to 12 different shipments. Each set of shipment information is stored in what we call a costing bucket. Whenever you sell an item, Inventory uses the cost information from a specific costing bucket. Inventory then reduces the quantity of the item in that bucket.
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If you select LIFO as the items costing method, Inventory uses the cost information from the most recent bucketthe last receipt. It uses cost information from your oldest stock of an item last. If you select FIFO as the items costing method, Inventory uses the cost information from the oldest bucketitems received first that are still in stock. It uses cost information about your most recent receipt last.
Since there are only 12 buckets available, Inventory moves the contents of the eleventh bucket into the twelfth bucket. If there are already units in the twelfth bucket, Inventory adds the costs of the units that were in the eleventh bucket to the units in the twelfth bucket, and averages them. For a FIFO item, a similar process is used. When a LIFO or FIFO cost is averaged, and appears on a report, Inventory identifies the average cost by placing an asterisk (*) next to the figure. In most cases, the 12 costing buckets are sufficient to contain LIFO and FIFO information for a company. Consider the following sequence of receipts: Receipt Dates and Costs Date Received
3/31 4/30 5/31 6/30 7/31
Quantity
6 8 12 10 8 44
Cost
$2.00 2.50 2.25 2.10 2.35
Value
$12.00 20.00 27.00 21.00 18.80 $98.80
Total:
If LIFO costing is applied to this example, items received on 7/31 sell first. Items received on 6/30 sell next, and so forth. If you fill an order for ten units of the item, you sell eight that cost you $2.35 each, and two that cost you $2.10 each. 461 Index
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When you have 12 buckets of costing information filled for a LIFO item, and you receive another shipment, Inventory enters the new shipment in the first bucket, as always. Units in each bucket are pushed down to the next bucket.
Accounts Payable

If FIFO costing is applied to this example, items received on 3/31 sell first. Items received on 4/30 sell next, and so forth. If you fill an order for ten units of the item, you sell six that cost you $2.00 each, and four that cost you $2.50 each. Dont allow negative quantities for LIFO or FIFO items; allowing negative quantities will prevent Inventory from costing accurately. Costing buckets can be viewed using these programs: Maintain Inventory Items Query Inventory Items Enter Inventory Transactions
When a LIFO or FIFO item is returned from a previous sale, and you return it to stock, you must decide whether to place the item into inventory at current cost or previous cost. There is no set rule to follow. Adjustments are entered in Enter Inventory Transactions. Changing LIFO or FIFO Costing to Another Costing Method At times you may want to change LIFO or FIFO to another costing method. (You should talk to your accountant about the tax implications of doing this first.) You can do this at any time by changing the costing type in Maintain Inventory Items or by using Change Costing Type. When you change the costing method of an inventory item that was costed LIFO or FIFO to any other costing type, Inventory automatically deletes the items costing buckets. There is no way to retrieve this information once it is deleted. If you change to standard cost, the item is valued at the last cost you paid for the item. If you change to average cost, Inventory divides the total cost of the item by the number of units on hand. If you change the costing method from LIFO to FIFO, or from FIFO to LIFO, Inventory reorganizes the information in the buckets accordingly. You cant change an items cost to specific unit costing unless the quantityon-hand is zero.
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How Specific Unit Costing Works When you select specific unit costing for an item (by entering cost type U), you are telling Inventory that you want to keep track of each individual unit of the item. You can do this for any item other than services, and items that make up other items: components and sub-assemblies of assembly items. (Assemblies are explained later in this section.) Inventory keeps track of the unit cost for each individual unit of cost code U items that you have in stock. And, if the Keep Specific Unit History module option is set to Y, Inventory keeps track of these items after they are sold. Inventory tracks information such as the name or ID of the customer, the sale date, and the sale price. There are several reasons to use specific unit costing: The item is expensive, and you want to keep track of each unit individually so that you can price each sale individually. The law requires that you record the items serial number, such as for handgun sales. You want to keep track of purchasers of the item for promotional purposes, possible mailing of recall notices, or other purposes, and have set the Keep Specific Unit History option to Y.
A serial number can be any number you assign to the item. It can be the units serial number, or a number you make up based on vendor, date of manufacture, etc. When you select specific unit costing for an assembly item, make up your own numbers for the units or use the serial number from a primary component of the assembly. When you receive stock for a specific unit costing item, you must enter the serial number for each unit you receive. You can view or print a list of the serial numbers at any time.
If you are keeping specific unit history, when you enter a sale using Enter Inventory Transactions you can also enter information such as the name of the person who bought the unit. This specific unit history information remains on fileand on your disk until you delete it. You can delete this sales information at any time. A good time to do this is when the Specific Units Sold report (an option of the Specific Unit Items Reports) gets too long, or you no longer need to record the numbers. When you delete numbers from the tracking list, there is no way to go back and re-enter them. 463
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When you sell the item, you must enter the serial number for each unit you sell. When you enter the units serial number, Inventory looks up the cost at which you received the unit and uses that cost as the cost for the sale.
Inventory
Accounts Receivable
Accounts Payable

Changing Specific Unit Costing to Another Costing Type You can change the costing method from U to another costing type at any time. When you do this, Inventory deletes the serial numbers of all unsold units.
If You Dont Have Assembly Items . . .

At this point, you have covered most of the information you need in order to begin collecting data on your inventory items. If you do not have assembly items in your inventory, skip the next section and go directly to Entering Your Inventory Information. If you do have assembly items, read the next section. It tells you all about assembly items components sub-assemblies
Defining Assemblies
An assembly item is an inventory item that consists of a group of products and/or services you sell as a unit. You might actually assemble them or you might simply pick them off the shelf when you have a sale. We refer to the products or services that go into assemblies as components. As you fill out an Inventory Item Setup Form for each item, be sure to include each assembly, sub-assembly and component item. You enter your assemblies into inventory just as you do any inventory item. After all inventory information is entered into Inventory, along with beginning quantities-on-hand for each item, you define your assembly items so that Inventory knows which components and sub-assemblies go into which assembly items.
What an Assembly Item Is

An assembly item can be a simple kit or package, or can be a more complex item that consists of many components. It is important to note that assemblies are finished items in inventory. Peachtree Accounting provides a way to build these assemblies but does not provide a way to track and control a manufacturing process.
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Defining Assemblies
How to Use Assemblies
An assembly can be: A group of products that you sell together as part of an advertised special. For example, W. D. Peachtree & Company has an electronics department. It advertises a summer special on brand name portable radios for the beach. This assembly consists of the radio, batteries and earphones and a free beach blanket. A group of products that you actually assemble into an item. For example, W. D. Peachtree sells stereos in its electronics department. It assembles the amplifier, CD player, cassette player, AM/FM radio, equalizer, and two speakers. It sells each item separately or sells the assembly for one price. A group of services that you sell together. For instance, W. D. Peachtree has a car wash. Its services include the wash, interior vacuuming, tar removal, waxing, and hand drying. A group of products and services. For instance, W. D. Peachtree has a spring sale on aluminum gutters. It advertises the gutters, gutter straps, aluminum nails, and installation at a special price. The installation is a service item.
How to Use Assemblies

Enter the assembly item and its components into Inventory. Tell Inventory how to build the assembly. Build the assembly. Inventory Index Purchase Orders There are three steps involved in using assemblies in Peachtree Accounting:
Before you can tell Inventory how to build an assembly you must enter the assembly itself and each component as items in Inventory (if they dont already exist as items). You do this by using Maintain Inventory Items just as you would for any other item, or you do it when you tell Inventory how to build the assembly (as discussed in the next paragraph). After the assembly and components have been entered into Inventory, you must tell Inventory what goes into the assembly by using Maintain Inventory Assemblies. The list of what goes into an assembly is called the assembly definition. You must tell Inventory which item is the assembly, which items are its components, and how many of each of the components go into making the assembly.
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For example, the assembly definition for the summer special on portable radios offered by W.D. Peachtree consists of the following: Portable Radio Special (assembly) 1 Radio (component) 4 Batteries (component) 1 Set of Earphones (component) 1 Beach Blanket (component)
You also can easily copy the components of one assembly to create another new assembly and make any modifications to the new one that are necessary to make it correct. This will be an enormous time saver if you create similar assemblies repeatedly. You can only copy one existing assembly into a new assembly. The final step is to build the assembly, using Assemble/Disassemble Items. In this program you tell Inventory which assembly you want to build and how many units you want to build. Inventory builds the requested number of assemblies by increasing the number on hand and decreases the number on hand for each of the components used. Using the previous example, if you build 10 Portable Radio Specials, Inventory will add 10 Portable Radio Specials to your inventory subtract 10 radios, 40 batteries, 10 sets of earphones, and 10 beach blankets from your inventory
You should always build assemblies in Inventory before you sell them. For assembly items that you put together at the time of sale, you may determine how many to assemble for any day by scanning your sales tickets for sales of the assemblies. These items are likely to be advertised specials where you are not actually assembling the components (or even shrink-wrapping them into a package).
Note
If, for the assembly, you set the Negative Quantity field in Maintain Inventory Items to Y, you can sell the assembly before you build it. However, this is not recommended, as the unit cost used for the sale will be the most recent cost of the assembly. This may not be the correct cost.
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Defining Assemblies
Building More Complex Assemblies
Inventory treats an assembly item and each of its components as individual items in Inventory. Inventory does not know whether an assembly is made up of individual items or items that are themselves assemblies. We use the term sub-assemblies for items that are assembly items and are also used as components of larger assemblies. You can use Peachtree Accounting to build very complex assemblies if you remember that each assembly is treated by Inventory as a single item and that you should build sub-assemblies first before you build the assemblies that use them. For example, suppose you wanted to assemble a Color TV/VCR/Video Camera Package (Item A). Item A consists of 1 Item B (video camera) and 1 Item C (Color TV/VCR Package). The video camera (Item B) is a single item in Inventory. Component Item C, however, is another assembly which consists of 1 Item D (a color TV) and 1 Item E (a VCR). In this case, Item C is called a sub-assembly of Item A. The following diagram shows assembly items. Notice that the definitions of the assembly items are not connected. This reflects the fact that they are not connected in Inventory.
Item D Item E
Item B
Item C Sub-Assembly Item (Color TV/VCR Package)
Item A Assembly Item (Color TV/VCR/Video Camera Package)
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Accounts Receivable
Accounts Payable
Building More Complex Assemblies

The steps for building a more complex assembly are the same as for a very simple assembly. First, each assembly and component must be entered into Inventory. In this example there are five individual items that must be entered: two assemblies (Item A and Item C) and three component items (Items B, D, and E). Next, tell Inventory how to build the assemblies. Use Maintain Inventory Assemblies to tell Inventory how to build the two assemblies (Item A and Item C). Since you are just telling Inventory how to build these assemblies, you can enter them in either order. After the assemblies have been defined, build the assemblies using Assemble/Disassemble Items. Since assembly Item C is part of assembly Item A, you must build it first so that it is on hand when you build assembly Item A. Thats all there is to it.
More Information about Assemblies

Including Overhead and Labor You can also include the cost of the labor it takes to assemble an item as one of its components. Labor cost can be added to the cost of the assembly in two ways: Make labor cost a service component. If you do, make the item a service (type S). Include labor cost in the overhead cost of the item. Set up an item called overhead. Make the item a service (type S) so that it will never have an inventory value or quantity-on-hand. Enter a cost of one dollar. Then include the number of units of this item as a component of your assembly, where this number is the total overhead dollars you have for each unit you assemble. This could include electricity, taxes, rent and the like, as well as labor. Its up to you.
Selecting a Costing Type for Assembly Items Since assembly items are treated by Inventory as individual inventory items, you can select any costing type for an assembly item, just as you can for any other inventory item. The only restriction is that a component item cannot have specific unit costing as its costing type. In the complex example above, assembly Item A can have specific unit costing as its costing type, but assembly Item C cannot since it is a component item of Item A. Items B, D, and E cannot use specific unit costing either.
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Defining Assemblies
More Information about Assemblies
If you select specific unit costing as the costing type for an assembly item, you must enter a serial number for each unit of the assembly item. You do this as you build the assemblies using Assemble/Disassemble Items. Each unit of the assembly item must have its own serial number. You cannot enter duplicate serial numbers track serial numbers for components of any assembly
Assembly items that are services must have standard costing (costing type S). How Inventory Calculates the Cost of Assemblies The cost of an assembly is calculated when it is built by Assemble/ Disassemble Items. The cost is calculated by adding the cost of all components used and dividing that total by the number of units being assembled. The cost of the assembly item is updated just as it would be for any other inventory item: If the costing type is standard, you have to enter the current cost yourself through Maintain Inventory Items because the program cant calculate the cost for you. This cost is a fixed cost so it will not be updated by the program. You will have to update it yourself. Inventory Index Purchase Orders If the costing type is average, a new weighted average cost is calculated. If the costing type is LIFO or FIFO, the next costing bucket is updated with the quantity built and the calculated cost. If the costing type is specific unit costing, a specific cost must be entered when each serial number is entered. Accounts Receivable
If a components costing type is FIFO or LIFO, the assembly items cost is based on the average cost of the LIFO or FIFO units used during the assembly run in which you build the assembly. Consider this example: An assembly uses four units of item X, a LIFO item. You build 10 units of the assembly item. You use 10 units of item X that are costed at $21, and 30 units costed at $25.
Inventory takes the average cost of the 40 units of item X used for the assembly ($24) and multiplies it by 4 (the number of units of item X in each assembly), and adds the result ($96) to the cost of the assembly.
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Accounts Payable

When an assembly item is disassembled, and the component is returned to inventory, a components cost is automatically entered as it was originally costed. LIFO or FIFO costed components are returned to the first costing bucket. When to Assemble Items Normally you should build assembly items soon after they are defined. You should always try to build the assembly before you sell it. If your assembly is an advertised special that lasts a few days, rather than an item you physically package together, you must determine the number of units you assembled on a daily basis by checking the number of units that were sold. This is necessary because Inventory keeps track of its items by the accounting period, not by the day. Go through each days sales slips or orders to see how many of the item you have sold. Then enter the assembly of that quantity of the item. After you assemble and then sell these items, you usually will have a quantity-on-hand of zero.
More about Component Items

Component items are simply inventory items that are used in assemblies. There are two types of components: Salable, those that are sold individually as well as part of an assembly. Non-salable, those that are used only as part of an assembly.
The Component Item field in Maintain Inventory Items for each inventory item defines whether the inventory item is: Sold only by itself and is never used as a component in an assembly (code S); S stands for stand-alone item or assembly. Used only as a component of an assembly (code N); N stands for non-salable component. Both sold by itself and used as a component in an assembly (code C); C stands for component.
Only those component items that are defined as salable (code S or code C) appear when you run the Inventory Price List.
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Defining Assemblies
Two Methods for Entering Inventory Items
Component items are treated specially in several areas. First, a component item cannot have specific unit costing as its costing type. Any other costing type is valid. The second area that is different is the recording of period-todate (PTD) and year-through-last-period (YTLP) component usage. When an item is used to build an assembly, the number of units used is added to the items PTD Components Used, not to the items PTD Units Sold. The reason this is done is that when an item is used as a component, it is not being sold; it is being combined with other items to be sold. If a unit used as a component were treated as if it were being sold, the profitability calculations would be incorrect. The PTD and YTLP Units Sold figures for non-salable components are always zero. For stand-alone items, the PTD and YTLP Components Used figures are always zero. For salable components, those that are sold separately as well sold as part of assembly items, you will see an amount both for Units Sold and Components Used.
Two Methods for Entering Inventory Items

Decide how to enter your inventory items. There are two ways: For most inventories, you can enter the static item information such as description and vendoras well as the quantity-on-hand and year-through-last-period (YTLP) information at one time. We recommend using this method whenever possible. Alternatively, if you have LIFO (Last In, First Out) and FIFO (First In, First Out) items and you want to keep detail on units of more than one cost in stock, you may decide to enter your inventory in two steps: First, enter all the information for each item except the quantityon-hand and year-through-last-period figures. You can do this gradually, using as much time as it takes to gather and enter all of the information. Then total the year-through-last-period information for each item and enter those figures using Maintain Inventory Items. Note that this is optional information, but if you start using Inventory in mid-year and omit this information, your year-through-last-period figures will not include inventory transactions before your cut-off date. Next, when your cut-off date arrives, check your current quantity-on-hand for each item, and enter that amount in Enter Inventory Transactions as if they were inventory adjustments.
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Inventory
Accounts Receivable
Accounts Payable

If you do not use this alternative method for LIFO and FIFO items, Inventory creates one bucket where all units with the same cost are stored. These units are costed at the current cost you enter for the item. It uses your entry date as the receipt date of the units. The disadvantage of this alternate method is that your year-through-lastperiod quantity adjusted for each item will include your initial quantities because you enter them as adjustments. It is also slower. Whichever method you use, you may want to gather all information other than the quantity-on-hand and year-through-last-period information first, and add that information to the setup forms after they are otherwise completely filled out. Also note that you will never enter quantities-on-hand for service items.
Item Information
What follows is a description of the item information you need to gather before you can enter your inventory items in Maintain Inventory Items. This section is divided into three partsUnchanging Item Information, Active Item Information, and LIFO and FIFO Information. You will use Maintain Inventory Items to enter all the information described in these sections. You may want to gather all the unchanging (or static) information for all your items first, and then gather the active information (quantity on hand, yearthrough-last-period) for your items immediately before you enter them into Inventory. The static information can be entered on the Inventory Item Master Template.
The Inventory Item Master Template
You can set up a template to hold your constant or unchanging inventory item information. The information you enter and save on the template becomes the default, or automatically supplied data, for each inventory item you enter. To enter and save template information, just enter a new item number. At the prompt asking if you want to add a new item, select the Template button. Then fill out the Maintain Inventory Items window with the constant information, and save your entries.
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Item Information
Static Item Information
Item Type PurposeItem Type classifies items as products or services. Item Type is part of each items identification. ChoicesThe item type is either a product (P) or a service (S). This is required information.
Making ChangesTo change the item type, delete the item from Inventory, then re-enter it as another item type. Deleting an item is further explained in Delete Discontinued Items on page 549 Department PurposeThis groups like items into one category. Department Code is part of each items identification. ChoicesUp to three characters. This is required information. How to ChooseThis comes from a list of department codes that you devise. Refer to Choosing Department Codes on page 454 for more information. Making ChangesIf you ever need to change the department code, you can use the Change/Copy Inventory Item program on the Maintenance menu. Item Number
ChoicesYou can enter up to 15 characters here. This is required. How to ChooseAssign item numbers based on the way you organized your inventory. Making ChangesIf you ever need to change an item number, you need to delete the item from Inventory, then re-enter it with its new item number.
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PurposeThis identifies an inventory item within a department. If you have not read it, refer to Choosing Item Numbers on page 455.
Inventory
Accounts Receivable
How to ChooseIf you have an assembly item that consists of both product and service components, enter a P here. See Item Type: The Differences Between Products and Services on page 454 for further information.
Accounts Payable

Item tab
Item Description PurposeThis identifies the item by name. Item descriptions appear on reports, displays, and invoices. An accurate description immediately identifies the item to the reader. ChoicesYou can enter up to 20 characters. This is suggested information. How to ChooseUse descriptions that clearly identify the item. Making ChangesYou can change this at any time. Extended Description
PurposeThis allows you to use a longer description for an item that cannot be adequately described in 20 characters.
ChoicesYou can enter up to 160 characters. This is optional information. EffectsIf you use Inventory with Invoicing/Order Entry, this becomes the default description on invoices in Invoicing/Order Entry and replaces the regular description. This is useful if you need a lengthier description of a regular item or an assembly item. How to ChooseUse a description appropriate to your item. Making ChangesYou can change this (by entering Y and editing the description) or delete this (by typing N) at any time. Product Code PurposeThis groups similar inventory items together for posting of Invoicing/Order Entry transactions to General Ledger. ChoicesA-Z, 0-9, or a blank. This is suggested information. EffectsWhen you use Inventory with Invoicing/Order Entry, the onecharacter product code for each item determines the G/L accounts to which transactions entered into Invoicing/Order Entry are posted. How to ChooseIf you are using Invoicing/Order Entry, make sure the product code you choose here is the same as one youve set up for Accounts Receivable. If an inventory item has a product code not found in Accounts Receivable, Invoicing/Order Entry forces you to use a valid A/R product code. Refer to the Choosing Product Codes on page 458 for more information. Making ChangesYou can change this at any time. 474
Item Information
Location PurposeThis defines where an item is stored, such as a warehouse bin number. ChoicesYou can enter up to eight characters. This is optional information. EffectsThis appears on the Physical Inventory Report. How to ChooseDevise a code for your items; for example, an item with a code number of S2-A4-UP may be located in section 2, aisle 4, upper level. Making ChangesYou can change this whenever you change the location of the inventory item. Receiving Unit Selling Unit Conversion Factor PurposeThese three fields are used together to handle the receipt of a product in one unit of measure (such as CASE) and sell it in another unit of measure (such as EACH). The Conversion Factor is the number of selling units per stocking unit (24 cans in a case).
You enter a number of more than zero for the Conversion Factor. The Conversion Factor must be 1 for specific unit costing items. This is required information. EffectsThe Receiving Unit appears on reports and displays. It lets you know in what measure the item is received from the vendor. This information tells your receiving department how to verify shipments, and also tells you how to order the item from your vendor. Inventory prints your Selling Unit of measure on printed reports and displays. This information appears on invoices, on inventory reports and on two invoicing reports, telling the reader in what units you sell the inventory item. When you receive an item, Inventory multiplies the quantity received of the item by the Conversion Factor to get the number of salable units you are adding to stock. Inventory also divides the cost of the item, as entered during an inventory receipt, by the conversion factor.
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Inventory
ChoicesYou can enter abbreviations of up to four characters for the Receiving Unit and Selling Unit. This is suggested information.
Accounts Receivable
Accounts Payable

For example, you buy oil by the case but sell it by the can, and each case holds 12 cans. Enter the product as follows: Receiving Unit: CASE Selling Unit: CAN Conversion Factor: 12 (= the number of cans in a case).
When you enter receipts using Enter Inventory Transactions, you must enter the receipts in terms of receiving units. For instance, if you receive four cases of oil, you must enter 4 for the quantity received, not 48. If you enter your cost as $4.80 (per CASE), Inventory divides it by 12 to get a unit cost of $.40 per CAN. How to ChooseUse codes. For example:
BOX CART (carton) CASE DOZ (dozen) DRUM EACH FOOT LB (pound) QT (quart)
Because services cant be received, the Receiving Unit and Conversion Factor dont apply to services, so you should make no entry. You should enter a selling unit, however, for displays and reports. Making ChangesReceiving Unit and Selling Unit can be changed at any time since they are only used for display purposes. Conversion Factor can also be changed at any time, but it will affect the number of units added to the quantity available for sale the next time this item is received. Changing Conversion Factor has no effect on the current quantity available for sale. Vendor ID PurposeThe Vendor ID identifies the vendor from whom the inventory item is purchased. Once you have set up and saved a primary vendor for an item, you can enter up to four alternate vendors, for a total of five per item. ChoicesYou can use up to six characters. This is required for products and optional for services. How to ChooseIf you are using Accounts Payable, you do not need to fill out this information on each setup form. When you enter item information, you can use 2 to look up vendor IDs, a-2 to look up vendor names, or c-2 to look up vendor phone numbers in Accounts Payable. If you purchase the item from a vendor not set up in your A/P files, you can enter the vendor here and add him later in Accounts Payable. 476
Item Information
If you install Inventory before you install A/P, we suggest that you read those portions of Using Accounts Payable that explain vendors and vendor IDs. Here are some suggestions for vendor IDs if you do not plan to use Peachtree Accounting Accounts Payable: If you have a few vendors, use vendor names, such as Smith for Smith Office Supplies and Jones for Jones Building Supplies. If you have many vendors, you may need a more complex system of identification. For example, W. D. Peachtrees electronics department carries many brands of state-of-the-art electronics equipment. There are more than 30 vendors. The regular vendors are given coded identification numbers, using W.D. Peachtrees electronics department code as the first three characters. For example, Alpha Star Supply is ELE001. Azex Tube and Broadcast is ELE002. For assemblies, you may wish to list yourself as the vendor. Or, you can list the manufacturer of the primary components you use in the assembly.
Making ChangesYou can add alternate vendors to the list, or change existing ones, at any time. Vendor Item # PurposeUse Vendor Item Number when ordering the inventory item from your vendor. Once you have entered and saved a primary vendor and item number, you can enter up to four alternate vendors/item numbers. ChoicesYou can enter up to 15 characters. This information is optional. EffectsInventory prints the vendor item numbers on the Reorder Items Report next to vendor IDs. Purchase Orders Index How to ChooseUse a catalog number or vendors code as the vendor item number. Find this number on the vendors invoice. If you order the same item from different vendors, or if there is no catalog number, create your own vendor item number, or leave it blank. For assemblies, if you list yourself as vendor, create your own vendor item number or use the assembly item number as your vendor number. Making ChangesYou can add alternate vendors and their item numbers, or change existing ones, at any time. Inventory
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Accounts Receivable
Accounts Payable

Neg Quantity PurposeThis controls whether the quantities on hand are allowed to go below zero for an item. You may need to allow this situation for those products that have a high turnover rate, or those items of which you dont keep many on hand but can get delivered very quickly. ChoicesY or N. The default is N. This is required information. Since services are not allowed to have any quantities-on-hand, you cannot change this from the default of N. This must also be set to N for specific unit costing items (costing type U). EffectsIf you enter Y, Inventory lets you sell the item or use it in building an assembly item even though there does not appear to be sufficient quantityon-hand to do so. When this occurs, Inventory uses the most recent cost of the item for costing purposes. If this cost is different than the cost of the item that you receive, the cost of your inventory will be inaccurate. If you are using Peachtree Accounting General Ledger, you will have to calculate the discrepancy and correct it with a journal entry. If you are using Invoicing/Order Entry, entering Y allows Invoicing/Order Entry to keep track of backordered items through the Backorder Report. For more information, refer to Using Accounts Receivable and Invoicing/Order Entry. After you sell the item, or use it to build an assembly, the quantity-on-hand will appear as negative. If you use N, Inventory does not let you sell or use more units than it thinks you have on hand. How to ChooseWe recommend that you set this to Y only for special circumstances since it gives you less control over your inventory. Dont set this to Y for LIFO and FIFO items. Making ChangesYou can change this at any time. Costing Type PurposeThis establishes the costing method to be used for each item and controls inventory valuation and the costing of sales. Refer Choosing Costing Methods on page 459 for a complete discussion of the costing types available in Inventory.
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Item Information
ChoicesThis is required information. Select one of five costing types: S Standard Cost A Average Cost L Last In, First Out (LIFO) F First In, First Out (FIFO) U Specific Unit Costing
Making ChangesYou can change this at any time. However: If you change the costing type from LIFO or FIFO to any other costing type, all costing buckets are deleted. The last cost recorded becomes the cost for the item. If you change from average or standard costing to LIFO or FIFO costing, the date you entered or accepted when you started Peachtree Accounting, the current cost, and the current quantities on hand are used to build the first costing bucket. If you change LIFO to FIFO, or FIFO to LIFO, costing buckets are arranged accordingly. You cannot change from any of the costing methods to specific unit costing unless the quantity-on-hand is zero and the item is not a component. If the quantity is not zero, you must use an adjustment transaction (using Enter Inventory Transactions) to reduce the quantity to zero, change the costing type to specific unit costing, and then enter the units back into inventory with an adjustment transaction.
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Index
Purchase Orders
Inventory
Accounts Receivable
How to ChooseThe default is the costing type you selected when you set up your options. This should apply to most of your inventory items. If you want to choose a different costing type for an item, you may want to talk to your accountant first. For further information, see the information on default costing type in Controlling How Inventory Works .
Accounts Payable

Component Item PurposeThis defines whether the inventory item is a: S (Stand-alone item): For items sold only by themselves. An example might be a microwave oven that is never sold as part of an assembly. N (Non-salable component): For items only used as components in assemblies and never sold by themselves. An example might be a free shoe horn that your store gives away to customers who purchase a pair of shoes, but is unavailable to them otherwise. C (Salable component): For items sold by themselves and also used as assembly components. An example might be a jacket that is sold separately or as part of suit.
An assembly can be items you advertise together (or actually assemble) and intend to sell as an inventory item. Defining Assemblies on page 464, tells you all about assemblies. ChoicesChoose S, N, or C. EffectsItems with an S or C will appear on the Inventory Price List. How to ChooseYou cannot select C or N for items that have a costing type of U (specific unit costing). These items cannot be components. Making ChangesYou can change this from S to N or C at any time. You can only change C or N to S if the item does not appear in any assembly definitions. Current Cost PurposeCurrent Cost is the per unit cost to you of each inventory item and is required information. It is the cost used when the item is sold. For average cost items (costing type A), it is the average cost of the units on hand. For standard cost items (costing type S), it is the fixed cost to be used for each unit. For LIFO and FIFO items (costing types L and F), it is the cost of the units next selected for sale. For specific unit costing items (costing type U), it is the last cost paid for the item.
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Item Information
ChoicesYou can enter any amount up to 99,999.9999999. This is required information. EffectsFor standard cost items that are services, this becomes the per unit cost used for profitability calculations. For products, this field determines the value of each item entered as the items beginning balance in Maintain Inventory Items. Inventory treats each unit of the item as if you had received each unit for the same cost. For standard cost items that are products, this cost becomes the unit cost, both for the units you enter as the beginning balance of the item (discussed later) as well as for receipts you have of the item. For LIFO and FIFO items, this cost is used as the unit cost for the units you enter as the beginning balance of the item. Inventory updates it appropriately as you receive and sell units. How to ChooseEnter the per unit cost to be assigned to the item. If you have assembly items, let Inventory calculate the cost for you. Making ChangesYou can change this at any time but normally you will let Inventory update it automatically. Last Cost/Unit PurposeThis is the last per unit cost you paid for the item. This cost is for your information and is suggested. It is not calculated (as are average, LIFO or FIFO), and it may differ from Current Cost. ChoicesEnter an amount up to 99,999.9999999. Do not enter an amount less than zero. How to ChooseEnter the last amount you paid for the item. For assemblies, this is calculated for you when you build the assembly.
Item Tax Status PurposeThis option defines an inventory items tax status. ChoicesE (exempt) or T (taxable). This is required information. EffectsThis appears on the List Inventory Items Report.
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Purchase Orders
Making ChangesYou can change this at any time, but normally you will let Inventory automatically update this cost for you each time you receive items or build assembly items.
Inventory
Accounts Receivable
Accounts Payable

How to ChooseSelect T if you pay tax on an inventory item and the tax is passed on to the customer. Select E if the inventory item is a tax-exempt service. Discuss with your accountant whether you pay tax on an inventory item, or if it is exempt from tax. Making ChangesYou can change this at any time. Reorder Level PurposeThe reorder level is the reorder point you want to use for each item in stock. For example, in its electronics department, W. D. Peachtree reorders a brand name portable radio when 20 are left in inventory. 20 is the reorder level. This level is used assuming that, because of the lag time in ordering and receiving merchandise, there will still be a few left in stock by the time the new order arrives. ChoicesYou can enter an amount up to 9,999,999.99. This does not apply to services. This is suggested information. EffectsReorder levels appear on the Reorder Items Report. This report lists all inventory items that are at or below your reorder level. If you enter zero in this field and the reorder quantity field is also zero, the item will not appear on the Reorder Items Report. If youre using Purchase Order, reorder levels appear on the Inventory Items to Reorder Report and affect the automatic purchase order function. How to ChooseDecide on a reorder level for each item in inventory. Consider the following: the length of time it takes to receive an order once it is placed shipping problems that may be involved difficulty in locating a source for the item regular customer orders that may reduce the items quantity-on-hand whether this is a fast or slow moving item if having this item in stock affects the sale of other items quantities required for forthcoming sales and promotions, for seasonal sales peaks, and for use in assemblies what safety margin you want to maintain in your inventory
You may find it useful to use the following formula to help you develop your reorder level: Reorder Level = (Demand x Lead Time) + Safety Margin
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Item Information
For example, suppose it takes four weeks to receive an item. You want to have a safety margin of 20 items in inventory at all times. You know that the demand is likely to be for 10 items a week. Use the above formula with these figures: Reorder Level = (10 x 4) + 20 Reorder Level = 60
To ensure that you always have 20 units in stock, reorder whenever your stock gets down to 60 units. Study inventory activity on sales reports and invoices to identify demand items and slow items. Making ChangesYou can change this at any time. Reorder Quantity PurposeThe Reorder Quantity is the number of units to be ordered when the item reaches the reorder level. This does not apply to services. ChoicesYou can enter an amount up to 9,999,999.99. This is suggested information. EffectsReorder quantities appear on the Reorder Items Report. This report lists all inventory items at or below reorder level. It tells you the quantities to order. If you enter zero in Reorder Quantity and Reorder Level is also zero, the item will not appear on the Reorder Items Report. How to ChooseReview inventory activity on sales reports and invoices. Then consider the following: regular customer orders that must be met if the item affects the sale of other items in inventory quantities required for forthcoming sales or promotions if the item will be heavily advertised the sales patterns for assemblies that use the item as a component, and the lead time necessary to make up these assemblies the amount your item may increase in cost minimum order quantities imposed by your vendor price breaks you may get for ordering larger quantities 483 Index Purchase Orders whether the item is fast or slow moving Inventory Accounts Receivable
Accounts Payable

Use a formula similar to Reorder Level to establish a reorder quantity: Reorder Quantity = Average Demand per Week x # of Weeks # of Weeks is the number of weeks you want to wait before having to reorder. Lets say that you want to stock your inventory for eight weeks, and the average demand for the itemboth for sales and use in assembliesis 10 per week. Reorder Quantity = 10 x 8 Reorder Quantity = 80
Note
This formula uses selling units of the item. You may wish to enter the reorder quantity in terms of receiving units rather than selling units. If so, divide the quantity by the conversion factor. For instance, if the item above was received in boxes of 10, you would enter 8 as the reorder quantity. It is up to you whether to do this or not. We suggest that you be consistent. If an employee orders 80 cases rather than 80 units, it can be an expensive mistake. Making ChangesYou can change this at any time. On Reorder Rpt Date PurposeThis is the date the inventory item first appears on the Reorder Items Report with a quantity-on-hand at or below the reorder level. Reorder date does not apply to services. ChoicesDo not make an entry. Inventory enters a date when you print the Reorder Items Report and the inventory item is at or below the reorder level. EffectsUse this date to measure how long it takes for the item to be received after it is ordered. Making ChangesYou can change the date on the report however, we recommend that you do not.
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Item Information
Active Item Information
Selling Price: A, B, C, D, E PurposeA selling price is what you charge for an item. The five selling price fields allow you to establish multiple selling prices for each item in your inventory. You can set each sales price as either a fixed amount, or as a percent above cost. ChoicesFirst, enter A for amount or P for percentage. Then, either enter an amount of up to $9,999,999.9999, or a percentage of up to 9999.999%, for each price. This is suggested information. Once you enter an invoice using a sales price calculated as a percentage above cost, the price on that invoice will not change if the cost changes, even before posting the invoice. EffectsPrice A is the default price (the price that automatically displays) and is the price you most often charge for the item. It may be a standard retail unit price. For example, in its bargain basement, during a shoe sale, W. D. Peachtree & Company charges $6.00 for a pair of canvas deck shoes. They charge $6.00 for each pair of deck shoes up to two pairs before giving a discount. In Price A, they enter $6.00the price most often charged for deck shoes. Price A appears on printed reports and displays when a price is required. All five prices appear on the Inventory Price List, and can be viewed and selected when you are entering a sale. Price B may be a quantity discount price. For example, when W. D. Peachtree sells three pairs of deck shoes or more to one customer, the price is $5.50 a pair. $5.50 is Price B. Prices C, D, or E could be alternate selling prices, such as for group discounts, special sales, or items sold to a supplier. How to ChooseWe recommend you enter a price in at least Price A.
Active Item Information

As stated earlier, you may want to gather all the unchanging (or static) item information for all your items first, and then gather the active item information (quantity-on-hand, year-through-last-period) for your items immediately before you enter them into Inventory. For service items, you can only enter year-through-last-period information.
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Purchase Orders
Making ChangesYou can change this at any time.
Inventory
Accounts Receivable
Accounts Payable

For LIFO and FIFO costing items, you need to use the alternate method described earlier if you want to keep your costing bucket history. You need to gather the following information unless otherwise directed, and then gather the information under the LIFO and FIFO Information section.
To-Date Info tab
Quantity-on-Hand PurposeQuantity-on-hand is the quantity of units on hand at any time. Services cannot have a quantities-on-hand.
Note
Items sold through Invoicing/Order Entry are not subtracted from quantities on hand until the invoice for them is posted. EffectsThis appears on several reports. ChoicesYou can enter any number up to 99,999,999.99. This is suggested information. How to ChooseIt is best to take a physical inventory to verify quantities. Otherwise, take quantities from your current inventory records. Making ChangesAfter you enter an item, you cannot use Maintain Inventory Items to change the quantities-on-hand. Instead, you need to enter an adjustment in Enter Inventory Transactions to do so. Year-Through-Last-Period: Sales Cost Of Sales Number Sold Number Received Number Returned Number Adjusted Number As Components PurposeThese fields record inventory activity that has taken place from the beginning of your fiscal year up to the end of your last period. Each time Close Current Period is run, the amounts for the current period are added to these year-through-last-period fields. When Close Current Period is run at the end of the fiscal year, these fields are reset to zero. ChoicesEntries in these fields are optional. When you enter your inventory items, you can enter amounts in these fields if you wish. The largest number you can enter is 99,999,999.99 in the sales and cost fields and 9,999,999.99 in the remaining fields. If you are entering your inventory at the beginning of your fiscal year, enter 0 for each field. However, if you specify services for Number Received and Number Adjusted, this information is not allowed.
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Item Information
LIFO and FIFO Information
EffectsIf you enter your items any time other than the beginning of your fiscal year and choose not to enter amounts in these fields, Inventory will not be able to produce accurate year-through-last-period reports. Making ChangesYou can change the amount in these fields at any time, but you should never need to do so since Inventory updates them at the end of each period.
Serial Number tab
Serial Number Accounts Receivable Index Purchase Orders Inventory PurposeYoull only have access to this tab if you are using specific unit costing. The serial number uniquely identifies each unit of the item. ChoicesYou can enter up to 25 characters that uniquely identify the item. The serial number must be entered. EffectsYou cant enter a specific unit costing item without a serial number. How to ChooseUse the manufacturers serial number for those items that have one, or enter any other code that will uniquely identify each unit. Making ChangesIncorrect serial numbers can be corrected using Maintain Inventory Items. You can change them at any time.
Costing tab
Unit Cost PurposeThis is for specific unit costing items only and includes the price you paid for the item plus all the costs you incurred for the item up until the time of the sale. ChoicesYou can enter any number up to 99,999.9999999. Enter the price you paid for the item, plus costs incurred (storage, what it cost to sell the item, etc.) up until the item is sold. This is required. Making ChangesYou can make changes at any time.

If you used Enter Inventory Transactions to enter beginning quantities for LIFO and FIFO items, the purchased date and unit cost fields appear whenever you use Maintain Inventory Items to maintain a LIFO or FIFO item. Together these two fields determine your costing buckets for each group of units. A group is one or more units received on the same date at the same cost.
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Accounts Payable

Purchased Date PurposeIf you use Enter Inventory Transactions for LIFO and FIFO items to enter your beginning quantities as inventory transactions, you must give Inventory a purchased date for subsequent receipts. This is important for proper LIFO and FIFO costing. This doesnt appear when you first enter the item, but appears after you start maintaining the item. (Items whose beginning quantity you establish through Maintain Inventory Items show the date you entered or accepted when you started Peachtree Accounting.) ChoicesYou can enter any valid date. EffectsThe purchased date is the same as the transaction date in Enter Inventory Transactions. How to ChooseWrite down the date you received each group of units. Making ChangesYou can change this date through Maintain Inventory Items. If you change the date, the costing buckets will be rearranged according to date. Unit Cost PurposeThis records how much your LIFO and FIFO items cost you. ChoicesYou can enter any number up to 99,999.9999999. How to ChooseEnter the unit cost from your vendors invoice. Making ChangesYou can change this at any time. Amount Remaining PurposeThis calculates the amount of units you have left in your costing buckets. ChoicesYou cant enter anything here; Inventory calculates this for you.
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Entering Your Inventory

You must have a plan before you start entering your inventory. If you skipped the previous section, its very important that you read it and plan your inventory. Master Template Defaults You can set up a template for inventory items. Using the template, you define the information that automatically displays in fields on the Maintain Inventory Items window. For example, if you use the same vendor for most inventory purchases, you could enter that Vendor ID on the template, and then it would be there each time you set up a new inventory item. This could save a lot of keystrokes, especially during initial setup of your Inventory module.
To enter a template for inventory items: 1 2 3 From the Inventory Maintenance menu, select Maintain Inventory Items. Enter the Item Type and the Department, if necessary. Enter a new, unused Item Number.
Select the Template button.
Click the Accept button when finished, and then press 0.
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Purchase Orders
The Maintain Inventory Item Template window appears. Only fill out those fields which are constant from item to item. Or, fill out the most common information that will apply for a field. You would probably not fill out Price fields, for example, unless you usually charge a set percentage above cost.
Inventory
Accounts Receivable
Accounts Payable

Step 1: Entering Item Information

Follow these steps to enter your Inventory Items:
1 Select Maintain Inventory Items from the Inventory Maintenance Menu.
If the Force Control Reports option is set to N, Inventory displays the following message:
If asked, answer Y.
We suggest that you always print a control report. The report is a good source of information if you encounter problems.
Note
Depending on how you set your Force Control Reports option, Inventory asks this question whenever you run most maintenance and processing programs. We recommend you always answer Y. In the remainder of these instructions, we do not mention the Control Reports prompt. Follow the above instructions whenever you see this prompt. The Print dialog box appears.
3 Select a printer or accept the default printer and press e.
Set your paper in your printer at top of format the start of a page. The Maintain Inventory Item window appears with the cursor in the Item Type P/S field. Beside that field, youll see the Department field and the Item Number field at the top of the window. Together, these comprise the item identification system used by Inventory. Its very important that you have a clear plan of how to set up Inventory before you start entering this information; otherwise, Inventory may not give you the results you want. See Getting Ready on page 452 for further information.
4 Enter the item type.
490

Enter the department code.
You can use up to three characters here. You can also press e to see a list of department codes already in use or you can type one or two characters and press 2 to see a list of departments codes beginning with that character or characters. If you havent entered any departments yet, a message will tell you that there are no selections available. The first time you enter a department code, Inventory recognizes it as a new department and tells you that the department does not exist. It asks if you want to add the department.
6 7 If youre asked if you want to enter the department, select Yes. Enter the item number.
You can enter up to 15 characters here. If you have not read it, refer to Choosing Item Numbers on page 455. For new item numbers, Inventory asks you to confirm that you want to add a new item. At this point, you can select the Yes button, the No button, or the Template button. (See Master Template Defaults on page 489 for more information about templates.)
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Index
Purchase Orders
Inventory
When you select Yes, Inventory presents the fields in which you make the rest of your entries.
Accounts Receivable
Accounts Payable

The first tab of the Maintain Inventory Item window does not include quantity-on-hand or year-through-last-period fields. Youll enter those on the To-Date Info tab.
8 Enter the information for each item directly from the Inventory Item Setup Form.
If you want to enter an extended description: Type the description exactly as you want it to appear on your invoices, including extra spaces at the end of a line. You can only use the four arrow keys to move around within your description. Do not use t, e, or q. Use D or the B key to erase characters. Press the i key if you need to add characters between existing ones.
After you type the description, press e. For Vendor ID, you can press 2 to look up the vendor ID, c-2 to look up the vendor name, or a-2 to look up the vendor phone number. Ten Quantity Price Levels This feature provides ten quantity levels for automatic pricing by quantity. In addition to A,B,C,D,E prices, each inventory item may have up to ten predefined price levels. The appropriate price will be automatically selected, based on the quantity ordered. These ten price levels can be added on the Qty Pricing tab of the Maintain Inventory Items window. Ten Quantity Price Levels can be set up for your choice of inventory items and will print on the Inventory Price List. When items with quantity prices are used in a transaction in Sales Invoicing or Inventory, the default price is calculated based on the quantity ordered or sold for that transaction. You have the ability to override the quantity price at any time.
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Setting Up This Feature:
You can set up the feature Ten Quantity Price Levels when you use the Maintain Inventory Items program to add or edit an Inventory item. You can also set up this feature when you add an item on the fly while using Sales Invoicing or entering a Purchase Order. Also, you can press 7 anytime the F7-Maint option appears on the window. After entering Price A, B, C, D, and E on the Item tab, click the Qty Pricing tab. On this tab, you will define the quantity price break levels.
The right column specifies the item price. The left column specifies the minimum quantity that must be ordered to qualify for the quantity price in the adjacent column. Purchase Orders Index The regular prices A, B, C, D, and E will still be available. This allows normal pricing to be used on orders that do not receive quantity price breaks. When you use items with quantity prices in Sales Invoicing, the following lookup will be available and will default to the appropriate price based on the quantity ordered.
Using Ten Quantity Price Levels:

Automatic quantity pricing is available in the Enter Transactions selection of the Inventory menu and in the Enter Invoicing option on the Sales Invoicing menu. Just enter the quantity ordered, and the appropriate price is selected for you automatically. 493
Inventory
Accounts Receivable
Accounts Payable

The Price Code lookup in Sales Invoicing has been enhanced to include quantity price levels, as well as Prices A, B, C, D, and E. For backorders or other situations where you change the quantity after you create the original order, the quantity price will remain the same. This allows all of the same items to be billed at the same rate, even if some are backordered and if shipping with more than one invoice is necessary. When you edit an invoice in Sales Invoicing, a new option, F6-Upd Price, is available at the Price Code field. Each time an invoice line is edited and the price on the invoice is different from the default price in inventory, a beep will sound at the Price Code, and F6-Upd Price will be available. After you press 6, Peachtree will recalculate the price and discount, based on the current quantity ordered, and update the Unit Price on the invoice. This feature allows you to recalculate and override previous quantity pricing when desired or to accept the current price on the invoice, regardless of new quantities or prices. You can quickly import quantity prices for each item in inventory, with a comma-delimited ASCII file. For more information on how this enhancement works, see the section Import Inventory Items on page 496. User-Defined Fields If you set up headings for user-defined or custom fields in Maintain Inventory Options, you can select the Additional Information tab to enter the appropriate information.
9 Fill out all the information on the Additional Information tab, if applicable.
Youve now entered all of the static (or unchanging) information for your item. If you are gathering or entering all of your item information through Maintain Inventory Items, you still need to gather or enter quantity-on-hand and year-through-last period information.
494

Select the To-Date Info tab, on which you can enter quantity-on-hand and year-through-last period information.
10
Complete this window unless you are going to enter quantities-on-hand and year-through-last-period information later.
Warning
11
Fill out all of the applicable information on the window.
If you entered a beginning quantity for a specific unit costing item, you can enter the serial number and unit cost for each unit of the beginning balance on the Serial Number tab.
12 13 14 If applicable, enter the serial numbers and unit costs on the Serial Number tab. If you are maintaining information about a LIFO or FIFO item thats already been entered, you can maintain costing information on the Costing tab. Enter the information about your LIFO or FIFO item.
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Index
Purchase Orders
If you have LIFO and FIFO items, and you want to keep your detail information on unit groups, dont enter quantities-on-hand here. You need to make an adjustment in Enter Inventory Transactions instead as described in Step 2: Alternate MethodEntering Quantity-onHand on page 500. You can either enter your year-through-last-period information at this time, or wait to enter it later.
Inventory
Accounts Receivable
Accounts Payable

15 16
When youre finished entering information on each applicable tab for the item, click the Accept button. Repeat these steps for each item you have to enter. After you have entered all items, press 0 at the Item Number prompt to return to the menu.
Dont forget that if more than one department stocks the same item, you must enter the item under each department that stocks it. If you plan on using the alternate method (we mentioned this earlier in Two Methods for Entering Inventory Items on page 471) to enter your inventory, read the next step. Otherwise, skip this and continue with Step 3: Verify Your Entries on page 503.
Import Inventory Items

If you need to update your Inventory file with data from other computers or programs, Import Inventory Items can save you the time normally required to manually retype your data. You can add only new items, update only existing items, or both. Back up Inventory before you import.
1 2 3 To import, you must first create a file that conforms to the format explained in the next section, Import File Specifications. Next, select Maintain Inventory Items from the Inventory Maintenance menu. When you are asked for the Item Type, press 6 to use the F6-Utility.
4 5
Enter the name of the file to import, and decide whether or not to Add New Inventory Items and to Update Existing Items. Then, select the Accept button to import.
During the import, you can press q to abort.

6 When finished, carefully check your Inventory file to make sure that the data imported correctly.
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Import File Specifications The file you must create is a simple text file that conforms to the standard normally called delimited or comma-delimited ASCII. The lines in the text file have the following format: Field
Item Type Department Item Number Description Ext Desc Flag Ext Desc Line 1 Ext Desc Line 2 Ext Desc Line 3 Ext Desc Line 4 Product Code Location Field Receiving Unit Selling Unit Conversion Factor Vendor ID Vendor Item # Allow Neg Qty Costing Type Component Type Current Cost Last Cost/Unit Item Tax Status Reorder Level Reorder Quantity On Reorder Report Selling Price A Selling Price B
Type
Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alpha Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Type Alphanumeric Alphanumeric Numeric Alphanumeric Alphanumeric Alpha Alpha Alpha Numeric Numeric Alpha Numeric Numeric Date Numeric Numeric
Length
1 3 15 20 1 40 40 40 40 1 8 Length 4 4 10 6 15 1 1 1 13 13 1 10 10 8 12 12
Comment
P for Product, S for Service Line ignored if not P or S Must not be all blank Must not be all blank Y or N
A through Z, 0 through 9, or blank space
From 01 to 9999999.99 Cannot be left blank Must not be all blank Y or N S, A, L, F, or U S, C, or N 0 to 99999.9999999 0 to 99999.9999999 T or E 0 to 9999999.99 0 to 9999999.99 Use MM/DD/YY format 0 to 9999999.9999 if Amount -100.000 to 9999.9999 if % 0 to 9999999.9999 if Amount -100.000 to 9999.9999 if %
497
Index
Purchase Orders
Inventory
Comment
Accounts Receivable
Accounts Payable

Selling Price C Quantity On Hand YTLP Sales YTLP Cost of Sales YTLP Number Sold YTLP Received YTLP Returned YTLP Adjusted YTLP Components Field Quantity Price 0 Quantity Level 1 Quantity Price 1 Quantity Level 2 Quantity Price 2 Quantity Level 3 Quantity Price 3 Quantity Level 4 Quantity Price 4 Quantity Level 5 Quantity Price 5 Quantity Level 6 Quantity Price 6 Quantity Level 7 Quantity Price 7 Quantity Level 8 Quantity Price 8 Quantity Level 9 Quantity Price 9 Selling Price D Selling Price E PriceA, A or P Flag PriceB, A or P Flag PriceC, A or P Flag Field
Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Type Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Alpha Alpha Alpha Type
12 11 11 11 10 10 10 10 10 Length 12 10 12 10 12 10 12 10 12 10 12 10 12 10 12 10 12 10 12 12 12 1 1 1 Length
0 to 9999999.9999 if Amount -100.000 to 9999.9999 if % 0 to 99999999.99 0 to 99999999.99 0 to 99999999.99 0 to 9999999.99 0 to 9999999.99 0 to 9999999.99 0 to 9999999.99 0 to 9999999.99 Comment 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.99 0 to 9999999.9999 0 to 9999999.9999 if Amount -100.000 to 9999.9999 if % 0 to 9999999.9999 if Amount -100.000 to 9999.9999 if % P for Percent, A for Amount Default is A P for Percent, A for Amount Default is A P for Percent, A for Amount Default is A Comment
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PriceD, A or P Flag PriceE, A or P Flag Alt Vendor 2 ID Alt Vendor 2 Item# Alt Vendor 3 ID Alt Vendor 3 Item# Alt Vendor 4 ID Alt Vendor 4 Item# Alt Vendor 5 ID Alt Vendor 5 Item# User Define Field 1 User Define Field 2 User Define Field 3 User Define Field 4 User Define Field 5
Alpha Alpha Alphanumeric Numeric Alphanumeric Numeric Alphanumeric Numeric Alphanumeric Numeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric
1 1 6 15 6 15 6 15 6 15 40 40 40 40 40
P for Percent, A for Amount Default is A P for Percent, A for Amount Default is A
Note
Dates must be left-padded with zeros in MM/DD/YY format. Example: January 1, 1999 must be imported as 01/01/99, not as 1/1/99. During an import, each field is checked for validity. If the item type, department, or number is invalid, the entire line is ignored. When a new item is added, invalid or null fields are set to the default value. When an item is changed, invalid or null fields are not changed.
P,APP,0900120REF,,,,,,,,,,,,,,,,,,,,,,,10.25,8.75,6.90 The successive commas indicate fields that are not to be changed. The Quantity On Hand field is ignored when you are updating an item, and it must not be negative when you are adding an item. If you set Ext Desc Flag to N, then Ext Desc Lines 1 through 4 are ignored. Even when a field is ignored, you must still include it on the lineusually as a null fieldby using successive commas.
499
Index
Purchase Orders
For example, the following line changes only the selling prices of the item:
Inventory
The text file contains one line for each inventory item. Each line contains fields that are separated by commas. You can optionally surround all fields even numeric fieldswith quotation marks. If any field contains spaces or commas, however, that field must be enclosed in quotation marks.
Accounts Receivable
Accounts Payable

Here are some example lines: S,AUT,AUT00001,Car Wash,N,,,,,A,,,,,,,,,,10,,,,,,25,25,25 P,NGK,4A,Spark Plug,N,,,,,B ,5A,,,,,,,,,.98,,,,,,2.25,1.95,1.75 P,PRO,IMC,Des,Y,L1,L2,L3,L4,P,R,S,,V,I,Y,,,1,1,,,,,3,2,1,10,9,8,7,4,2,1 Import Inventory Items does not number import serial numbers. You can change the cost type of a serialized item (cost type U) only if the quantity on hand is zero. To import a new item of cost type U, the quantity on hand must be zero. After you select your import options, you will be prompted to validate the file before importing. We recommend that you choose Y to validate so you can see if you have errors in your import file before you begin the import process. If you are confident the file is in the correct format, however, you can save half the time of importing by skipping the validation and selecting N. If you choose to print the validation report, you will either receive a completely blank report, which indicates the import routine is valid, or see a list of errors by line number describing why that specific line was invalid. After you select Y to validate the import and print the report, the prompt will immediately change to N. If you are satisfied with the validation, press 0 again to import your record into Peachtree. If you use the import feature for Ten Quantity Price Levels, the information in the Quantity Level and Quantity Price fields will be imported for inventory items. If you do not use Ten Quantity Price Levels, you must still provide successive commas for each of the Quantity Level and Quantity Price fields, but any data in these fields will be ignored. For more information, see Using Ten Quantity Price Levels: on page 493.
Step 2: Alternate MethodEntering Quantity-on-Hand

To enter product quantities using Enter Inventory Transactions, you must know the quantity-on-hand and cost for each LIFO and FIFO item and the purchased date and cost for each group of units in stock. Dont forget to enter the quantities of assembly items that are already assembled.
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Step 2: Alternate MethodEntering Quantity-on-Hand
Using adjustment transactions to enter your items is fast, but there are two disadvantages you should know about: It keeps your period-to-date receipts at zero, so when you start actually receiving new stock, the period-to-date figures will be incorrect. You can enter receipts only in receiving units. If selling and receiving units are different for an item, and the quantity you have on hand is not an even amount of receiving units, you could not enter the correct number of units.
Follow these steps to enter the on-hand information:

1 Select Enter Inventory Transactions from the Inventory Processing Menu.
Inventory asks you for a Transaction Date.

2 Enter the date for the first group of units.
A group is one or more units received on the same date at the same cost (we refer to this as a costing bucket). In this case, you must enter one group of units at a time. You must return to this prompt for each group of units, and change it to the appropriate date.
3 4 Enter ADJ as the transaction.
If Inventory tells you that the department or item does not exist, and asks if you want to add it, make sure that you entered the department code and item number correctly. If you need to add an item, Enter Inventory Transactions lets you do so. If you made a mistake, press q until you get to the incorrect information, and correct it.
501
Index
Purchase Orders
Inventory
Enter the item type, department code and item number.
Accounts Receivable
Accounts Payable

After you enter your item type, department code, and item number, Inventory displays this window:
Usually, Inventory now lets you enter the quantity you are receiving.
5 Enter the quantity.
The quantity must be in selling units.

6 Enter the unit cost, which is the cost per selling unit.
The default is the current cost you entered for the item in Maintain Inventory Items. The total cost is calculated.
7 Enter any comment up to 10 characters as your comment.
Comments are optional. After you press e, Inventory moves the cursor to the ACCEPT (Y/N) prompt.
8 Verify and accept (or change) the information you entered.
When you accept the window, Inventory moves the cursor to the Item Number prompt.
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Step 3: Verify Your Entries
Press q four times to enter a different date.
Repeat the above steps for each group of units (costing buckets) for each of your items.
10 After you complete your last transaction, press q to return to Transaction Date, and then press 0.
Inventory returns you to the Processing Programs Menu. When all of your items are entered, you have finished installing your Inventory items unless you have not yet entered Year-Through-LastPeriod information for your LIFO and FIFO items, and want to do so. If that is the case, use Maintain Inventory Items to enter this information. Remember that it is optional information; you are not required to enter it. However, year-through-last period figures on your reports will be wrong if there are year-through-last period figures that you do not enter. After you complete entry of year-through-last period figures, continue with Step 3, below. If you have already entered year-through-last period information, or choose not to enter it, you still need to verify your entries and enter your assembly definitions, if any.
The best way to verify the accuracy of your entries is to print the List Inventory Items report. This report lists all inventory items by department, and gives you all the information on file for each inventory item. To learn how to run reports in general, see Common Report Features on page 514. For now, just follow the instructions. You must print this report separately for products and services. To print the report:
2 3
Press e for the report date. Select either Products or Services, and select All Departments.
Note
Selecting to print All Departments can take a very long time. If you dont have as much time, print by a Range of Departments instead.
503
Index
Purchase Orders
Select List Inventory Items from the Inventory Reports Menu.
Inventory
Accounts Receivable
Accounts Payable

Inventory prints the List Inventory Items report. It is sorted and subtotaled by department. Within each department, items are sorted by item number. See Menu Overview on page 550 for an example of this report. Verify the information on the report. If you do not find any errors, your inventory is correctly entered. If you find you have made an error when you entered items into inventory, or discover that you want to change item information (such as item price, or cost), you should correct it. Correcting Errors To correct an error due to a typing mistake or a quantity entered into the wrong field, write the correction on the Inventory Item Setup Form, or circle the number or selection that is to be changed. Corrections are divided into three categories: general corrections corrections of quantity-on-hand and cost corrections of serial numbers and of LIFO and FIFO receipt dates
General Corrections Use Maintain Inventory Items to correct all types of errors other than cost and quantity errors. You also use it to correct serial numbers and to correct LIFO and FIFO receipt dates. This is explained below. Use the following steps to correct quantity or cost errors.
1 2 3 Select Enter Inventory Transactions from the Inventory Processing Menu. Type ADJ (adjustment) as your transaction code. Enter the item identification (the item type, department, and item number).
Depending on the correction you make, go to the appropriate section below. Quantity Corrections - Standard and Average Cost Items
1 Enter number of units to add or subtract.
Use a negative amount to reduce quantity-on-hand or a positive amount to increase it.

2 Enter the (selling) unit cost of the unit(s) you are correcting.
504

3 4
Enter a comment to explain your correction. Check your entries and accept the window.
You can now make any more corrections you need to make. Quantity Corrections - LIFO and FIFO Items
1 2 Enter number of units to add or subtract.
If the item is a LIFO or FIFO item, Inventory asks you for RECEIPT #. This is the number of the group to which the adjustment should apply. (A group is one or more units received on the same date at the same cost.)
3 Press 2 for a list of the different groups, and select the correct one. If you are adding units and need to create a new costing group, type a 0 (zero). Then enter the cost of the item.
You cannot enter a cost unless you are creating a new group. If you are removing units, you must use an existing group. Quantity Corrections - Specific Unit Costing Items You must correct one unit at a time if your item is specific unit costed.
1 Type 1 or -1 for the quantity.
If you enter 1, Inventory asks you for the unit cost.

2 3 4 If asked, enter the (selling) unit cost of the unit you are adjusting. Enter a comment that explains your correction.
You can press 2 if you are removing a unit, and then select the particular unit.
5 Check your entries and accept the window.
You can now make any more corrections you need to make.
505
Index
Purchase Orders
Enter the units serial number.
Inventory
Accounts Receivable
Enter a comment to explain your adjustment.
Accounts Payable

Correcting CostsAll Costing Types To correct cost errors, first use Enter Inventory Transactions to do a negative adjustment (quantity less than zero) that cancels your original quantity and thus removes the mis-costed units from inventory. For example, if you entered 12 as the original quantity, enter -12 as the adjustment quantity. Make sure that you enter the opposite of the incorrect cost when you enter the adjustment. When you use Enter Inventory Transactions, accept ADJ (adjustment) as the transaction. Then, do a positive adjustment (in the previous example this would be 12) and enter the correct cost. Optionally, you can use Maintain Inventory Items to change costs, but this does not add transactions that can be printed on the Transaction Register and so is less able to be audited. If you choose to use this method, do as follows: For average cost items, change the current cost to the correct amount. Remember, this cost applies to all units in stock. For LIFO and FIFO items, you can change cost or date information for any group of units in stock by making the changes on the Costing tab. For specific unit costing items, select the Serial Number tab, where you can change the serial number or cost of any unit in stock.
Correcting Item Serial Numbers and LIFO and FIFO Receipt Dates Use Maintain Inventory Items, as explained previously, to correct errors in these entries.
Step 4: Entering Your Assembly Definitions

When you have entered each assembly item and component item into Inventory, you are ready to define your assembly items. Defining your assembly item tells Inventory what components and/or sub-assemblies go into making up the assembly item. Inventory needs this information when you use Assemble/Disassemble Items. You must define your assembly item before you assemble the item.
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Step 4: Entering Your Assembly Definitions
Follow these steps to enter your assembly definitions:

1 2 Select Maintain Inventory Assemblies from the Inventory Maintenance Menu. Enter the item type, department code, and item number of the assembly item.
If a department or item does not exist, you can add it at this time. Inventory now lets you add components. You see this window: Accounts Receivable
3
If the component does not exist, you can add it at this time. Inventory displays the component description and prompts you for the number of units of the component it takes to make up one unit of the assembly item.
4 Enter the quantity.
Do not enter a zero or a negative number.

5 Select the Accept button.
Inventory lets you enter another component. 507 Index
Purchase Orders
For the first component on your list, enter the item type, department code, and item number.
Inventory
Accounts Payable

6 7 8 9
Repeat the previous steps for each component. When you have entered all of an assembly items components, select the Accept button and press 0. End the program by pressing 0, or define another assembly item by entering its identification. When you are finished, verify your entries from your control report.
If you need to make changes, because of a mistake in quantity or component identification, return to the program and make the correction. Enter the item identification. Inventory then lets you use the editing keys described previously to change the components or add new ones. You may want to keep a copy of the control report on file, as this report lists the components and component quantities that make up the assembly item. You also may want to print the Assembly Items List, which lists all assemblies and the components required for them. This is one of two reports you can print by selecting Assembly Items Reports from the Inventory Reports Menu. The other report is the Component Items Usage Report. It tells you what assemblies each component item is used in. To learn how to run reports in general, see Common Report Features on page 514. You can give a copy of the Assembly Items List to those people who assemble items, so that they know what components are included in the item. For an example of this report, see page 562. You use the Component Items Usage Report when you are determining reorder quantities and levels, and when you are blocked from deleting an item because it is part of an assembly definition. For an example of this report, see page 562.
508
After Youre Through

If Youre Using Inventory with Other Modules
Maintain Inventory Items has no direct effect on other modules, but inventory items are used in Invoicing/Order Entry and Purchase Order, and appear on two Invoicing/Order Entry reports: The Inventory Backorder Report prints all inventory items for which you had orders you could not fill that day. The report shows the department code, item number, product code, description, unit cost, selling price and quantity not sold on each invoice. This is a daily report only; it is not cumulative. The Inventory Activity Report prints each inventory item on current invoices. The report shows department code, item number, product code, total cost, price and profit.
If you enter an extended description for an item, it is the only description that prints on invoices. Also, if you wish to send Inventory information to General Ledger via Accounts Receivable, see Using General Ledger for the best way to set up your accounts in General Ledger to receive inventory information.
After Youre Through

Now that your inventory is installed, and all corrections made, you may want to print an Inventory Valuation Report. This shows you the total value of your inventory quantity-on-hand and value for each item by department number of items in inventory Inventory Index Purchase Orders
You can compare valuation by department or item. This is a good report to give to management responsible for inventory control, since it shows you the areas where money is tied up. To learn how to run reports in general, see Common Report Features on page 514. Print this report by selecting it from the Inventory Reports Menu. For an example of this report, see Inventory Valuation Report (IRV) on page 557. In order to make Inventory work most effectively for you, and take full advantage of all its programs and reports, read Using Inventory for Your Accounting Tasks on page 510. This section takes you through your daily and monthly routines. It helps you understand when and how to organize your day, so you enter item information and transactions at the right time and in the right order. 509
Accounts Receivable
Accounts Payable
If Youre Using Inventory with Other Modules


This section tells you how to run Inventory reports and how to use Inventory programs and reports as part of your routine accounting cycle. It also tells you how to use Inventory programs to do those special tasks that you may need to do infrequently. It tells you the order that you may want to use the programs and reports. Some tasks that you may be doing every day, such as entering inventory items, were explained in Preparing Your Records for Use on page 452. We do not re-explain those tasks here.

Your accounting cycle has three parts, each of which is described in detail: your daily activities your monthly activities special events
The sections about your daily activities and your monthly activities tell you when to do the things you have to do, and in what order to do them. These are your regular tasks. One general rule of work flow is to record things in Inventory in the same order that they occur in your business. For instance, if you received 500 widgets and then assembled them into outdoor widget kits, and later sold some of them, record the receipt before the assembly, and record the sale last. Special events are those things done infrequently, as needed. These events are activities that fall outside of your regular work routine, but are necessary for the smooth operation of your company.
510
Checklists
The next section is a checklist. When you are first using Inventory, print copies of it from your computer. For more information on how to do this, see your Getting Started Guide for more information. Once you print the lists, check off each step as you complete it. As you get to know Inventory and customize the work flow, make your own checklist. What will influence the way you use Inventory is the size of your business, the number of inventory items in your business, etc. You also may decide not to perform some of these steps in the suggested order. Thats okay. We tell you any cases where you must perform steps in the order given.
Note
This work flow does not include backing up your files as separate steps. However, we tell you after what operations you should back up. Making backups is crucial to insuring that you can restore most of your data base if it becomes corrupted by a power failure or operator error. For more information on making backups, see your Getting Started Guide.
Checklists
Inventory Index Purchase Orders 511 Use the checklists on the following pages to keep track of your activities. We suggest that you follow these lists until you become familiar with Inventory, and can develop a list of daily routine activities tailored to your needs. For example, you may not want to do all your daily activities in the order listed.
Accounts Receivable
Accounts Payable

Daily Activities
B indicates that you should back up after performing this activity.
Add New Items to Inventory Change Inventory Item Information Enter New Assembly Item Definitions Receipts If you use Purchase Orders, record receipts using that module. Returns If you use Invoicing/Order Entry, enter returns using that module. Disassemble Assembly Items Assemble Items Sell Inventory Items If you use Invoicing/Order Entry, enter sales using that module. Review Individual Inventory Items Print Reports: List Inventory Items Inventory Price List Reorder Items Report
B B B B B B B B
512
Checklists
Monthly Activities
Make Sure Daily Work is Finished Print Period-to-Date and Year-to-Date Reports Print Departmental Summary Report Print Inventory Status Report Print a Transaction Register Close Current Period
B*
B*You should back up before and after.
Special Events
Update Specific Unit History Information; Purge the Specific Unit History File Take Physical Inventory Make Adjustments to Inventory Close the Year Remove Transactions Delete Discontinued Items
B Inventory Index Purchase Orders
B B B* * B
B**You should back up before. Your activities include running reports. The next section tells you about the features of Peachtree Accountings reports.
513
Accounts Receivable
Accounts Payable
Monthly Activities

Common Report Features

Inventory reports may include either (or both) of two different quantity calculations. It is important to understand their definitions. Quantity-on-hand Quantity-on-hand is equal to the balance on hand at the beginning of the period plus or minus sales, returns, receipts, adjustments, and units used as components or created as assemblies during the period. If you are using Invoicing/Order Entry, sales and returns from a transaction are only included when the invoice or credit memo is posted. Units included on unposted invoices and credit memos are referred to as units pending. IN-Quantity available is equal to the quantities-on-hand minus the units pending. The Inventory Status Report includes both quantities-on-hand and quantity available as well as quantity pending. The column titled PC on any report contains the product code for each item listed. Ranges and Selections All Inventory reports allow you to choose a range of departments. Some allow you other choices; these are noted in the report descriptions. You can print some reports for products only since they deal with physical items exclusively: Inventory Status Report Inventory Valuation Report Reorder Items Report Physical Inventory Report Specific Unit Items Reports
When you print a report other than one of these, you are prompted for a product type to includeproducts or service. You cannot include both on the same listing.
514
Identifying Inventory Items Each inventory item is identified by item type department code item number
Unless otherwise stated, reports sort by department within department, by item number
Printing More than One Range After all of the report is printed other than the grand totals, Inventory repeats the prompts for item type, department, and other selection criteria. Inventory Index Purchase Orders You can print the report for as many selections of items as you like before ending the program and returning to the menu. However, when you select ALL items, Inventory returns you to the menu when it is finished printing. Grand Totals Grand totals include only those ranges you selected. They do not include any items not listed on the report. If you print the same range twice, or your ranges overlap, the grand totals will include items more than once. The module option in Maintain Inventory Options called Grand Totals Page controls whether Inventory prints the grand totals on a page by themselves, or prints them at the bottom of the last range of items.
515
Accounts Receivable
Sort Order
Accounts Payable

Listing to Printer(s), Screen, or Disk All of these reports let you direct the listing either to your: Printer, if you are dealing with a lot of information or if you want a permanent record. If you have more than one printer attached to your system, and you have set up the additional printers (using the Set Printer Assignments), you can choose to send the report to a particular printer. Disk, if you wish to save it for later reference or printing. Screen, if you just want to check some figures or balances. This is not available for control reports.
Be Up-to-Date Before You Print The more up-to-date your inventory is, the more effective your report is. Before you print any report, make sure you enter all transactions, such as receipts, assembly item production, sales, etc. item changes, if any
Reports with Previous Period Information There are four ways in which you can print or view reports containing information from previous periods: If you have the Keep Year-to-Date Detail option in Maintain Inventory Items set to Y, the Transaction Register can include transactions for any previous generation. However, if the Keep Year-to-Date Detail option was set to N initially and changed to Y more recently, Inventory cannot report detail that was removed at the end of any period before the option was set to Y. Regardless of the Keep Year-to-Date Detail option, the Transaction Register gives you the choice of selecting transactions from any or all generations available on your disk. IQ also produces some reports that include information from more than one generation. See the Intelligent Query Report WriterIntelligent Query Report Writer manual for more information.
516
Your Daily Activities
A daily routine assures you of fewer errors and keeps you on top of whats going on.
Note
As a general rule, you should make entries often. The sooner you make your entries, the more your inventory is up-to-date. You have the most accurate informationand accurate reportswhen you keep Inventory as current as possible.
Add New Inventory Items

The first thing to do is enter new inventory items. A new inventory item is an item that you add to Inventory for the first time. You will usually add new inventory items using Maintain Inventory Items. We showed you how to do this in Preparing Your Records for Use . However, you can also add new items while you are using Enter Inventory Transactions (we explain how to use Enter Inventory Transactions in the Receipts on page 528) and Maintain Assembly Items (we explained this to you on page 506). When you add an inventory item, be sure to fill out an Inventory Item Setup Form for the new item. Inventory managers often fill out these forms and give them to the person who runs the Inventory module. Using them makes sure that the person doing the entry gets all of the information he or she needs. Enter the item information into Inventory directly from this form. By the time you start using Inventory on a daily basis, you should have established a department and item numbering system as described in Preparing Your Records for Use . You can gather some of the item information, such as whether to allow negative quantity and what its costing method should be, from similar items. Some of the item information is evident, such as item type and vendor ID. As soon as you enter a new item into inventory, you can sell it. You cannot sell items through Invoicing/Order Entry until they are entered into Inventory. Dont forget to add new assembly items, components and sub-assemblies. Index Purchase Orders Inventory
517
Accounts Receivable
By daily, we mean frequently. These are the tasks you perform most often. The size of your business, volume of your transactions, and importance to you of staying current should influence how frequently you do these things. Set up your own schedule and organize your work flow so these entries become regular. We present these routines in the order you should perform them. This order ensures that your inventory flows in the smoothest way possible.
Accounts Payable

Change Inventory Item Information

It is often necessary to change item information. For example, you may receive cost changes from a vendor, or an items description may change slightly. From time to time you will also want to make changes in costing methods, reorder quantities and item prices. You may want to establish a system where you can collect inventory item changes during the day and then enter them early on the following day. We suggest that you record them on setup forms and file them in a tray during the day. If you use setup forms, write down only the item identification and the new (changed) information. For most item changes, use Maintain Inventory Items. However: When you need to change the item number of one or more inventory items, use Change/Copy Inventory Item. Anytime the F7-Maint menu option appears on your window, you can press 7 to access the Maintain Inventory Items window. When you need to change the price of one or more inventory items, use Change Inventory Item Prices. You can use it to increase or decrease the prices of inventory items either by a fixed amount or by a percentage. After you change item prices, you may want to print the Inventory Price List. When you need to change the costing type for a group of inventory items, use Change Costing Type.
Changing Inventory Item Numbers If you need to change the item number of one or more inventory items, then use Change/Copy Inventory Item. When you select this program, then select Change Inventory Item Numbers, you can choose how the program displays the item numbers for you to change. The program can display numbers: Automatically so that the existing item type, department, and item number display for each item in inventory. All you have to do is enter your changes. This is useful for changing all or a large portion of your item numbers. Manually so that you can enter the item type, department, and item number of the specific item you wish to make the changes to, and the changes for these item numbers. This is useful for making changes to just a few item numbers.
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Change/Copy Inventory Item

You can only change an item number when there are no current or backordered invoices or purchase orders using that item number. Inventory will tell you if an item number cant be changed. Be sure you back up before you use Change/Copy Inventory Item. When you initially change an item number, a control report will automatically print the old number and the new number replacing it. However, the program will not keep any record of previous item numbers when item numbers are changed. Heres how to use Change Inventory Item Numbers:
1 2 3 Select Change/Copy Inventory Item from the Inventory Maintenance Menu. Select Change Inventory Item Numbers from the Change/Copy Options box. Select either Automatically Display Item Numbers or Manually Enter Item Numbers from the Change Options box.
If you chose to Automatically Display Item Numbers:

4 5 6 Click the Accept button to accept the information displayed for each inventory item. Make any desired changes to the item type, department, and item number.
If you made a change to the item information then the program automatically prints the old information for the item and the new information for the item. The information for the next inventory item will display.
7 Press 0 when you are finished.
If you choose to Manually Enter Item Numbers: Purchase Orders Index

8 Enter the existing item type, department, and item number of the inventory item.
After you enter all of the information in the existing item ID column, that information displays in the new item ID column.
9 10 Make any desired changes to the item type, department, and item number. Click the Accept button to accept the information displayed on the window once the information is correct.
If you made a change to the item information, then the program automatically prints the old information for the item and the new information for the item. A new window will display asking for the information for the next inventory item. 519
Inventory
Click the Accept button to accept the information displayed on the window once the information is correct.
Accounts Receivable
Accounts Payable

11
Press 0 when you are finished.
Whether you choose automatic display or manual entry, your window will look like the following:
Copying Inventory Items You may need to copy an inventory item from one department to another, or you may want to change an entire department code. Use the Copy Inventory Items option in the Change/Copy Inventory Item program to do this. Once you select to Copy Inventory Items, you can copy: Copy All Department Items: this copies all the items in a selected department to the department you choose. You cannot change any item number during this process. Copy a Range of Department Items: this copies a select range of inventory items from one department to another. You enter the Item Type, Department code, and Beginning and Ending Item Numbers of the items you are copying. Then you select the Item Type and Department code to which you are copying these items. You cannot change the Beginning and Ending Item Numbers in the new department. Copy Specific Department Items: copies items you select one at a time to a different department. You select the Item Type, Department code, and Item Number, then enter the new Item Type, Department Code, and/or Item Number.
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To copy inventory items:

1 2 3 Select Change/Copy Inventory Item from the Maintenance menu. Select Copy Inventory Items from the Change/Copy Options box. Select one of the three options from the Copy Range Options box:
All Department Items Range of Department Items Accounts Receivable Index Purchase Orders Inventory Specific Department Items
To copy all department items:

1 2 3 Enter the Item Type and Department code from which you are copying all the inventory items. Enter the Item Type and Department code to which you are copying these items. Select the Accept button to copy the items, the Cancel button to cancel, or the Change button to change your selections.
To copy a range of items:

1 2 3 4 Enter the Item Type and Department code from which you are copying inventory items. Select the Beginning and Ending item numbers. Select the Item Type and Department code to which you are copying the items. The program automatically fills in the Item Numbers. Select the Accept button to copy the items, the Cancel button to cancel, or the Change button to change your selections.
To copy a specific department item:

1 2 3 Enter the Item Type, Department code, and Item Number you want to copy. Enter the new Item Type, Department code, and/or Item Number for the item. Select the Accept button to copy the items, the Cancel button to cancel, or the Change button to change your selections.
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Accounts Payable

Changing Inventory Item Prices

If you need to change the prices of inventory items, use Change Inventory Item Prices. You can change prices for: A single inventory item. A group of inventory items at one time. A group can be either the items stocked in a single department or a range of departments, items purchased from a single vendor or a range of vendors, or selected items you specify. All items. A single price code. All price codes.
The most common times to use this program are when you have a percentage price change from a vendor that covers a group of items, when you decide to change your markup within a department, or when you want to change the price for a single item. Be sure you back up before you use Change Inventory Item Prices. This program makes far-reaching changes and if you make an error in your entries, you may change many more items prices than you intend. For the same reason, be sure to print a control report when you are finished. Heres how to use Change Inventory Item Prices:
1 Select Change Inventory Item Prices from the Inventory Maintenance Menu.
You should always print a control report for this program.

2 Select either all items or range of items.
If you choose range of items, youre asked to do the following: select a range of departments, a range of vendors, or a range of inventory items select an item typethis can be either a product or a service select a department (for range of inventory items only) select the starting department, starting vendor ID, or starting item select the ending department, ending vendor ID, or ending item
3 Select to increase prices or decrease prices.
If you want to decrease the price, you must select decrease prices.
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Select the price code to adjusteither all prices (ABCDE) or a single price (A, B, C, D, or E). This allows you to change all prices for an item or just one price for an item.
You can either change the price for items which were priced as a fixed amount above cost, or a percentage above cost. You cannot change both types of sale prices in one step.
5 Select to adjust the price for items priced by a fixed amount, or by a percentage above cost.
Youll also need to enter the adjustment amount or percentage. Negative numbers are not allowed. What you are entering here depends on your answer to the last two prompts: Adjust On... Adjust By: Fixed Amount ...Items Priced by Fixed Amount $ amount added to existing amount (If existing amount is $10, and you increase by 10, new price = $20) Can adjust by as much as $999,999.9999 Adjust By: Percentage % of existing amount (If existing amount =$10, and you increase by 10, new price = $11 Can adjust by as much as 999.9999
6
...Items Priced by % Above Cost Inventory Index Purchase Orders 523 a number added to existing % (If existing % = 10%, and you increase by 10, new % = 20%) Can adjust by as much as 9999.999 % of the existing % (If existing % = 10%, and you increase by 10, new % = 11%) Can adjust by as much as 9999.999
Enter the amount or percentage by which you wish to adjust your prices.
Accounts Receivable
You can adjust the price by a fixed increase/decrease, or by a percentage. See the table below for more about how this field and the last field relate to each other.
Accounts Payable

When youre satisfied with your entries, select the Accept button.
The information you have selected appears as on the following window, with an example of how your current selections would adjust the current price.
Review your information and if it is correct, accept Yes.
As each inventory items price is changed, the item number and the description appear briefly at the bottom of your window. When the system completes its changes, the total number of adjusted inventory items is displayed at the bottom of your window. Prices A, B, C, D, and E are changed according to the selection you made for price codes. Exceptionsprices that are not changedare prices based on percentages of zero, or prices based on fixed amounts of zero fixed amount prices that would become negative as a result of the change, or percentages that would change the original percentage to a number greater than -100%
Warning
This program allows you to enter an amount or percentage that will cause the new selling price to exceed the limits of its field (in Maintain Inventory Items). When this happens, you will receive warning messages, both on the Control Report for Change Inventory Item Prices and whenever you use that item in other programs (Query Inventory Items, Enter Transactions, Maintain Inventory Items, etc.) However, you can continue to use these items in accounting transactions. If none of an items prices are changed, an asterisk appears beside the item on the control report.
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After you finish making your changes, you may want to print the Inventory Price List from the Reports Menu and give it to your sales people. See Inventory Price List (IRX) on page 557 for an example of this report. Changing Costing Types We highly recommend as a first step that you talk to your CPA or accountant about the tax implications of changing your costing type. You may wish to change the costing type when you have decided on a new method of costing for your entire inventory, or for selected items in inventory. There are several reasons for changing inventory costing methods. For example, you may discontinue unit tracking of a group of items and want to change specific unit costing to another costing method. We discussed the different kinds of costing types in Choosing Costing Methods on page 459. There are some things you should know before you change the costing type: When you change the costing method of an inventory item that was costed LIFO or FIFO to any other costing type, Inventory automatically deletes the items costing buckets. There is no way to retrieve this information once it is deleted. If you change from LIFO, FIFO or specific unit costing to standard cost, the item is valued at the standard cost that is current for the item when you make the change. If you change from one of these to average cost, Inventory divides the total cost of the item by the number of units on hand to determine the average cost. If you change the costing method from LIFO to FIFO, or from FIFO to LIFO, Inventory reorganizes the information in the costing buckets accordingly. You cant change an items cost to specific unit costing unless the quantityon-hand is zero and the item is not a service (e.g., has S for item type). If you have an item whose units you want to track, and the item is costed at another costing method, you must adjust the quantity-on-hand, the costing code, and adjust the quantity to the correct on-hand quantity. You can change the costing method from specific unit costing to another costing method at any time. When you do this, Inventory deletes the serial numbers of all unsold units. Be sure you back up before you use Change Costing Type. This program makes far-reaching changes and if you make an error in your entries, you may change many more items costing types than you intend. For the same reason, be sure to print a control report when you are through.
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

To change your costing type:

1 Select Change Costing Type from the Maintenance Menu.
You should always print a control report for this program.

2 Select the costing type you wish to use.
There are five possible values you can change to: ACurrent Average Costing SStandard Costing LLIFO (Last In, First Out) FFIFO (First In, First Out) USpecific Unit Costing
3 Select either All Items in Inventory, a Range of Inventory Items, or Selected Inventory Items.
If you select All Items in Inventory, youre shown the items that are changing as Inventory changes it. When youre done, select the Accept button, and then press 0 to return to the Maintenance Menu. If you select a Range of Inventory Items, you can select from a range of departments or vendors. Then enter the starting and the ending department or vendor. Select the Accept button if everything is correct, and then press 0. If you choose Selected Inventory Items, youll need to select the item type, department, and item number from the Select Inventory Item box. When youre satisfied with your choices, select the Accept button. Once you accept one item, the cursor returns to the item number so that you can enter another. When youre finished, press 0 to return to the Maintenance Menu.
Enter New Assembly Item Definitions

After you enter a new assembly item into Inventory, you need to define the assembly so that Inventory knows which components comprise the assembly item. Use Maintain Inventory Assemblies to do so. We showed you how to do this in Preparing Your Records for Use. After you define your assembly item, print the Assembly Items List and the Component Items Usage report, both of which are part of Assembly Items Reports. The Assembly Items List sorts by assembly and includes the total number of component items required for each assembly. The Component Items Usage report sorts by components and includes the total number of assemblies in which each listed component is used.
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As soon as your assembly item is entered and defined, you can build your assembly and then sell it.
Copy Multiple Assemblies

If your assemblies use similar components or if you create customized assemblies for particular customers frequently, then this feature will be useful. With Copy Multiple Assemblies, you can quickly build assemblies by copying components from several assemblies to another destination. The destination assembly can then be edited.
After Peachtree makes a copy of the initial assembly, you can begin the Add mode by selecting the Add button. When you select the Add button, you will need to select the information for the source assembly.
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Purchase Orders
Inventory
Accounts Receivable
Use Maintain Inventory Assemblies, and then enter the destination assembly. If the destination assembly is a new assembly definition, Peachtree will ask if you want to copy from an existing assembly.
Accounts Payable

After you have entered the source assembly, its components will be added to the destination assembly. You may repeat this process to copy components from additional source assemblies.
Receipts
Receipts are the arrivals of inventory items from your vendors. Shipments should be checked and entered into Inventory as soon as possible so that they can be sold. When using Inventory without Purchase Order, enter receipts using Enter Inventory Transactions. If you are using the Purchase Order (P/O) module, enter receipts for items for which you issued purchase orders using that module. Any receipts you enter using Inventory will not update Purchase Order. Make your entries so they fit into the order of work presented here: after changing item information and before assembling items and recording sales. You can also use the P/O module to enter receipts for items that were not originally on a purchase order. The only restriction is that the item must already exist in your Inventory file.
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Set up a system so that when items arrive, you can be notified quickly. You may want to receive the packing list, or a copy of the vendor invoice, if it came with the goods. You may want to set up a procedure where you give your receiving department a copy of the list of items that have been ordered or a copy of purchase ordersand when an item arrives, the receiving department notes specific information about the item, and gives the copy back to you. To use Enter Inventory Transactions:
1 Select Enter Inventory Transactions from the Inventory Processing Menu.
We recommend you print a control report.

2 Enter the transaction date.
This is the date you actually received the item. For example, if you received the item on Saturday and this is Monday, enter Saturdays date. The following window appears:
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Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

You need to enter the following information:
Transaction Type You can press 2 to see your choices, which are Receipt, Sale, Return, Adjustment, Transfer Receipt to Department, or Transfer Adjust To Department. In this case, youll want to select Receipt. Item Type Department Item Number These are part of your item identification that you set up in Preparing Your Records for Use. The item type is either a product or service; and the department and item numbering system you have already devised. After you enter this information, the description, quantity available, and conversion information appear. Quantity This is the number of units of an item in the transaction. For product items, you can enter transactions that make the quantities-on-hand negative only if the items negative quantity option in Maintain Inventory Items is set to Y. You can enter a number up to 99,999.99. The unit price and total price are used for sales and returns only. Unit Cost Inventory provides you with the items unit cost. If this is not correct, type in the correct number up to 99,999.9999999. Otherwise, accept the cost. The total cost is the unit cost multiplied by the quantity. Comment You can enter a 10-character comment about this transaction. Many people use this for shipping or invoice numbers, but you can enter whatever is appropriate. For example, you can enter damaged, for a damaged item, or promo sale, if the item were sold at a special promotional price. This comment appears on the Transaction Register and my also be accessed using Intelligent Query Report Writer.
4 After you have entered your information, accept Y.
If the inventory item is a specific unit costing item, then the program will inform you that you need to enter a serial number for each unit of the item you received. If you reply Y to continue, you will be asked to enter the serial number and the cost of each unit of the item received. The cursor returns to Item Type.
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Enter the next receipt, or press q twice and then press 0 to go back to the Inventory Processing Menu.
Once you enter a receipt, you cannot delete it or change it. To correct a mistake you made entering either the quantity, unit cost, or both, you need to make a reversing entry using Enter Inventory Transactions. A reversing entry is one that is identical to the original, but has a negative quantity rather than a positive quantity. To enter a reversing entry, enter the transaction date, transaction type, item type, department, and item number as you did on the incorrect entry. Then enter the negative quantity of what you entered for the incorrect entry. For example, if the original quantity was 12.00, enter 12.00. Leave the unit cost the same. Once you finish entering the reversing entry, use Enter Inventory Transactions again to make the correct entry. In Receipts, a negative quantity decreases the current quantity-on-hand decreases the number of the items received decreases inventory value You cant enter a negative quantity for specific unit items. You must either enter a Return to add this item back into inventory or enter a Negative Adjustment to remove this serial number from inventory. The opposite of a Sale is a Return. The opposite of a Receipt is a Negative Adjustment. If you want, you can print a Specific Units on Hand report. This is an option from the Specific Unit Items Reports selection of the Inventory Reports Menu, and lists the serial numbers of all units available for sale. For an example of this report, refer to Specific Unit Items Reports (IRU) on page 563.
Returns
Purchase Orders Index A return is an item that you sold and is returned by the customer, (and placed back into inventory if it is a product). When using Inventory without Invoicing/Order Entry, enter returns in Enter Inventory Transactions. If you are using the Invoicing/Order Entry module, enter returns using credit memos in the Enter Invoices program. Make your entries so they fit into the order of work presented here: before assembling items and recording sales. Only use Enter Inventory Transactions to record returns when you do not want to credit an A/R account.
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Inventory
Accounts Receivable
Accounts Payable

For returns in Invoicing/Order Entry, you must provide a unit price. The default price is Price A. Press 2 at unit price for a list of Prices B, C, D, and E. Enter another price if the item sold at a different price. If the item is a specific unit costing item, then you must return the item using Enter Inventory Transactions. You must also provide each units cost to you. This is usually the amount at which the item was costed on the original purchase, but may include additional costs such as return freight. Refer to the control report including the original purchase or print a Transaction Register to get the unit cost. If a LIFO or FIFO item is returned, you can select any existing costing bucket as the bucket into which to add the units. If you wish to create a new bucket, you can do so by entering 0 for the receipt number. (Receipt number corresponds to costing bucket.) New buckets created for LIFO items will be the first bucket; new buckets for FIFO items will be the last bucket. If two units of a LIFO or FIFO item are returned and you want to enter each item into a different cost bucket, treat each one as a separate return. If you are keeping specific unit history, it can be the serial number of a sold unit. If it is, Inventory retrieves the original cost from there. If not, Inventory prompts you for the cost. If you make a mistake entering a return, you need to make a reversing entry as an adjustment to rectify the error. We described how to make a reversing entry in the section called Receipts. However, enter an adjustment as the transaction type instead of a return.
Disassemble Assembly Items

Disassemble your assembly items when you no longer have a need for them: when you unpackage assemblies or tear them down and return the components to stock. The faster your salable components are returned to inventory, the faster you can sell them or use them in other assemblies. Develop a system whereby you can be notified when an assembly item is disassembled. If your assembly item includes sub-assemblies, you must first record the disassembly of the assembly item, and then record the disassembly of the subassemblies (if they were disassembled). When you disassemble an assembly item that consists of both products and services, the component products are returned to inventory. Note that when you disassemble product items that include services, the value of your inventory decreases by the total cost of the services involved. When you disassemble service items that include products, the value of your inventory increases. This is because service items have no inventory value except when they are incorporated as part of an assembly.
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If you disassemble an item that includes sub-assemblies, you increase your quantities-on-hand of sub-assembliesInventory does not disassemble them automatically. If they also have been disassembled, you must record that fact. If you have changed the components for the assembly itemthe type and number of components it requiressince you assembled it, follow these steps: Change the definition back to the old definition using Maintain Inventory Assemblies. We showed you how to use this program in Step 4: Entering Your Assembly Definitions on page 506. Disassemble the items. Update the definition back to the current definition.
To disassemble an item:
1 Select Assemble/Disassemble Items from the Inventory Processing Menu.
You should choose to print the control report.

2 Select either detailed listing or summary listing.
The summary listing shows only the assembly items and how their quantities are affected. The detailed report includes this information for both assembly and component items.
3 Enter the item identification, (i.e., item type, department, and item number).
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Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

Select to Disassemble Item.
Youll be prompted for the number of units you wish to disassemble. The default is 1.
Enter the number of items you wish to disassemble.
If you decide to disassemble a certain amount of assembly items, and Inventory tells you that you dont have that many items in stock, it is up to you to choose how many you want to disassemble. You can disassemble up to the number of items you have. If you allow a negative quantity for an assembly item, you can disassemble as many items as you wish to disassembleregardless of how many items you have in stock. The quantities-on-hand of the assembly item then shows a negative quantity. The quantities-on-hand of component items of the assembly item increases by the number of assembly items disassembled, multiplied by the number of components in the assembly. After the program finishes disassembling, the cursor returns to item number, where you can enter another item to disassemble.
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When you are done, press e twice and then 0 to end Assemble/ Disassemble Items.
Remember to read your control report to make sure the information is correct.
Assemble Items
You use Assemble/Disassemble Items to assemble items after you receive all components in stock, and before you sell the assembly item. If you are actually packaging items together, use this program to record the building of these items. Before you can assemble items, you must define them using Maintain Inventory Assemblies on the Maintenance Menu. We showed you how to use this program in Step 4: Entering Your Assembly Definitions on page 506. If you are using assembly items for advertised specialswhere you are selling items together for a special price, rather than packaging them togetherthen go through the days sales orders or invoices, before entering them, and count the number of each assembly item sold count the number of returns of assembly items assemble the number of items that were sold enter your sales and returns disassemble the number of items that were returned Inventory 535 Index Purchase Orders
After you assemble and then sell these items, you usually will have a quantity-on-hand of zero. If you are assembling an item that has sub-assemblies, assemble any necessary sub-assemblies first. Its a good idea not to allow negative quantities for product components when you set them up in Maintain Inventory Items. When youre building assemblies, this allows Inventory to display a message that you dont have in stock the sufficient number of the component needed for an assembly. To build an assembly:
1 2 Select Assemble/Disassemble Items from the Processing Menu. Select either detailed listing or summary listing.
The summary listing shows only the assembly items and how their quantities are affected. The detailed report includes this information for both assembly and component items.
Accounts Receivable
Accounts Payable

3 4
Enter the item identification, (i.e., item type, department, and item number). Select to Assemble Item.
Youll be prompted for the number of units you wish to disassemble. The default is 1.
5 Enter the number you wish to assemble.
If you dont have enough components and you dont allow negative quantities for components, youll see a message stating theres a deficiency of one or more components. Inventory allows you to immediately print a Deficient Items Listing, which lets you see what items are short. If you still want to assemble your items, and you dont have enough component units on hand to make your assembly, Inventory tells you how many assembly items you can put together. Note that when you assemble product items that include services, the value of your inventory increases by the total cost of the services incorporated into the assembly. This is because the service items have no inventory value, but when they are incorporated into an assembly, their cost is added to that of the other components in order to determine the cost of each unit of the assembly. If the assembly item is a product, the value of the item increases by the cost of the units assembled. Conversely, when you assemble service items that include products, the value of your inventory decreases. After Inventory finishes assembling the item, it returns to the Item Number prompt.
6 You can either assemble a new item, or press e twice then 0 to return to the Inventory Processing Menu.
Sell Inventory Items

When using Inventory without Invoicing/Order Entry, enter sales in the Enter Inventory Transactions on the Processing Menu. Enter SAL (sale) as the transaction. For further details on entering information in this program, see the section titled Receipts on page 528. If you are using the Invoicing/Order Entry module, enter sales using that module. Make your entries so they fit into the order of work presented here: after receiving items and assembling items. A good way to enter sales is to collect all sales receipts, or copies of the sales receipts for the day, and enter them early on the following day. Be sure to have the number of units involved in the transaction, and the price for which each was sold.
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For sales, you must provide a unit price. The default price is Price A. Press 2 for a list of Prices B, C, D, and E. Enter another price if the item sold at a different price. When entering a sale for a specific unit tracking item, you need the same information as you do for any inventory item. In addition, you need the units serial number. The serial number tells Inventory how much you paid for the unit so Inventory can multiply the cost you paid by the markup percent. It will then multiply that amount by the quantity to sell to get the unit price for the transaction. If you have set the option Keep Specific Unit History to Y in the Maintain Inventory Options program, you can enter this optional information: An optional date. One good use would be to record a warranty expiration date. Customer ID (up to six characters). Comment. If you enter the invoice number, you will later be able to associate the particular unit with the invoice on which it was sold.
Once you enter a sale, you cannot delete it or change it. To correct a mistake you made entering either the quantity, unit cost, or both, you need to make a reversing entry using Enter Inventory Transactions. A reversing entry is one that is identical to the original, but has a negative quantity rather than a positive quantity. To enter a reversing entry, enter the transaction date, transaction type, item type, department, and item number as you did on the incorrect entry. Then enter the negative quantity of what you entered for the incorrect entry. For example, if the original quantity was 12.00, enter -12.00. Leave the unit cost the same. For Sales, a negative quantity increases the current quantities-on-hand decreases the number of items sold increases inventory value decrease sales and cost of sales amounts
Once you finish entering the reversing entry, use Enter Inventory Transactions again to make the correct entry. 537 Index
Purchase Orders
Inventory
Inventory stores this information along with the units serial number and reports it on the Specific Units Sold report. You can make changes to this information at any time in Maintain Specific Unit History. For more information on Maintain Specific Unit History, refer to Update Specific Unit History Information; Purge the Specific Unit History File under Special Events.
Accounts Receivable
Accounts Payable

Review Individual Inventory Items

If you wish to review individual inventory items, use Query Inventory Items on the Processing Menu. This program lets you review, but not change information about any item, including quantities for which you have issued Purchase Order but not yet received an items extended description the year-through-last-period and period-to-date activity of any item LIFO or FIFO costing information, if applicable serial numbers of specific unit costing items, if applicable valuation of the item
If you enter sales and returns through Invoicing/Order Entry, this program shows you the quantity of an item committed to pending orders. A pending order is an order that is entered but not posted. If you enter orders through Purchase Order, youll see the quantity of units ordered but not posted. You can select to print this information after you view it. Press P while you are viewing either of the first two windows of information to print this report. (Average cost and standard cost items have only two windows of information.) The Query Inventory Items report contains important item information other than specific unit information and LIFO or FIFO information. This report prints the selected item only. If you are viewing the second window of information for an item with specific unit costing, you can press U to view the serial numbers. If you then press P, this report prints. Use this report to review the units in each costing bucket. It contains the serial number for each unit still on hand unit cost status of the unit: A for available and C for committed to a pending order
If you are viewing the second window of information for an item with LIFO or FIFO costing, you can press C to view costing information.
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If you then press P, this report prints. Use this report to review the units in each costing bucket. It contains the date the units were received number of units still on hand unit cost
Print Reports
Accounts Receivable Index Purchase Orders Inventory During the course of your daily work you will want to print certain reports. These reports give you the information you need in order to make decisions about inventory and about your company. These reports are accurate when your entries are up-to-date. Examples of these reports may be found in Menu Overview on page 550. Some reports you may want to print are: List Inventory ItemsUse this report for complete information on an individual inventory item. You can print this report at any time. Inventory Price ListThis report lists prices for inventory items in one, several, or all departments. Print it whenever you have had price changes. Otherwise, your sales people may not charge current prices. Reorder Items ReportThis report lists all inventory items at or below their reorder level. Print this report when you are ready to reorder items from your vendor. If you order items once a week, run this report once a week. Use this report as the basis for your orders from vendors. Dont always order the exact reorder quantity specified on the report. Take seasonal selling trends, specials you plan, vendor quantity discounts, and other factors into account. Use this report in conjunction with the most recent Period-to-Date or Year-to-Date report so you can see sales of items.
Note
Reorder quantity may be expressed in selling units or in receiving units. This is not set or constrained by inventory in any way; it is entirely up to you. If you chose to use selling units, make sure that you convert to receiving units before you order. For instance, if you sell oil by the CAN, but purchase it by the CASE, make sure you know whether the reorder quantity is in CASEs or CANs. If reorder level and reorder quantity are zero for an item, it will not appear on this report.
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Accounts Payable

Your Monthly Activities

These are activities you do at the end of your month (or other accounting period). They do not take much time, if your inventory is current.
Make Sure Daily Work is Finished

Before you begin closing the current month, be sure that all transactions are entered into Inventory, as well as all item changes. Spend some time to make sure that your inventory is as up-to-date as you can make it. If you are using Purchase Order to enter receipts, make sure that your daily work for Purchase Order is done. If you are using Invoicing/Order Entry to enter sales and returns, make sure that all sales and returns are entered for the period.
Print Period-to-Date and Year-to-Date Reports

Before you close the period, print these two reports using To Date Reports. These reports include sales and profitability for the month and year. Use these reports to study sales figures and trends. You must print them separately for products and services. These reports total all amounts except for units sold and average selling price for each department and as report grand totals. You have the option of not printing items that have had no activity. Examples of both these reports may be found in Menu Overview.
Print Departmental Summary Report

Also, print the Departmental Summary. This report gives you inventory valuation and year-to-date: sales cost of sales marginsales minus cost of sales
Each figure is expressed both as dollars and as a percentage of your company total for the category. Use this report for upper-level management for financial planning. This report makes it easy to see what departments get the most return on investment (inventory value percentage compared to margin percentage), which are more profitable than others, and other important comparative information.
540
It can also provide the basis for adjusting General Ledger inventory book value to actual value. An example of this report may be found in Departmental Summary (IRD) on page 558.
Print Inventory Status Report

You use the inventory status report to decide what items to drop or what items to push. This report lists an item activity summary of one or more departments or locations and shows beginning period balance units committed to pending (entered but unposted invoices) net units available for sale or use amount on order for each item
This report provides the following totals for each department number of items listed units committed to pending invoices net units available for sale or use Inventory Index Purchase Orders
Report grand totals provide the same information as totals. To see an example of this report, go to Inventory Status Report (IRS) on page 556.
Print a Transaction Register

You should print a Transaction Register for the period you are about to close. This report provides an audit trail of all inventory movement. It includes transactions created by Inventorys Enter Inventory Transactions and Assemble/Disassemble Items, by the Purchase Order module, and by Invoicing/Order Entry. Optionally, print this report at the end of each quarter or year and include the transactions for the quarter or year, if available. If you have your Keep Year-To-Date Detail option in Maintain Inventory Options set to N, and you have purged previous Inventory generations from your disk, this report includes only transactions generated during the current period. If you have your Keep Year-To-Date Detail option set to Y, the Transaction Register can include any transactions that you havent purged. However, if the Keep Year-To-Date Detail option was set to N initially and changed to Y more recently, Inventory cannot report detail that was removed at the end of any period before the option was set to Y. 541
Accounts Receivable
units that came into or out of inventory during the period
Accounts Payable

Regardless of the Keep Year-To-Date Detail option, the Transaction Register gives you the choice of selecting transactions from any or all generations available on your disk. The TRAN column of this report contains a code identifying the source and type of each transaction. The codes are: ADJ ASM ACM Items) DIS DCM Items) SAI SAL REC REI RET RCP Adjustment (from Inventory) Assembly of item (from Inventory, Assemble items) Component used in an assembly (from Inventory, Assemble Disassembly of item (from Inventory, Disassemble Items) Component returned to stock (from Inventory, Disassemble Sale (from Invoicing/Order Entry) Sale (from Inventory) Receipt (from Inventory) Return (from Invoicing/Order Entry) Return (from Inventory) Receipt (from Purchase Order)
The transactions are sorted and subtotaled by department, by generation number within department, and by item number within generation. Transactions within a generation appear in the order you entered them. They are not sorted by date. For each generation, the report provides a subtotal of the price and cost of the transactions listed. It totals these amounts for each department, and provides them as grand totals for the report. There are no item totals or totals by transaction type. To see an example of this report, go to Transaction Register (IRB) on page 556.
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Close Current Period

Close your current period after you enter all inventory transactions (new items, sales, receipts, returns, adjustments, assemblies) for the period and print the reports you desire.
Note
This program adds the current period totals to the year-through-last-period total sets all period-to-date fields to 0 sets all year-through-last-period fields to 0 if it is the end of your fiscal year
We suggest you always back up before and after running Close Current Period. To close the current period select Close Current Period from the Inventory Processing Menu. At the end of any period other than the last in your fiscal year, select End of Period when asked. Purchase Orders Index At the end of your fiscal year, select End of Year. Whatever your choice for closing, a warning message will display reminding you of the importance of printing period-to-date and/or year-to-date reports prior to closing. Select Y to continue with closing. The only potential problem in using the program is running out of disk space. If Close Current Period finds that you do not have enough disk space to create the new data file generation, it displays a warning message and does not perform any processing.
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Inventory
Close Current Period increases the generation number. (If the current generation number is 99, it becomes 00.) It also creates a new generation of Inventory files. This is a complete copy of your Inventory files, with the new generation number as part of each file name. It clears Period-to-Date totals from the new files and deletes all transactions unless you have set the Keep Transaction History module option to Y. The new generation will be used for all processing after Close Current Period is complete.
Accounts Receivable
You should coordinate your work flow here with that in the Purchase Order and Invoicing/Order Entry modules. Do not run Close Current Period until all receipts to be entered in Purchase Order have been entered and Inventory is updated. Do not run it until all invoices and credit memos to be entered in Invoicing/Order Entry have been entered and posted.
Accounts Payable

Use one of these methods to free disk space: Use the Delete Old Data Files selection of the Disk Maintenance Program to remove old data files by generation numbers. The Disk Maintenance Program is on the Utilities Menu. If you have sent reports to disk, you can use Delete Reports from Disk, also a selection of the Disk Maintenance Program. Delete unused non-Peachtree Accounting programs and files from your disk. Be careful in doing this; it is your responsibility to do it right. If you have a great deal of specific unit costing history, delete any of it you can, using Maintain Specific Unit History.
Run Close Current Period as soon as you think you have freed enough disk space. Date-Sensitive Inventory Date-Sensitive Inventory allows you to post invoices and update Inventory even if you have not closed Inventory for the previous month. Date-Sensitive Inventory affects the following options: Close Current Period Transaction Register Inventory Valuation Report Departmental Summary
Transactions dated after the exclusion date are moved to next period Prints transactions dated before the exclusion date Any transactions after the exclusion date will be removed from the items value Any transactions after the exclusion date will be removed from the items Value, Sales, and Cost Of Sales amounts Transactions after the exclusion date will be removed from the PTD and YTLP amounts
To Date Reports
To use Date-Sensitive Inventory, enter an exclusion date in the previous options. Transactions entered after the exclusion date will be removed from the PTD, YTLP, and Valuation fields.
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Special Events
Special events are inventory activities you perform occasionally. In most cases, do these activities before you close the current period. Then, when you print the Period-to-Date and Year-to-Date reports, they are as accurate as possible. It is up to you when to do these activities, as it depends on the size of your company and the nature of your inventory.
Specific Unit History information consists of serial numbers and sale information for sold items that have specific unit costing as their costing type. Inventory only keeps this information if you chose Y for Keep Specific Unit History in Maintain Inventory Options. Before you either update or purge specific unit history, you may want to print a copy of the Specific Units Sold option of the Specific Unit Items Reports. This report lists the serial number and sale information for specific costing units that have been sold. (This report is only available if you have set the Keep Specific Unit History option to Y in Maintain Inventory Items.)
You can use this report to decide which units to change or delete. You can also store this report as a pre-change audit trail. Refer to Specific Unit Items Reports (IRU) on page 563 for an example of this report. After you print the report, you can use Maintain Specific Unit History to change customer information on sold specific unit costing items view the serial numbers of sold specific unit costing items remove sale information you no longer need
You can view or change serial numbers of unsold items in Maintain Inventory Items.
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Index
Purchase Orders
You can only use this program if the Keep Specific Unit History module option is set to Y. If it is set to N, Inventory does not store after-sale information and you cannot run this program.
Inventory
This report also gives you customer information, unit price, and unit cost.
Accounts Receivable
Update Specific Unit History Information; Purge the Specific Unit History File
Accounts Payable
Special Events

To change records for each unit:

1 2 Select the Maintain Records option in Maintain Specific Unit History. You can then select either the units serial number or the item ID.
If you have the item ID, you can use 2 to look up serial numbers and pick specific units. Heres the window on which you enter your information:
Any of the items in the middle of the window can be changed at any time. You can use the Optional Date in many ways: for example it can be used to indicate the expiration date of the warranty, to track the date of credit termination, or to indicate when the purchaser is to return for service. If you wish to use the Optional Date, we suggest you note in the Comment field the purpose of the Optional Date. The more information you store, the more disk space you need, so remove tracking numbers when you no longer need them. Use the Purge Selected Records option of Maintain Specific Unit History to do this. To remove selected records from your list, you need the purge date. The purge date is a date you select. All serial numbers of items sold on and before that date are deleted.
546
Special Events
When purging records, you can review each record before it is deleted. You also have the option of saving the record.
Take Physical Inventory

In a physical inventory, you want to count the actual number of units of each item on hand and later compare it to the number of units on Inventory. Before you take a physical inventory, print the Physical Inventory Report. This report is a checklist for you to use as you take the actual count. You can print it with or without the quantity-on-hand for each item, and you can print it for one, all or a range of departments or locations. To see an example of this report, refer to Physical Inventory Report (IRN) on page 559. Whenever you take a physical inventory, enter any discrepancies in quantityon-hand for an item as an adjustment in Enter Inventory Transactions. If the item is a specific unit costing item, you must have the serial numbers of all units to be adjusted. The serial numbers print on the Physical Inventory Report.
Make Adjustments to Inventory

Adjustments record items you remove from Inventory because they are damaged or cannot be found, or added to inventory when extra units are found. Adjustments reduce or increase the quantities-on-hand of an item. Your most frequent use of adjustments will be after you take a physical inventory, to match your computer records to the items you find on hand. Youll also make adjustments when you try to sell an item but cannot find it. Adjustments are also used as the reversing entry to correct mistakes made entering returns. Adjustments do not affect sales or profitability figures. You must make G/L entries to record adjustments manually. Make sure your warehouse people let you know when an adjustment to inventory is needed. You might want to make up a special form for them to fill out and give to you that explains reasons for the adjustment. Some of the information you may want on this form is item identification number of items involved reason for the adjustment comments authorization
Enter adjustments in Enter Inventory Transactions. Index
547
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable

If you are using Invoicing/Order Entry and Purchase Order, adjustments may be the only transactions you enter in Inventory. To enter adjustments, use Enter Inventory Transactions from the Processing Menu. For the Transaction Type, enter ADJ. When making a negative adjustment (using an adjustment quantity less than zero, to record shrinkage), you must specify: The cost for average cost items. Inventory prompts you with the current average cost, but you can enter a different amount. The costing bucket for LIFO or FIFO items. You can use 2 to view the buckets. Inventory takes the units from the bucket you specify. The serial number for specific unit costing items. This number must be part of your inventory; a unit available for sale.
When making a positive adjustment (using an adjustment with a quantity greater than zero to record inventory growth), you must specify: The cost for average cost items. Inventory prompts you with the current average cost, but you can enter a different amount. The costing bucket for LIFO or FIFO items. You can use 2 to view the buckets. Inventory costs the item at the unit cost for that bucket. You can also type 0 for receipt number to create a new bucket, in which case you must provide a unit cost. New buckets created for LIFO items will be the first bucket; new buckets for FIFO items will be the last bucket. The serial number for specific unit costing items. This cannot be identical to a serial number already on file.
If you make a mistake, you must enter a reversing entry as described in the section titled Receipts. If you made a mistake entering a negative quantity, remember to adjust it using a positive quantity. In Adjustments, a negative quantity reduces the quantities-on-hand decreases the quantity adjusted decreases inventory value
548
Special Events
Close the Year

This program sets all year-through-last-period fields to zero, closes the period, and creates a new generation number. To close the year, make sure all transactions are entered for the year. Then run the Departmental Summary report, the To Date Reports, and the Transaction Register. Choose Close Current Period from the Inventory Processing Menu. Select End of Year. Inventory closes the year for you.
Remove Transactions
You may want to purge your year-to-date transactions after you close the year to save on disk space. To do this, set Keep Year to Date Detail in Maintain Inventory Options to N. Then close the year. You can change it back to Y after you close the year. Make a backup before you do this. Accounts Receivable Index Purchase Orders 549 Inventory
Delete Discontinued Items

At times throughout the year you may want to discontinue an inventory item. You should not actually delete an item until after you run Close Current Period for the year. The reason for this is that when you delete an item from your inventory, it does not appear on your period-to-date reports. Its sales figures are missing from these reports, and they are not correct. We recommend that you note that the item is discontinued by inserting a special codeone that you make upin the items description. In order to delete an inventory item, it first must meet the following conditions: its quantity-on-hand must be zero it must have no current activity it must not be an assembly component it must not be an assembly item the Year-to-Date Detail module option must be set to N the Allow Changes/Deletions module option must be set to Y
Accounts Payable
Menu Overview
Menu Overview
This appendix gives you a brief overview of how the Inventory programs are organized within menus and how each program is used. If you want more detailed information on a program, use the index to find where that program is discussed. If you set the Use Menus option in the Maintain Inventory Options program to Y, youll get three levels of menus: the Peachtree Accounting Main Menu the Inventory Main Menu and three Program Menus: Maintenance Processing Reports
If you set the Use Menus option in the Maintain Inventory Options program to N, youll get one menu, which is shown at the end of this appendix. Each item on every menu has a shortcut code. We explained how to use shortcut codes in your Getting Started Guide. We will show you the three program menus and give a brief description of how each of the programs on that menu is used, as well as each programs shortcut code.
550
Maintain Inventory Items (IMI) This program adds new items to Inventory, changes information for existing items, and deletes items from inventory. You mostly use this program when you are first entering your inventory. After that, the frequency with which you use this program is up to you. Change/Copy Inventory Item (IMK) This program allows you to change the inventory item numbers for one or more inventory items and copy inventory items from one department to another. This is useful if you wish to change the method you use for numbering your inventory items, or need to change the department code for some inventory items.
551
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Change Inventory Item Prices (IMP) This program allows you to change prices for a single inventory item, a group of items, or all of your items at the same time. This is useful if you have a percentage price change from a vendor that covers a group of items. Change Costing Type (IMT) This program allows you to change the costing method (LIFO, FIFO, etc.) for all of your inventory items, a group of items, or single inventory items. For example, you may discontinue specific unit tracking of a group of items and want to change the specific unit costing method to another method. You can change costing methods at any time, but we recommend that you talk with your accountant or CPA before doing so about the possible tax implications. Maintain Inventory Assemblies (IMA) This program defines what components and/or sub-assemblies make up each of your assembly items. In addition to using this program when you have new assemblies, use this program to add components to an assembly, delete components from an assembly, and change the number of units that make up an assembly. This program needs to be run before you can actually record the assembled item using Assemble/Disassemble Items. Maintain Specific Unit History (IMZ) This program lets you maintain a list of serial numbers and sale information for specific unit costing items that you have sold. A specific unit costing item is any item that you has a serial number and that you keep track of for warranty or other purposes. Use this program when you want to change customer ID, customer name, unit price or cost, item description, optional date, or the comment. You can only use this program if the Keep Specific Unit History module option is set to Y. Maintain Inventory Options (IMO) This program lets you select the options you want to control Inventory, and lets you choose printers for reports. For example, you would use this program to tell Inventory to show you the Inventory programs on one menu instead of three. You use Maintain Inventory Options when you first start using Inventory, but you can change the options at any time.
552
Processing Programs
Query Inventory Items (IPQ) This program lets you review, but not change, information about any single item. This includes an items extended description; the year-through-lastperiod and period-to-date activity; LIFO and FIFO costing information, if applicable; serial numbers of specific unit costing items, if applicable; and valuation of the item. Use this program when you want to get the latest information on any item. Query Inventory Items will not show transactions entered after the exclusion date.
553
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Processing Programs
Menu Overview
Enter Inventory Transactions (IPE) This program lets you enter sales, returns, receipts, and adjustments into Inventory, as well as new inventory items. If you are using Invoicing/Order Entry, use that module for sales and returns. If you are using Purchase Order, use that module for receipts. You use this for day-to-day Inventory transactions. Assemble/Disassemble Items (IPW) This program assembles items after you define them using Maintain Inventory Assemblies. It also disassembles assemblies after you no longer have a use for them and places the components back into your inventory. Close Current Period (IPC) This program adds the current period totals to the year-through-last-period total, sets all period-to-date fields to zero, and sets all year-through-lastperiod fields to 0, if this is the last period closed in the year. It also creates a new generation of inventory files. Use this program after you have entered all your inventory transactions for the period and have printed the reports you desire. If you are using Purchase Order, make sure that all receipts are entered into that module. If you are using Invoicing/Order Entry, make sure that all invoices and credit memos are entered into that module before you run this program. Also during Closing the Current Period, any transactions entered after the exclusion date will be moved forward to the new period. Therefore, if Inventory is in November in generation 12, but transactions have been entered after November, these transactions will be moved to generation 13 as current transactions.
554
Report Programs
Report Programs
Index
555 Purchase Orders Inventory Accounts Receivable Accounts Payable
Menu Overview
Inventory Status Report (IRS) This summarizes item activity for one or more departments or locations. It shows beginning period balance, units that came into or out of inventory during the period, units committed to pending (entered but unposted) invoices, net units available for sale or use, and quantity on order for each item. Use this to determine items to drop or items to push.
Transaction Register (IRB) This report provides an audit trail of all inventory movement. For each transaction listed, this report includes the transaction date, transaction type, comments, quantity, unit price (if a sale or return), unit cost, total (extended) price, and total (extended) cost. Run this report immediately before closing the period, or at the end of a quarter or year.
556
Report Programs
Inventory Valuation Report (IRV) This report can give you the valuation of your entire inventory and of the items for each department or a range of departments. Use this to compare valuation by department or by item. This is useful to management for pinpointing where money is tied up.
Inventory Price List (IRX) This gives you pricing information on all inventory items in a department or departments. It provides the quantity available for each selected item and five prices for each item. It also shows the serial numbers for specific unit cost items. This is the price list that your salespersons should use in their daily activities.
557
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
Departmental Summary (IRD) This provides a one-line summary of sales and valuation for each department. It gives you year-to-date sales; cost of sales; and margin (sales minus cost of sales). It also includes the current value of inventory in each department. Print this report at the end of your accounting period. Use it to determine which departments get the most return on investments (inventory value percentage compared to margin percentage), which are more profitable than others, and other important comparative information.
Reorder Items Report (IRR) This lists all inventory items at or below their reorder level. It contains vendor information, quantity available, reorder level, number of weeks below reorder level, and quantity to reorder. This report lists by departments or by vendors. Use this report as the basis for your orders from vendors.
558
Report Programs
Physical Inventory Report (IRN) You can print this report by department or by location. This report includes the product code, item description, vendor ID, vendor item number, and location and selling unit of measure. Use this when you take a physical count of your inventory items. Two spaces for you to write in are provided: actual (for actual quantities-on- hand) and comments.
If you use Specific Unit Costing, the serial numbers for those items will display in the Description column, beneath the description.
559
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
To Date Reports (IRM) You can select from three reports: To Date Reports, Profitability Using Sales, and Profitability Using Profit. Each of these reports can be printed for the period to date or for the year to date. Use these reports to study sales figures and sales trends. This is a To Date Report:
This is the Profitability Using Sales report:
This is the Profitability Using Profit report:
560
Report Programs
List Inventory Items (IRL) This report lists all inventory items in a department or departments, and gives nearly all information on each inventory item in that department. Use this whenever you want to get a detailed report for items.
Assembly Items Reports (IRY) This contains three reports: Assembly Items List, Component Items Usage, and Assembly Costing. The Assembly Items List displays the components that go into each assembly. Give this report to the people who assemble items, so they have a checklist of components included in the item. The Component Items Usage report tells you the assemblies in which each listed component is used. Use this report when you are determining reorder quantities and when you are blocked from deleting an item because it is part of an assembly definition. The Assembly Costing Report calculates assembly costs and upcoming need for assembly component items. You enter the number of assemblies you need to build, and the program displays the quantities needed to assemble those items, and shows you how many components you have over or under the required amount. These reports print by item(s) only, not by department.
561
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
This is the Assembly Items List:
This is the Components Usage report:
562
Report Programs
This is the Assembly Costing Report:
Specific Unit Items Reports (IRU) This contains two reports: the Specific Units on Hand report and the Specific Units Sold report. The Specific Units on Hand report lists the serial number and cost of specific unit costing items in stock. It includes a status column that shows whether the unit is available (A) or is committed (C) to an unposted invoice entered through Invoicing/Order Entry. Run this report when you want information on items still in stock. The Specific Units Sold report is only available if you have set the Keep Specific Unit History option to Y in Maintain Inventory Options. It lists the serial number, sale information, customer information, unit price, and unit cost for items that are sold. This is the Specific Units on Hand report. You can print this report for a range of items, or an item or items you select individually.
563
Index
Purchase Orders
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
This is the Specific Units Sold report. You can choose to print all units of all items all units sold within a range of sale dates all units sold for a range of items a specific unit only
One-Level Menu
This is what youll see if you set Use Menus to N in Maintain Inventory Options.
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How do you change from one costing type to another?
Use the Change Costing Type program.

How do you delete an Inventory item?
How many inventory items can you have?
As many as your disk space allows.

How do I handle services when Inventory and Invoicing/Order Entry are interfaced?
How do you set up assemblies?
There are two steps: Use Maintain Inventory Assemblies to enter the inventory items you wish to use as components. The inventory items can either be existing inventory items, or you can use this program to add new inventory items. Purchase Orders Index Run the Assemble Item option of the Assemble/Disassemble Items program.
Can you change the primary vendor for an inventory item?
Yes, with the Maintain Inventory Items program. Move your cursor to Vendor ID field and either type over the vendor ID or press to erase the field and then type in a new vendor ID. Or, just add an alternate vendor in the list box and use it for a specific transaction.
565
Inventory
Set up inventory items in Inventorys Maintain Inventory Items program using S (for services) as the item type. When you enter an invoice in Invoicing/Order Entrys Enter Invoices program, use the transaction type of SS for sale of a service. You can then press 2 when your cursor is at Product ID to see the list of inventory items.
Accounts Receivable
To delete an item from Inventory, it must have a zero balance for the quantityon-hand and no period-to-date activity. The Allow Changes/Deletions option in Maintain Inventory Options must also be set to Y. If these conditions exist, you can delete an item by entering a D at the ACCEPT (Y/N) prompt when you use Maintain Inventory Items.
Accounts Payable

I increased prices by too much when I used Change Inventory Item Prices. How do I correct this?
If you make an error in the amount you increase the price for a group of items, use this program again and enter a decrease for the amount of the difference. If you make an error in the percentage of an increase, use this program to enter a decrease by a percentage. Use the following formula to determine the percentage to reduce prices after accidentally increasing them too much: Decrease % = 100 - [(100 + Correct %) / (100 + Incorrect %) x 100] For instance, you increased a price by 15 percent instead of 5 percent: Decrease % = 100 - [(100 + 5) / (100 + 15) x 100] Decrease % = 100 - (105 / 115 x 100) Decrease % = 100 - 91.3 Decrease % = 8.69 Example:Original price:$150.00 Increase should have been:5.0% Erroneous increase:15.0% New price:$172.50 Decrease to be posted:8.69% New price:$157.50 If 10 percent had been subtracted from the new price, that is, the formula above wasnt used, the corrected price would end up being $155.25too low! Note that if you use this procedure, rounding may cause the prices to be different by a penny or two from the original prices. You should use this procedure to correct situations where you did not intend to change the price of items at all. For example, you might have unintentionally included an extra department in the price change.
566
Using Purchase Order

Purchase Order Overview
What Purchase Order Does for You If You Need Help 568 571
Chapter
Controlling How Purchase Order Works

Purchase Order Options Entering Your Module Options What to Do Next 573 589 595

Getting Ready Entering Your Purchase Orders What to Do Next 596 612 631
Using Purchase Order for Your Accounting Tasks

Setting Up Your Work Flow Checklists Common Report Features Daily Activities Special Events 632 633 634 637 649
Menu Overview
Maintenance Programs Processing Programs Report Programs One-level Menu 658 660 662 668



What Purchase Order Does for You
A purchase order is a written order for merchandise. Purchase Order prints orders to your suppliers for the non-stock and inventory products and services you need to run your business. A non-stock item is an item you dont enter into Inventory. Its usually for the maintenance and running of your business, such as light bulbs or a janitorial service. These non-stock maintenance items are frequently called general supplies or operational supplies. Additionally, A non-stock item can also be something you special order. Inventory items are products and services you stock and sell.
In addition to the number of items ordered and unit cost, a purchase order provides valuable information to your vendor, such as your purchasers name, shipping information, and standard payment terms. You can also add miscellaneous costs, such as shipping charges or special taxes. You can use Purchase Order to add a new vendor to Accounts Payable. Also, if youre ordering an item that hasnt been entered into Inventory, you can use Purchase Order to assign the item an inventory item identification and add the item to Inventory. You can easily make changes to a purchase order if you find out you incorrectly entered information. Purchase Order also prints Change Order Notices and Cancellation Notices. Use Purchase Order to receive your non-stock and inventory items. You can receive full or partial shipments more items than you ordered items you didnt order, but want to keep items set for specific unit costing
Purchase Order records your partial shipments and keeps track of back orders. You can use Purchase Order to transfer receipts to Inventory and to update Accounts Payable so that your vendor can be paid.
How Purchase Order Works with Other Modules

You must use Purchase Order with Peachtree Accounting Accounts Payable. Purchase Order wont work unless you install Accounts Payable first. 568
What Purchase Order Does for You

How Purchase Order Works with Other Modules
You can also use Purchase Order with Peachtree Accounting Inventory. If you plan to use Purchase Order with Inventory, its best to install Inventory before you install Purchase Order so you can look up inventory item numbers and add items when you place orders. You will also be able to update Inventory through Purchase Order when an order is received. Also, when you decide to use Purchase Order with Inventory, you must close or cancel all existing purchase orders before you activate Inventory. Purchase Order is a bridge between Accounts Payable and Inventory. When used together, these three modules provide a complete ordering, receiving, and invoicing management system.
Purchase Order
Accounts Payable
Inventory
Vendor Information
Inventory Item Information
Inventory
569
Index
Purchase Order
Accounts Receivable
Accounts Payable

Purchase Order allows you to use the same vendor IDs that you use in Accounts Payable or to add new vendors to Accounts Payable when you enter a purchase order. After you enter receipts, Purchase Order allows you to enter information from the vendor invoice into Accounts Payable so you can pay your vendors. Purchase Order orders any inventory item you stock, whether it is a product or service. It lets you look up Inventory item numbers when you order or receive items, and lets you add new items to Inventory. You can easily order all inventory items that are at or below their reorder level. Purchase Order updates the units on-order when orders are entered and updates the quantityon-hand when items are received in Inventory. Purchase Order has no direct connection to Job Cost. However, use Purchase Order to order materials, equipment, or subcontractor services you use on your jobs. Purchase Order has no connection, direct or indirect, to any other Peachtree Accounting module.
Chapter Overview
Setting Up
Planning is the most important part of setting up Purchase Order. Once you know how you want to organize your inventory, actually entering information is easy. Controlling How Purchase Order Works on page 572 tells you how to select options to make Purchase Order work best for you. For example, if you want to keep a very detailed audit trail, you can set Purchase Order to always print a control report after it finishes an operation. If you dont want as much detail, you can set Purchase Order so that it asks you at the start of a program whether you want to print a control report. Preparing Your Records for Use on page 596 explains the information that you need to gather and enter in preparation for using Purchase Order as part of your everyday routine. For example, you would want to enter information about all your purchase orders before you allowed changes to be made to any one inventory item.

Purchase Order can record purchase order activity (orders, receipts, invoices, etc.) as it occurs. Using Purchase Order for Your Accounting Tasks on page 632 explains how you use our programs and reports as part of your regular routine.
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If You Need Help

Menu Overview
Well also explain what programs you dont need to use if you are interfacing with other modules. For example, entering your vendors in Purchase Order rather than Accounts Payable will keep both Purchase Order and Accounts Payable updated. Likewise, you can update Inventory by entering orders and receipts in Purchase Order if you have and are using this module and if you set Purchase Order up to interface with Inventory.
Menu Overview
In this manual, we explain all of our programs and reports in the order in which youre most likely to use them. If you want to see our programs and reports in order by menu and shortcut codes, along with a brief explanation of each, refer to Menu Overview on page 657. Accounts Receivable Index Purchase Order Inventory

Peachtree Softwares Training Department conducts classes on how to use Peachtree Accounting.Frequently Asked Questions on page 669 is a compilation of questions our Dealers and Consultants ask most.
If You Need Help

While youre using Purchase Order, you can press s-1 for a description of the current window. When your cursor is in a field, you can also press 1 to see a description of that specific field.
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Accounts Payable


Purchase Order Module Options let you tailor Purchase Order for your business practices. If you have more than one company, you can set different options for each company. In fact, you must enter options separately for each company, even if your choices for each are the same.
Note
We assume you have read (and understand) the material in the Getting Started Guide and in Purchase Order Overview on page 568 of this manual. If you have not read this material, please do so before continuing here. Like the options in all Peachtree Accounting modules, there are three types of Purchase Order options: Module Options Printer Assignment Options Laser Forms Alignment Options
Module options control Purchase Orders operation. The first step in using Purchase Order is to select and enter module options for your company. These module options help you adjust Purchase Order to the specific needs of your business. You must set these options for Purchase Order to work effectively and correctly for you. This section describes the module options, including the choices available and how those choices affect Purchase Order. All of the module options impact how effectively Purchase Order works for you. You can change all of these options. Each options description tells you if and when you should make changes. You should base your choices on your companys practices and your personal preferences. If you have more than one printer, printer assignment options let you choose the printer that Purchase Order normally uses to print each of your Purchase Order reports. You read about report printing and about how these options work in the Getting Started Guide, we do not explain them further here. Purchase Order comes set with Printer 1 assigned for all reports. As you get to know Purchase Order, you may decide to change some of these options. For instance, you may decide to print long reports on a fast-draft printer and shorter reports on a slower letter-quality printer. If your system has only one printer, you cannot change these options. Laser Forms Alignment allows you to adjust the alignment for forms printed on laser printers (or similar printers). You can move the print up to one inch, horizontally or vertically.
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Purchase Order Options
Gather the information you need before you enter the module options. Some information may already be company policy; other information may have to be decided while you examine the module options. Consult your department managers, your accountant, and others before making your decisions. Heres a description of each option:
Module Options tab
Controller Password Operator Password Accounts Receivable Index Purchase Order Inventory PurposeThese passwords limit access to Purchase Order programs. They are not required, but are useful in protecting your programs and data from unauthorized use. ChoicesFor both passwords, you can use any combination of up to eight letters and numbers and any punctuation marks or symbols, except quotation marks. Spaces count as characters. Purchase Order capitalizes letters entered in lower case. The default for both passwords is no password. EffectsThe controller password gives you access to all of Purchase Orders programs. The operator password gives you access to all of Purchase Orders programs except Maintain Purchase Order Options. Here are the password scenarios that can occur depending on how you set up your passwords.
Controller
4
Operator
What happens when the password is set up:

You must enter your controller password after you select the Maintain Purchase Order Options program from the Purchase Order Maintenance Menu. You must enter your operator password after you select the module from the Peachtree Accounting Main Menu. You must enter a password after you select the module from the Peachtree Accounting Main Menu. If you enter the controller password, you can access all programs. If you enter the operator password, you can access all programs except Maintain Purchase Order Options. You must enter the controller password when you select the Maintain Purchase Order Options program from the Purchase Order Maintenance Menu.
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Accounts Payable

Think of the controller password as the management password, since only those who are in charge of your companys inventory should know this password. If you set up a controller password, you can optionally set up an operator password, if you have other employees entering data. If you have a small company, and the same person who is in charge of Purchase Order is also entering all the Purchase Order information, then setting up just the controller password may be sufficient. Think of the operator password as the employee password. You give the operator password to any employee who needs to enter Purchase Order information. If you set up an operator password, you should also set up a controller password, so that access to the Maintain Purchase Order Options program is limited to just management. How to ChooseDecide how much access you want to allow to your programs. Do not create a password that is easy to guess, such as your name, birth date, or department. If you do not use passwords, anyone can run your Purchase Order programs. Making ChangesYou can change passwords at any time. Change a password by typing over the current password. Delete a password by typing blank spaces or by pressing 9.
Warning
If you changed either of these passwords since you last backed up, and then discover you need to restore from that backup, the program will prompt you for your old passwords after you restore. You wont be able to use your programs unless you remembered what the old passwords are, so remember to keep the old passwords on file. Use Menus PurposeThis option lets you tell Purchase Order whether you want to use multiple menus or a single menu when working with Purchase Order. ChoicesY or N where the default is Y. EffectsIf you choose to see multiple levels by accepting the default of Y, your programs are shown to you on three menus: the Maintenance, Processing, and Reports Menu. In addition, there is a Main Menu where you choose the type of menu listed previously. The advantage to using menus this way is that you can select the type of program you want before actually selecting the program. For example, if you want to run a report program but cant remember its name, selecting Report Programs from the Purchase Order Main Menu displays another menu showing all available report programs.
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If you choose N for this option, Purchase Order uses its expert mode. In expert mode, Purchase Order displays only a single menuone that lets you select any maintenance, processing, or report program by typing a single hot key. The advantage to expert mode is speed. Expert mode is faster because the software does less work to show you the choices. How to ChooseWhen you first start using the module, set Use Menus to Y. Once youre comfortable with Purchase Order, you may want to change this option to N. Making ChangesYou can change this option at any time. Allow Changes/Deletions PurposeThis option controls your ability to change or delete Purchase Order items. It does not restrict your ability to add items to Purchase Order or to enter Purchase Order receipts. ChoicesY or N. The default is Y. EffectsIf you set this option to Y, Purchase Order allows you to change and delete Purchase Order items in all functions in Enter/Change Purchase Orders. If you set this option to N, you can still add, edit, or delete items when you add a purchase order, add line items, and close a purchase order. However, you cant edit information to appear in the header of the purchase order, edit or delete line items, edit miscellaneous costs when you edit a purchase order, or cancel a purchase order.
Note
If you use a Controller Password, then only the controller can set the Allow Changes/Deletions option. This means that if you set this option to N, the controller must change it to Y before an operator can make changes. Purchase Order Index How to ChooseSet this option to Y to allow you to make changes and deletions until you have Purchase Order properly activated and youre comfortable with normal processing. After you become familiar with daily or weekly Purchase Order use, you can change this option to N. Making ChangesYou can change this option at any time.
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Inventory
Accounts Receivable
Accounts Payable

Force Control Reports PurposeMost programs that alter information (or let you alter information) in Purchase Order print a control report as an audit trail. This option controls whether these reports are printed automatically or whether Purchase Order programs ask you if you want the report. ChoicesY or N. The default is N. EffectsIf you choose to force control reports, Purchase Order automatically prints a report each time you use Enter Receipts, Update Inventory, or Enter A/P Invoices. If you choose not to force a control report, Purchase Order gives you the choice of printing or not printing a control report each time you begin one of these programs. How to ChooseDecide whether you want to use control reports as an audit trail for Purchase Order activities.
Note
We recommend that you force control reports to be printed. This lets you know that the report will be printed rather than relying on someone deciding to print it. If you answer Y, you must make sure your printer is ready to print (on-line) when you run any programs that generate control reports. Making ChangesYou can change this option at any time. Grand Totals Page PurposeThis option allows you to control whether the grand totals for your Purchase Order reports will be printed on the bottom of the last page of the report or on a separate page. ChoicesY or N. The default is N, meaning that the grand totals will not be on a separate page. EffectsIf you select Y, a grand totals page prints for the Purchase Order Status Report, the Open Purchase Orders Report, and the On-Order Report. How to ChooseEnter Y if you want grand totals to print on a separate page. Enter N if you want grand totals to print at the bottom of the last page of the report. Making ChangesYou can change this at any time.
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Preprinted Forms PurposeThis option tells Purchase Order if you print purchase orders on Peachtrees preprinted Purchase Order Forms. ChoicesY or N where N is the default. EffectsIf you select Y, Purchase Order prints purchase orders onto Peachtrees preprinted forms. Preprinted forms can be printed with your companys name and address and are designed to receive purchase order information. If you select N, Purchase Order prints purchase orders on plain paper.
Warning
If you select Y and you dont use Peachtree Purchase Order Forms, much of the literal header information, such as Ship To and Confirm To, wont print on your purchase order. How to ChooseSelect Y if you use Peachtree Purchase Order Forms in your printer. Select N if you dont use Peachtrees preprinted purchase order forms or if you have your company name and address printed on your purchase orders, but theyre not Peachtree purchase order forms. Making ChangesYou can change this option at any time. Print Company Name on Purchase Order PurposeThis option tells Purchase Order whether to print your company name and address on your purchase orders. ChoicesY or N where Y is the default. EffectsIf you accept the default, Purchase Order prints the company name and address you entered when you set up your company information. If you select N, the company name and address are not printed on the purchase orders.
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Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

How to ChooseSelect Y if you print purchase orders on paper that does not have your company name and address printed on it. Select N if you use Peachtree Purchase Order Forms with your company name and address printed on them. Also, select N if you print purchase orders on stationery or other paper that already has your company name and address on it.
Warning
If you select N for the Preprinted Forms option and you select N for this option, Purchase Order warns you that you are printing a purchase order that does not have your company name and address on it. It asks if youre sure you want both of these options set to N before you continue. Making ChangesYou can change this option at any time. Interface with Inventory Add New Items to Inventory PurposeThese options let you use Purchase Order with Inventory and add new items to Inventory through Purchase Order. A new inventory item is an item you enter into Inventory for the first time. ChoicesY or N where N is the default for both options. EffectsIf you use Inventory and Purchase Order, but you dont use them together, you cant look up, and therefore confirm, inventory item numbers when you enter a purchase order. You also cant update Inventory through Purchase Order with your receipts.
Warning
Its best to activate Peachtree Accounting Inventory before you activate Peachtree Accounting Purchase Order. If you activate Purchase Order before you activate Inventory and issue purchase orders, you must close or cancel all purchase orders in Purchase Order before you can interface with Inventory. If you select to use Purchase Order with Inventory, Purchase Order lets you: Look up any inventory items number when you enter a purchase order using Enter/Change Purchase Orders. Use Enter Receipts to update Inventory through Purchase Order when you receive a receipt. You can also use this program without interfacing with Inventory. Use Update Inventory to update Inventorys quantity-on-hand and unit cost.
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Run Query Inventory Items from Purchase Order. Automatically order all items at or below reorder level. Print the Inventory Items to Order report.
How to ChooseSelect Y to interface Purchase Order with Inventory if you use the two modules together. Inventory must be activated before you can select to interface with Inventory. If you select Y to interface with Inventory and Inventory isnt activated, Purchase Order tells you that you must first activate Inventory. If you dont have Inventory activated, or if you dont want to use the two modules together, select N. You can also select Y if you want to allow inventory items to be added to your inventory through Purchase Order as well as through Inventory. You cant select Y to Add New Items to Inventory if you selected not to interface with Inventory. If you do, Purchase Order tells you that if you want to add items to Inventory you must be interfaced with Inventory.
Note
We recommend that you use Purchase Order with Inventory. Then you receive Purchase Orders full potential. Selecting Y to Add New Items to Inventory gives Purchase Order even more power. Making ChangesYou can change these options at any time. However, if you activate Purchase Order before you activate Inventory and issue purchase orders, you must close or cancel all purchase orders in Purchase Order before you can interface with Inventory. Add New Vendors To A/P PurposeThis option lets you add new vendors to Accounts Payable through Purchase Order. ChoicesY or N where N is the default. EffectsIf you select Y, you can add new vendors through Enter/Change Purchase Orders.
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Purchase Order
Inventory
Accounts Receivable
Additionally, if you select to interface with Inventory and add new items to Inventory when entering a purchase order, Purchase Order lets you give a new item an item identification so you can order it, and lets you enter the item into Inventory. If you decide to interface with Inventory but not add new items to Inventory through Purchase Order, you can only add new items through Inventory or as non-stock items in Purchase Order.
Accounts Payable

How to ChooseSelect Y if you want vendors to be added to Accounts Payable through Purchase Order. Otherwise, select N if you want to only add new vendors through Accounts Payable. Heres an example of how this option is used. Your regular vendor is out of an item and you find a new vendor, one you havent done business with before. If you have selected Y to add new vendors through Purchase Order, you can enter the vendors name directly into Accounts Payable through Purchase Order when you send the purchase order to the new vendor. Making ChangesYou can change this at any time. Enter Costs at Receipt PurposeThis option lets you enter or change an items unit cost when you receive a shipment. ChoicesY or N with Y as the default. EffectsIf you select Y, you can enter or change an items unit cost in Enter Receipts. If you select N, Purchase Order does not display an Items Unit Cost when you receive items. How to ChooseSelect Y to allow changing an items unit cost upon receipt of a shipment. In this case, the items unit cost is displayed when you receive items and its up to you to make sure that the correct unit cost shows on the purchase order before you run Update Inventory. Updating Inventory with the correct cost, as well as the number of items received, assures that the information in Inventorys Valuation and To Date reports is based on the correct item cost. Select N if you dont want to allow changing an items unit cost upon receipt of a shipment. Consider selecting N when: Your large company is only concerned with checking item quantities at the receiving dock. You dont want your receiving clerks to concern themselves with item costs. Later, however, your operator or another person checks unit costs and enters them directly into Peachtree Accounting Inventory. Inventory items are costed at Standard Cost and youre certain your vendor wont raise or lower costs without first informing you. You dont use Purchase Order with Inventory and youre not concerned with recording the items cost upon receipt of a shipment. Youre not concerned with unit costs. When you receive the vendors invoice and run Enter A/P Invoices, you adjust the total Amount Due according to your vendors invoice.
Making ChangesYou can change this at any time. 580
Enter New Items at Receipt PurposeThis option lets you receive items that you did not order. ChoicesY or N where Y is the default. EffectsIf you select Y, you can receive items you didnt order by entering the number of units received and unit cost of each item in Enter Receipts. How to ChooseSelect Y if you receive shipments of items you didnt order and decide to keep them. This is useful when a vendor mistakenly ships items you always need for stock, but didnt order. You would rather keep the items than return them. Select N if you dont want receiving clerks making decisions about whether to receive unordered items or you dont want to receive any items you didnt order.
Note
Making ChangesYou can change this option at any time. Print Ext. Desc. on P/O PurposeThis option lets you print the extended description of an item entered in Inventory on all purchase orders for that item. This is especially useful for complicated items or assembly descriptions.
EffectsIf you select Y, the extended description prints on all purchase orders for this item. How to ChooseIf an extended description exists for this item, select Y to print the extended description on the purchase order. Select N if you dont want the extended description included on the purchase order.
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Purchase Order
ChoicesY or N, where N is the default.
Inventory
You cant add new items to Inventory in Enter Receipts. You can only enter items at receipt for non-stock items or items that are already on file in Inventory. If you want to receive an item that is not in Inventory and is not on the purchase order, you must first add the item to inventory in Inventorys Maintain Inventory Items. You can only enter new items into Inventory through Purchase Order when you order items in Enter/Change Purchase Orders and you have selected to Add New Items to Inventory as a module option.
Accounts Receivable
Accounts Payable

Add Neg. Avail to Re-Order PurposeThis option lets you automatically add any Negative Units Available to the Reorder Quantity allowing you to generate a purchase order for an amount that fully meets your restocking requirements. ChoicesY or N where N is the default. EffectsIf you select Y, the Inventory Items to Order report will include the units from # Units Available in the Quantity to Order. Purchase Orders entered via F6-Auto P/O will include the units from # Units Available in the calculated Reorder Quantity. Purchase Orders entered manually will include the units from # Units Available in the calculated Reorder Quantity. How to ChooseSelect Y to automatically increase the calculated Reorder Quantity to include the negative quantity available. Select N if you want ignore negative quantities available when calculating the Reorder Quantity. Default Unit Cost to Last Cost PurposeThis option lets you choose to default, or automatically display, the last cost rather than the current cost. ChoicesY or N where N is the default. EffectsIf you select Y, then when you create a purchase order, the last cost from Inventory defaults for the Unit Cost (in other words, the Unit Cost of the item from your last purchase). If you select N (the default), then the current cost from Inventory defaults as the Unit Cost. How to Choose Keep in mind that this is just a default; you can change the Unit Cost as needed. The idea is to possibly save yourself keystrokes by predicting what future Unit Costs may be. Select Y if you think your last cost is more likely to predict the future Unit Cost when purchasing inventory. Leave the default of N if you think the current cost from Inventory is more likely to predict future Unit Costs. Hint: Current cost is determined by the costing method you use, and includes historical costing information for all items in stock. Thus, if you use First In, First Out (for example), current cost is not likely to be a good prediction of future Unit Costs.
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Quantity in Whole Numbers PurposeAllows you to enter whole quantities (without decimal digits) in the Quantity field when entering, editing, receiving, or adding a new line item to a Purchase Order. This will also determine if the Quantity field displays in whole numbers when printing a Purchase Order, Certificate of Compliance, Change Order Notice, or Order Cancellation Notice. ChoicesY or N. The default is N.
How to ChooseIf you choose Y, you will not be able to enter decimal digits in the Enter/Change Purchase Orders and Enter Receipts Quantity fields. If you would like to be able to enter decimal digits, leave the default of N. Making ChangesYou can change this at any time. Automatic Purchase Order Numbering Current Purchase Order Number Ending Purchase Order Number Purchase Order Reset Number PurposeThese options let you select whether you want Purchase Order to sequentially number your purchase orders for you. If you do, select a starting (current) purchase order number, an ending number, and a reset number (what the purchase order number is to be after you reach your ending number). ChoicesSelect Y or N for Automatic Purchase Order Numbering. Y is the default. For Current Number and Reset Number, enter any number from 0 to 999,999. 1 is the default. Enter any number up to 999,999 for your Ending Number. 999,999 is the default.
When you enter your starting purchase order number into Current Purchase Order Number, that number appears on the first purchase order you enter in Enter/Change Purchase Orders. When you complete a purchase order, your Current Purchase Order Number increases by one. For example, if you set the current number at 1, because you want 1 to be your first purchase order number, the first purchase order entered is number 1. Then the Current Purchase Order Number changes to 2.
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Purchase Order
EffectsIf you select not to have automatic numbering, you cant select any of the Automatic Numbering Optionscurrent purchase order number, ending purchase order number, or purchase order reset number.
Inventory
Accounts Receivable
EffectsIf you choose N, the Quantity fields will display with two decimal digits. If you choose Y, the above Quantity fields display in whole numbers (no decimal digits).
Accounts Payable

The ending number you select is the highest number that will appear on your purchase orders. When the purchase order numbers reach your ending number, they start over at the number you select as your Purchase Order Reset Number. How to ChooseSelect N for automatic numbering if you want to enter your own purchase order numbers or if you want to continue to use a purchase order numbering system that contains letters because Purchase Order doesnt use letters when it automatically numbers your purchase orders. In this case, you cannot enter the current, ending, or reset purchase order number. You can then enter any combination of up to six letters and numbers as part of your purchase order numbers. You may also want to select N until after youve entered your outstanding purchase orders. Then change this to Y to begin automatic numbering. When youve entered your existing purchase orders and you begin automatic numbering, select the number of your next purchase order as your starting (current) purchase order. Purchase Order begins sequentially numbering from that number. For automatic numbering, select Y to let Purchase Order consecutively number your purchase orders for you. Then for your current purchase order number, enter the number you want to be your first purchase order number. Select the number you want to be your last purchase order number and enter that as your ending number. For your reset number, select the number you want to be your next number after you reach your ending purchase order number. Making ChangesYou can change these options at any time.
Warning
Even though you can change these options at any time, the current number cannot be changed once a purchase order is entered without affecting the remaining purchase order numbers. If you change the current number to a lower number after you begin using Purchase Order, Purchase Order attempts to number purchase orders over again, beginning with the number you enter. It gives you a warning that the purchase order number already exists, and continues giving you the warning until you enter a purchase order number that hasnt been used. If you have removed purchase orders by running Purge Closed/Canceled Orders, and you change the current number to a lower number, you can enter a purchase order number identical to one that you have purged. If you change the current number to a higher number, Purchase Order begins numbering purchase orders starting from that number. For example, if the current number is 17, and you set the current number at 20, Purchase Order wont print orders with numbers 17, 18, and 19.
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Print Default Always Force Print PurposeThese options let you choose to print purchase orders on-thefly, or as you enter them. ChoicesY, N, or X, with X being the default. EffectsEntering Y or N gives you an option when entering the purchase order. Entering X gives you an additional option here, in Maintain Purchase Order Options, that lets you set absolutely whether purchase orders print at the time of entry. You have three choices regarding printing purchase orders on-the-fly. Y Set a default of Y (Yes) for the prompt asking if you want to print. This prompt will display each time you enter a purchase order. Set a default of N (No) for the prompt asking if you want to print. This prompt will display each time you enter a purchase order. Have an additional option display that lets you make printing of purchase orders on-the-fly either automatic or not available. You would then enter Y at the additional prompt to make printing on-the-fly automatic, or enter N to make printing onthe-fly not available. (Purchase orders could then only be printed in batch, from the Report Programs menu.)
How to ChooseChoose Y or N to set the default for the prompt that asks if you want to print, after entering a purchase order. To have purchase orders always print on-the-fly, enter X at the Print Default option, then Y at the Always Force Print prompt. To have purchase orders never print on-the-fly, and the print prompt not display after entering a purchase order, enter X at the Print Default option, then N at the Always Force Print prompt. Making ChangesYou can change this option at any time.
Default Values tab
Certificate of Compliance Default PurposeThis lets you set a default for whether you require a certificate of compliance as verification from your vendor before he ships your order which states that he can fill all requirements on the purchase order. This includes the quantity ordered, each items unit cost, and the receiving date ChoicesY or N where N is the default. EffectsThis default appears as header information on the purchase order. You can accept it or change it for each vendor when you enter a purchase order. 585
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

When you print a purchase order, if you selected Y for this option, Purchase Order asks you if you want to print a certificate of compliance. If you do, Purchase Order can print a purchase order that says Certificate of Compliance copy across the bottom of the purchase order. It also provides a place for your vendors authorized signature. Your vendor can then sign the certificate of compliance copy and return it to you. You can also print the purchase order and send it to your vendor with the certificate of compliance copy, or you can send the purchase order after you receive the signed certificate of compliance from your vendor. When a certificate of compliance is required for a purchase order, the purchase order says Certificate of Compliance required across the bottom. How to ChooseSelect Y if you require a certificate of compliance from most of your vendors. Making ChangesYou can change this option at any time. Confirm To Default Default Purchaser Purchasers Phone Number PurposeUse these options to set defaults for who confirms your orders, your purchasers name, and your purchasers telephone number so your vendors will know who to contact within your company. ChoicesYou can leave these blank, or enter up to 30 characters for your confirming name and purchasers name, and 20 characters for the telephone number. EffectsThese defaults appear as purchase order header information when you enter a purchase order. You can accept these defaults or change them for each purchase order. How to ChooseFor Confirm To, enter the name of the person or department your vendor contacts to confirm an order. You can also enter your purchasing agents name, the name of the purchasing department, or the name of a person responsible for purchases. This helps your vendor know who to contact if he has a question about the order. Select the telephone number that is most convenient for your vendors. For example, enter your purchasing agents phone number, or the number of your purchasing department. Making ChangesYou can change the confirming name and purchasers name and phone number, or make them blank when you enter a purchase order for that vendor if they dont apply the vendor. You can also change the default options at any time.
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Freight On Board (F.O.B.) Default PurposeThis lets you set a Freight On Board (F.O.B.) default which is an agreement between the buyer and seller about which party pays shipping expenses. ChoicesEnter up to 15 characters or leave blank. EffectsThis default appears as header information on a purchase order. You can accept it or change it for each purchase order.
If you use your vendors actual name as the party responsible for paying shipping expenses, leave this blank. You can enter the vendors name when you enter a purchase order for the vendor. If your company pays shipping expenses for some items and vendors pay shipping for other items, select who most frequently pays shipping expenses and enter the corresponding F.O.B. default. Inventory Index Purchase Order Making ChangesYou can change the F.O.B. default for a specific vendor when you enter a purchase order. You can also change the default option at any time. Ship Via Default PurposeThis lets you enter a default shipping company. It tells your vendor the name of the shipping company you use to ship your merchandise to you. ChoicesEnter up to 15 characters or leave this blank. EffectsThe default shipping name appears as header information when you enter a purchase order and prints on the purchase order. You can accept it or change it for each purchase order. How to ChooseSelect the shipping company you primarily use and enter its name. You can also use this option to designate a preferred shipping type such as surface or air, or leave this blank. If you pick up your orders from your vendors, enter will call. Making ChangesYou can change the shipping company name for a specific vendor when you enter a purchase order if the name doesnt apply to that vendor. You can change the default option at any time. 587
Accounts Receivable
How to ChooseEnter Shipping point as the F.O.B. default if your company generally pays shipping expenses. (This means that the vendor places the merchandise free on board, and you agree to pay shipping expenses from that point.) Enter Destination as the F.O.B. default if the vendor pays freight costs.
Accounts Payable

Credit Terms Default PurposeThis lets you set a credit term default. It tells your vendors your credit terms. ChoicesEnter up to 15 characters or leave this blank. EffectsThese default terms appear as header information when you enter a purchase order. You can accept it or change it for each purchase order. How to ChooseEnter your credit terms. If you have different credit terms for different vendors, enter the credit term you most commonly use. For example, if most vendors agree that you can pay them within 30 days of the invoice date, enter Net 30. If most vendors give you a 2 percent discount if you pay the invoice within 10 days, yet give you 30 days to pay, enter 2/10 Net 30. Making ChangesYou can change these terms if they dont apply to a specific vendor when you enter a purchase order for that vendor. You can also change the default option at any time. Miscellaneous Cost #1-#4 Description PurposeThis lets you set default miscellaneous cost descriptions. Miscellaneous costs are costs you add to the purchase order. ChoicesEnter up to four descriptions. Each cost description can have up to ten characters. EffectsYou can add miscellaneous costs when you enter a purchase order. If you do, miscellaneous cost descriptions appear as defaults on your purchase order. You can accept these descriptions or change them for each purchase order. How to ChooseEnter descriptions of the miscellaneous costs for which your vendors most frequently charge. Some common descriptions are freight, storage, or special taxes. If you dont normally have miscellaneous costs, leave this blank. You can always enter a description and miscellaneous cost for individual purchase orders. If you have more than four miscellaneous costs, combine several costs together and give them a common description, such as Taxes or Other. Making ChangesYou can change these descriptions if they dont apply to a specific vendor when you enter a purchase order for that vendor. You can also change the default option at any time.
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Follow these steps to enter the options.

1 Select Purchase Order from the Peachtree Accounting Main Menu. If Purchase Order is already activated for this company (and it should not be, at this point) select Maintenance Programs and then select Maintain Purchase Order Options.
If Purchase Order is not activated for this company, Peachtree Accounting tells you: Purchase Order not ACTIVATED. and asks: DO YOU WANT TO ACTIVATE IT (Y/N):
2 Press e to accept the default of Y.
Purchase Order then prompts you for the name of the subdirectory where you want to store your Purchase Order information. Purchase Order provides a suggested directory: C:\xxxxxxxx\yyPODATA\ Inventory Index Purchase Order where C:\xxxxxxxx is the name of the directory that holds your Peachtree Accounting programs and yy is your two-character company ID.
3 Press e to accept the suggested name or enter another one.
If the directory you enter does not exist, Purchase Order asks you if you want to create it. If you answer Y, it does so. If you answer N, you must enter the name of a different directory. Purchase Order next runs the Maintain Purchase Order Options program for you. This program lets you choose between setting: Module Options Printer Assignment Options Laser Forms Alignment Options Most people will only need to change some of the module options and enter module option default values. It may not be necessary to make any changes to the printer assignment options.
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Accounts Receivable
Accounts Payable

Choose Set Module Options and press e.
The Purchase Order Options window appears with the Module Options tab selected.
The Purchase Order Options window has two tabs: Module Options Default Values
The Module Options tab allows you to set up Purchase Order Module Options, Automatic Numbering Options, and options to print purchase orders on the fly. You cant enter any automatic numbering options unless you select Y for Automatic Purchase Order Numbering. Use the e or W, A, S, and Z to move around the options window. Press 1 if you need help.
5 Make any changes you desire. For additional information about what to enter as your module options, see Purchase Order Options on page 573.
Note
If you enter passwords, be sure you enter passwords correctly, and make sure you know what they are. You may want to print a copy of this window and keep it on file for reference. If you type a password incorrectly or forget it, you will not be able to use Purchase Order.
590
Select the Default Values tab.
Make any entries you desire to the Purchase Order Default Values. For additional information about what to enter in the fields on the Default Values tab, go Default Values tab on page 585. Select the Accept button to save the changes you have made to the Purchase Order Options window. Select the Cancel button to exit the window without saving.
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Index
Purchase Order
When you accept the window, Purchase Order returns you to the program option window. If you want to change Printer Assignments, you can do so now. We explain how to set these options in the Getting Started Guide.
Inventory
This is where you enter the information that becomes the default header information for your purchase orders.
Accounts Receivable
Accounts Payable

Creating Your Purchase Order Files

When you press 0 from the Program Options window that lets you choose between the types of options, Purchase Order asks you to confirm the creation of your new data files with this prompt: Ready to Create Purchase Order Files - Continue (Y/N)
Note
If you choose not to create your data files, Purchase Order discards your module option entries. If you answer Y, this is the last time you can prevent Purchase Order from creating the data files.
9 Answer Y.
Purchase Order processes for a few moments, displaying the name of each file as it creates it. When it is done, Purchase Order returns you to the Peachtree Accounting Main Menu.
Entering Purchase Order Notes

You can enter up to nine different notes that you can attach to purchase orders. Once you enter a note in Maintain Purchase Order Notes, you can attach it to a purchase order and modify the note to apply specifically to that purchase order when you enter the purchase order. Consequently, you want to enter generic notes in Maintain Purchase Order Notes that generally cover the different kinds of purchase orders you have so they will be easier to customize. It is a good idea to create one blank note for occasions when the other notes youve created wont suit your needs.
1 From the PCA Main menu, select Purchase Order, Maintenance Programs, then Maintain Purchase Order Notes.
The Purchase Order Notes menu displays listing all of the notes available with a number beside each. If there is nothing beside the number, then there is either no note entered for that number or the note entered there has no name.
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Entering Purchase Order Notes
Double-click the note number or select the note number and press e.
A window appears listing the current Description (name) and Note. The cursor is in the Description field. Your entry in the description field will display in the Purchase Order Notes menu beside the number of the note.
Type a description of the note in the Description field.
Type a note in the note Note field.
You can enter up to 7 lines of text for the note. Do not press e until you have finished entering all of the text for the note.
5 Select the Accept button to save your entries in the Description and Note fields if they are correct.
Note
The Purchase Order Notes menu displays again.

6 Select F7-Print Opts. to designate where on The Purchase Order you want the note to print.
The Select Note Location window displays. You can select to print the note on the purchase order either before the lines of information on the purchase order or after the lines of information on the purchase order. You can change where the note prints on the purchase order at any time.
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Index
Purchase Order
You can delete everything youve entered in the Description and Note fields without accepting them by pressing F8-UNDO.
Inventory
After you press e, the cursor moves to the Note field.
Accounts Receivable
Accounts Payable

Select where you want the note to print and press e.
The Purchase Order Notes window displays. You can enter as many as nine Purchase Order Notes.
8 Press s + 0 to return to return to the PCA Main Menu.
Big PO Comment
If you need to provide detailed notes to your vendors for every item entered on purchase orders or if your comments require more than the 20 characters currently available in Peachtree, you should install Big PO Comment. With this enhancement, you can include up to 50 lines of text, 75 characters wide, for each item on the purchase order. The Big Comments can easily be entered and changed from within the Enter/Change Purchase Orders program. You can create temporary comments that are specific to a single item on a single PO, or you can create and use standard comments on multiple purchase orders.
1 2 To add a temporary Big Comment, go to the Comment field on the second window within Enter/Change Purchase Orders. Make sure the Comment field is blank, and then press 5.
After you press 5, a window will open on which you can type up to 50 lines of text. Scrolling, word wrap, and standard editing keys are available.
3 When you finish, press 0 to save or q to abort.
When you add a temporary Big Comment, a six-digit number is saved in the Comment field.
4 5 6 7 To change the Big Comment, go back to the Comment field. Do not change the six-digit number. Press 5, and then edit the text of the Big Comment. If you want to erase the Big Comment, just make the Comment field blank with .
You can create a standard Big Comment by going to the Comment field and typing a six-letter code (without spaces or special characters) before you press 5. A standard Big Comment code must contain at least one letter. If the code does not contain at least one letter, it will be treated as a temporary Big Comment.
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What to Do Next
Big PO Comment
You can use an existing standard Big Comment by typing in the desired code in the Comment field. Continue entering the PO as normal. To edit an existing standard Big Comment, type in the code in the Comment field, and then press 5. When you change a standard Big Comment, it is changed on all purchase orders. A Big Comment prints on the purchase order below the line for each item ordered that specifies a Big Comment. When a Big Comment is printed, the code for the Big Comment does not print on the purchase order.
Big Comments are stored in text files in the Purchase Order data directory. The file name starts with PO followed by the first 6 letters of the Comment field. The file extension is T followed by the Company ID. When 5 is pressed in the Comment field and the Comment field is blank, a six-digit number is generated by the system and stored in the Comment field. When the first six characters of the Comment field are all numbers, the Comment is temporary. It will be erased when the PO is purged. When 5 is pressed and the Comment field is not blank, a Big Comment file is created if it does not exist. If it does exist, it is edited.
What to Do Next
Now that you have entered your Purchase Order options and created your data files, continue with Preparing Your Records for Use on page 596. This section explains how to gather and enter all of your companys existing purchase orders.
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Index
Purchase Order
Inventory
If a Big Comment file exists when a PO is printed, the Big Comment is printed on the Purchase Order. If not, the Comment field is printed.
Accounts Receivable
Instructions for Power Users
Accounts Payable


This section describes how to prepare, enter, and verify your existing purchase order information. It includes topics that explain important purchase order concepts.
Note
We assume you have read (and understood) the material in the Getting Started Guide and also this manuals Purchase Order Overview on page 568 and Controlling How Purchase Order Works on page 572. If you have not read this material, please do so before continuing here.
Getting Ready
Follow these steps to prepare your existing purchase orders for entry into the Peachtree Accounting Purchase Order module.
1 2 3 4 5 6 7 8 9 Decide when to enter existing purchase orders. Gather existing purchase order information. Fill out a setup form for each existing purchase order. Enter your existing purchase orders. Enter your partial receipts. Verify your entries. Correct errors. Cancel purchase orders. Print an Order Cancellation Notice for canceled purchase orders.
We make these suggestions assuming you use Purchase Order with Inventory. If you dont use these modules together, you can still enter your existing purchase orders into Purchase Order. The following directions apply to both cases.
Deciding When To Start

When activating all Peachtree Accounting modules, make sure you activate Accounts Payable and Inventory before you activate Purchase Order. You can activate Purchase Order any time after you activate Accounts Payable. Purchase Order does not have current periods, so it does not need to be activated at the beginning of an accounting period. 596
Getting Ready
Gathering Your Existing Purchase Order Information
You might want to set a cut-off date for activating Purchase Order and use the time before that date to familiarize yourself with how it works. The cut-off date can correspond with the beginning of an accounting period in another module, such as Inventory or Accounts Payable, although this isnt necessary. You can begin using Purchase Order one of two ways: Enter your existing purchase orders (purchase orders from your old system that havent been filled) into Purchase Order. After these are entered, immediately begin issuing new purchase orders using Purchase Order. Then use Purchase Order to receive partial and full shipments for all purchase orders. Use Purchase Order to update Inventory and Accounts Payable. Maintain your existing purchase orders using your old system but immediately begin issuing new purchase orders using Purchase Order. This gives you some overlappingyoull be using two systems until all your old purchase orders are filled.
If you decide not to enter your existing purchase orders, but maintain them separately until they are all closed, you can use this section as a reference. It explains the entries you make when you enter a purchase order, and contains valuable information about purchase orders.

Purchase Order Index When entering existing purchase orders into Purchase Order, you will duplicate the existing purchase order by entering all the original information on it into Purchase Order. Then youll enter partial receipts. Before you enter existing purchase orders, or enter a new purchase order, enter your: Vendors. Items into Inventory, if you use Purchase Order with Inventory.
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Inventory
If you decide to activate your existing purchase orders into Purchase Order and maintain your entire purchase order system in Purchase Order from the beginning, read on. This section teaches you how to gather the information you need to activate your existing purchase orders into Purchase Order regardless of whether you have received partial shipments on your existing purchase orders. Just follow these directions.
Accounts Receivable
Accounts Payable

Enter Your Vendors

A vendor must be entered into Accounts Payable (A/P) before you can enter a purchase order for the vendor. If you enter a purchase order for a vendor that has not been entered in A/P, Purchase Order tells you that the vendor hasnt been entered into A/P. You can then add a vendor as you enter a purchase order if you selected Y to Add New Vendors to A/P in Maintain Purchase Order Options. If you selected to do this, Purchase Order provides a window in which to enter your vendor information. If you selected N to Add New Vendors to A/P in Maintain Purchase Order Options, you must enter all your vendors in Maintain Vendors in Accounts Payable.
Enter Your Inventory Item Identification

All inventory items you order must have an inventory item identification. If you dont use Purchase Order with Inventory, you can enter an item identification from your existing inventory item numbering system or enter an identification of your choice, such as an identification that describes the item. If you selected Y to Interface With Inventory in Maintain Purchase Order Options, enter all inventory items into Inventory. (Item Information on page 472 explains more about inventory item identification.) Inventory items in Inventory, and in Purchase Order, use this item identification: item type department code item number
If you are interfaced with Inventory, you can also add items to Inventory, P/ O-;add items that dont have an Inventory item identification when entering a Purchase Order if you select Y to Add New Items to Inventory in Maintain Purchase Order Options. In this case, Purchase Order lets you give the new item an item identification when you order it. This saves you from having to leave Purchase Order and go into Inventory in order to enter the item. To add a new item to Inventory through Purchase Order, gather all information on the item. Purchase Order provides two windows in which to enter inventory item information. (Item Information on page 472 explains what inventory information to collect). If you are interfaced with Inventory but have selected N to Add New Items to Inventory in Maintain Purchase Order Options, you must enter all your inventory items in Maintain Inventory Items in Inventory.
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Getting Ready
Purchase Orders for Non-Stock Items

A non-stock item is a product or service that is not an Inventory item. It can be an item you: Special order. Order for the maintenance and running of your business, such as light bulbs or a janitorial service (general supplies). Order but dont want to run through Inventory.
When ordering supplies for the running of your business, consider establishing a department code that you use exclusively to identify supply items, such as SUP (for Supply). Use this department code when giving each supply item its own item identification. When ordering an item that you dont want to run through your inventory, and that is not a supply item, you must still give it an item identification number.
There are no extended descriptions associated with non-stock items.

Note
Purchase Orders for Services

A service is work performed for others. Use Purchase Order to order and receive services as well as products. Each service you order must have an item identification number. A service order can be for: A service you sell. A service that may be non-stock, such as hiring someone to wash the windows in your offices or repair a vehicle. Subcontractor services for jobs in Job Cost
There is only one difference between products and services. When you receive products and update to Inventory, you increase the Inventory quantity-on-hand. The quantity-on-hand of services is always 0 and does not increase when you receive services. When you pay a contractor by the hour you can order subcontractor services by the hour. When you receive a partial service for work done by the hour, you can enter the portion received in Enter Receipts, then update Inventory. You can then enter an invoice into Accounts Payable so the contractor can be paid. 599
Index
Purchase Order
Inventory
Accounts Receivable
Record non-stock items just as you would record inventory items. You can mark the item as a non-stock item in Enter/Change Purchase Orders. You cant update Inventory with non-stock items, as Inventory wont accept an item unless its an Inventory item.
Accounts Payable

If the subcontractor wants to be paid for a portion of a service job before the entire jobs completed, divide the job into phases and give each phase an item identification. When the subcontractor completes a phase, enter a receipt in Purchase Order. Transfer the completed information to Inventory and then to Accounts Payable so the contractor can be paid.
Purchase Orders for Merchandise to be Drop-Shipped

A drop-ship purchase order is an order your vendor ships direct to your customer. Since the order doesnt arrive at your place of business, it doesnt get received and entered into Inventory. Therefore, you must devise a way to know that your customer received the item. One way to do this is to wait until your vendor sends you an invoice for the order, then contact your customer to confirm that he has received the order. When the confirmation is made, enter the receipt into Purchase Order, update to Inventory and Accounts Payable so your vendor can be paid.
Purchase Orders with Partially Received Items

When entering your existing purchase orders into Purchase Order, enter the original number of units of each item ordered, regardless of whether youve received partial shipments. Later, youll enter any receipts youve had. If you have miscellaneous costs on your existing purchase order, such as freight or other handling charges, enter the total miscellaneous cost. Later, youll enter that portion of the miscellaneous cost you want posted to the order, if youve received a partial shipment. If you receive a partial shipment and your vendor tells you that the item is now permanently out-of-stock and therefore you wont receive the remainder of what you ordered, enter the amount you received into Purchase Order. After you receive the vendors invoice, run Enter A/P Invoices. Then you can cancel the purchase order. If you dont receive any of the items you ordered on a purchase order because the items are permanently out-of-stock, cancel the purchase order. If The Invoice Is Already in A/P If you received a partial shipment on an existing purchase order and youve received an invoice for the partial shipment from your vendor, enter the amount back ordered as the purchase order quantity.
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Getting Ready
How To Organize Purchase Order Information
If The Items Have Specific Unit Costing For partial receipts of units set for specific unit costing, enter the quantity that has not been received as the total quantity ordered. This way, you wont have to enter serial numbers again for those units youve already received. Then, when you receive the remainder of the order, enter serial numbers and unit costs as you receive the units.
Change Order Notices

Accounts Receivable Index Purchase Order Inventory If you have already issued a change order notice on a purchase order, enter the change order into Purchase Order as though it is the original purchase order.
Canceling and Closing Purchase Orders

When reviewing your existing purchase orders, you may have purchase orders that you want to cancel or close. You can do this in Purchase Order. Theres a difference between why you cancel a purchase order and why you close a purchase order. Basically, the difference is this: you decide if you want to cancel an order, and then inform your vendor that the orders canceled by sending him an Order Cancellation Notice. When closing a purchase order, its your vendor who decides the order cant be filled, and he informs you. You then close the order. To cancel an order, enter the existing purchase order into Purchase Order. Next, youll enter any receipts youve had on the purchase order. Then cancel the order in Enter/Change Purchase Orders. Later, when you run Print Purchase Orders to verify your entries, you can select to print an Order Cancellation Notice to send to those vendors for whom youve canceled purchase orders.

For each existing purchase order, collect the following information and enter it onto a Purchase Order Setup Form. Make copies of the blank forms to use as you need them. Later in this chapter you enter this information into Purchase Order directly from these forms. Each item in the lists below falls into one of three categories: optional suggested required
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Accounts Payable

Optional information is information you can choose to omit without reducing Purchase Orders power. Generally, it is information Purchase Order simply notes and keeps on file so you can see it on reports or displays. Purchase Order does not base any of its processing on this information. Suggested information is information you can omit, but by doing so you reduce Purchase Orders power. It is information on which Purchase Order bases some of its processing. Required information is information Purchase Order does not let you omit. If you try to leave it blank, Purchase Order tells you that you must make an entry, and doesnt let you leave the window you are using until you make an entry (or cancel the window). The information you gather and enter into Purchase Order is in three parts: Header - general information that applies to all line items, such as shipping and vendor information. This is the first group of information requested for a purchase order. Line Item - specific information your vendor needs about each item you order, such as the quantity ordered and unit cost. This is the second group of information requested for a purchase order. Miscellaneous Costs - additional costs you add to an order, such as shipping charges or special taxes. This is the third group of information requested for a purchase order.
Header
Gather header information that is different from the header information you selected as your default information in Maintain Purchase Order Options. 602 Purchase Order Number [Required] Vendor ID [Required] Purchase Order Date [Required] Ship To [Suggested] Confirm To [Optional] Purchaser [Suggested] Purchasers Phone [Optional] Freight On Board (F.O.B.) [Optional] Ship Via [Optional] Certificate of Compliance Required [Required] Terms [Optional] Receive By [Optional]
Getting Ready
Purchase Order Number PurposeThis number uniquely identifies the purchase order. ChoicesAny number from 0 to 999,999 or a combination of six letters and numbers. This is required information. How to ChooseEnter the number of an existing purchase order. Make sure Automatic P/O Numbering in Maintain Purchase Order Options is set to N. If Automatic P/O Numbering is set to Y, you cant enter an existing purchase order number. Purchase Order will sequentially number your purchase orders for you Making ChangesYou cant change a purchase order number once it is entered.
Note
When entering header information on a purchase order, you can press F8UNDO to delete all information youve entered in the header. This returns you to the Purchase Order # prompt and allows you to reuse the purchase order number. Vendor ID PurposeThe vendor ID identifies your vendor. No two vendors can have the same ID. ChoicesAny six letters, numbers or special characters. This is required information. How to ChooseEnter your vendors ID. To select a vendor ID code from a list, press 2. To select by vendor name, press a-2. To select by phone number, press c-2. If you enter a purchase order for a vendor that has not been entered in A/P, Purchase Order tells you that the vendor hasnt been entered into A/P. You can then add the vendor as you enter the purchase order if you selected Y to Add New Vendors to A/P in Maintain Purchase Order Options. If you selected N to Add New Vendors to A/P in Maintain Purchase Order Options, you must enter all your vendors in Maintain Vendors in Accounts Payable. Making ChangesYou cant change a vendor ID if its entered in Accounts Payable. Purchase Order Index
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Inventory
Accounts Receivable
Accounts Payable

Purchase Order Date PurposeThis is the date you ordered the item and which appears on the purchase order. ChoicesEnter a date in the MM/DD/YY format. This is required information. How to ChooseEnter the date the existing purchase order was issued. For LIFO and FIFO items, use the items purchase date. Making ChangesYou can change the date any time. Ship To PurposeThis name and address tells your vendor where to ship your order. ChoicesEnter up to 25 numbers and/or letters for the name line and 25 numbers and/or letters for each of the three address lines. Enter up to 10 numbers for the postal code. This is suggested information and not required, only because you can leave it blank and it doesnt diminish Purchase Orders effectiveness. But your vendor usually has a shipping address for each order. How to ChooseAccept the default (your companys business address) which you entered when you first activated your company. Or enter the name and address of where your vendor should ship the order if it is different from your company business address. When entering a drop-ship purchase order, enter your customers name and address. Making ChangesYou can change this at any time. Confirm To Purchaser Purchasers Phone # PurposeThis tells your vendor the name of the person with whom they can confirm this order, and your purchasers name and telephone number. ChoicesAccept the default you entered as a module option or enter up to 30 characters for your confirming name and purchasers name and 20 for the telephone number. This is optional information.
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Getting Ready
How to ChooseFor Confirm To, enter the name of the person who confirms this purchase order. For Purchaser and Purchasers Phone #, enter your purchasing agents name and the telephone number most convenient for your vendor to call. This helps your vendor know who to contact if he has a question about the order. Making ChangesYou can change this at any time. Freight On Board (F.O.B.)
ChoicesAccept your module option default or enter up to 15 characters. This is optional information. How to ChooseFreight On Board (F.O.B.) is an agreement between the buyer and seller about which party pays shipping expenses. Enter Shipping point if your company will pay the shipping expenses on this order or Destination if the vendor will pay freight costs. If your vendor pays shipping expenses, and you left this blank when you selected defaults in Maintain Purchase Order Options, enter your vendors name. Making ChangesYou can change this at any time. Ship Via PurposeThis tells your vendor the name of the shipping company to use to ship the order to you. ChoicesAccept your module option default or enter up to 15 characters. This is optional information. How to ChooseEnter a shipping companys name. For example, you can enter Federal Exp (Federal Express), UPS (United Parcel Service), or Totem Delivery. If you dont have a shipping company preference, you can leave this blank. You can also enter the type of shipping you require, such as surface or air. If you plan on picking up the order yourself from your vendor, you can enter will call. Making ChangesYou can change this any time.
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Index
Purchase Order
Inventory
Accounts Receivable
PurposeThis tells your vendor who pays the shipping expenses.
Accounts Payable

Certificate of Compliance Required PurposeThis tells your vendor whether or not you require a certificate of compliance for this purchase order. If you require a certificate of compliance, your vendor must confirm before he ships the items that he can supply the items on the purchase order at the cost you entered. ChoicesY or N. This is required information. How to ChooseSelect N when entering existing purchase orders since you have already requested a certificate of compliance from your vendor, if one was required. If you select N, a certificate of compliance cannot be printed with the purchase order. If you select Y, Purchase Order asks you when you print a purchase order, whether you want to print a certificate of compliance. Making ChangesYou can change this at any time. Terms PurposeThis states your vendors credit terms. ChoicesAccept your module option default or enter up to 15 characters. This is optional information. How to ChooseEnter the credit terms for this order. Making ChangesYou can change this at any time. Receive By PurposeThis tells your vendor the date you expect to receive the order. ChoicesEnter a date in the MM/DD/YY format or leave this blank. This is optional information. How to ChooseEnter the receive date from your existing purchase order. Making ChangesYou can change this at any time.
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Getting Ready
Line Items
After you enter line items from your existing purchase orders into Purchase Order, youll enter any receipts. This will bring Purchase Order up-to-date. Gather the following information for each line item on your existing purchase order: Type [Required] Department/Item Number [Required] Vendor Item Number [Required] Quantity [Required] Unit Cost [Suggested] Receiving Unit [Optional] Selling Unit [Optional] Ratio [Suggested] Comment [Optional] Description [Optional]
Type Department/Item # PurposeThis tells Purchase Order the items type, department code, and item number. Purchase Order uses the same item identification system used in Inventory. ChoicesEnter P (Product) or S (Service) for item type. Enter up to 18 numbers and/or letters for Department/Item Number (3 for Department Code and 15 for Item Number). This is required information.
If you use Purchase Order with Inventory you can view a list of all items this vendor supplies you or view all items in your Inventory. From either of those lists, you can select the items department code and item number.
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Index
Purchase Order
How to ChooseSelect whether your item is a product or a service and enter the items department code and item number. Each item you order must have an item identification number.
Inventory
Accounts Receivable
Accounts Payable

If this is a new item (an item not entered into Inventory), you can add this items department and item number to Inventory when you enter the purchase order. To do this, make sure you selected Y to Add Items to Inventory as a module option. Also, gather all inventory information on the item. Use the Inventory Item Setup Form. If you selected N to Add New Items to Inventory in Maintain Purchase Order Options, you must enter all your inventory items into Maintain Inventory Items in Inventory. If you dont use Purchase Order with Inventory, you must still enter an item identification. You can adapt an item identification from your existing inventory or create a descriptive identification for each item. Making ChangesYou cant change this after you make an entry. You can delete this line item if youve made an entry error. Description PurposeThis identifies the item by name. Item descriptions appear on reports, displays, and on your purchase order. An accurate description immediately identifies the item to the reader. ChoicesUse up to 20 characters. This is optional information. EffectsThe item description you enter does not change the items description in Inventory. How to ChooseAccept the default description from Inventory if you are using Purchase Order with Inventory, or enter a different description that you want to appear on the purchase order. Making ChangesYou can change this at any time. Vendor Item Number PurposeThis is the item number your vendor uses to identify this product or service. ChoicesEnter up to 10 characters. This is required information. EffectsThe vendor item number you enter does not change the vendor item number in Inventory. How to ChooseAccept the default vendor item number from Inventory if you are using Purchase Order with Inventory, or enter a vendor item number you want to appear on the purchase order. Making ChangesYou can change this at any time.
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Getting Ready
Quantity PurposeThis is the number of units of the item you order. ChoicesAny number from 1 to 9,999,999.99. This is required information. How to ChooseEnter the number of units of the item you ordered. Enter the number of units of the item you ordered, minus the number of units already received for: Change order notices. Purchase orders whose items have been partially received and invoiced by the vendor. Items set for Specific Unit Costing.
Note
When entering a new purchase order, accept the default quantity from the Inventory items reorder quantity if you are using Purchase Order with Inventory, or enter a different quantity if your order is for a different number of units. Making ChangesYou can change this at any time. Unit Cost PurposeThis tells your vendor what you expect to pay for each unit. ChoicesEnter any number from 0 to 99,999.9999999. This is suggested information. EffectsPurchase Order multiplies the unit cost by the quantity of units ordered and displays the amount on your purchase order as Total Cost. When you finish entering all line items on a purchase order, Purchase Order adds the total cost of each line item and displays it on the header as Amount Ordered the total dollar amount of items ordered on this purchase order. How to ChooseAccept the default from the inventory items Current Cost, if you are using Purchase Order with Inventory, or enter what you expect to pay your vendor for the unit. Dont worry if your vendor anticipates a price change and may ship you the item at a different cost than the one you enter or if youre uncertain of the exact cost. When you receive the item you can adjust the cost before entering it into Inventory. Making ChangesYou can change this at any time. Inventory 609 Index Purchase Order
Accounts Receivable
Accounts Payable

Receiving Unit Selling Unit Ratio PurposeThese three fields are used together to handle situations where you receive a product in one unit of measure (such as CASE) and sell it in another unit of measure (such as EACH). Ratio is the same as Inventorys Conversion Factor: the number of selling units per receiving unit. Because services cannot be received, Receiving Unit and Ratio do not apply to services. You should enter a selling unit, however, for displays and reports. ChoicesFor Receiving Unit and Selling Unit, use up to four characters. For Ratio, enter any number from 1 to 9,999,999.99. You must enter a positive number as the ratio. This is optional information. The Ratio is the result of dividing the number of units of measure in Receiving Unit by the number of units of measure in Selling Unit. For further explanation, see page 452. EffectsIf you make an entry here it doesnt change Inventorys conversion information. How to ChooseFor Receiving Unit and Selling Unit, accept the default from the inventory items Receiving Unit and Selling Unit if you use Purchase Order with Inventory, or enter a different receiving and selling unit. For Ratio, accept the default from the inventory items Conversion Factor if you use Purchase Order with Inventory, or enter a different ratio. Enter different information only if its different than the conversion information in Inventory. For example, lets say an Inventory products: Receiving Unit is CASE. Selling Unit is CAN. Ratio is 12 (the number of cans in a case).
Your vendor informs you that for this shipment only they cannot supply you by the case, for they are out of stock by case. They can, however, supply you by the can. Therefore, you would enter CAN as the Receiving Unit and 1 as the ratio. Making ChangesYou can change this at any time. Comment PurposeThis lets you enter a comment for each line item on your purchase order. This comment can be addressed to your receiving clerks or to your vendor. ChoicesEnter up to 20 characters. This is optional information. 610
Getting Ready
How to ChooseEnter a comment for your vendor or receiving clerk about the item. When entering information from previously existing purchase orders, consider entering Peachtree Accounting DUPLICATE as the comment, as you wont be sending the duplicate to your vendor. This will remind you that this is a duplicate of a purchase order from your previous purchase order system. Making ChangesYou can change this at any time.
Miscellaneous Costs
Accounts Receivable Index Purchase Order Inventory Miscellaneous costs are costs you add to the purchase order, such as extra shipping charges, storage expenses, or import/export fees. You dont have to add extra costs to a purchase order. However, if you decide to do so, you need to enter a description and amount for each miscellaneous cost you want to add. Description [Suggested] Amount [Required]
Description PurposeThis identifies the miscellaneous cost by name. The miscellaneous cost description appears on reports, displays, and on the purchase order. An accurate description immediately identifies the type of cost to the reader. ChoicesYou can enter a description for each of the four miscellaneous costs. Enter up to 10 letters or numbers for each description. This is suggested information. How to ChooseAccept the module option default or select a different description that uniquely identifies the extra cost so that it is clear to the reader. If you have more than four costs, combine several that are similar. Enter this combination as the fourth cost and use a description that best describes these combined costs, such as OTHER or TAXES. Making ChangesYou can change this at any time. Amount PurposeThis is the dollar amount of the miscellaneous cost. ChoicesYou can enter an amount for each description. Enter any number from .01 to 9,999,999,999.99. This is required information.
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Accounts Payable

How to ChooseEnter the amount of the miscellaneous cost associated with each miscellaneous cost description. If you are describing combined costs, enter the total amount of the combined costs. Making ChangesYou can change this at any time.
Entering Your Purchase Orders

Now that youve gathered all your existing purchase order information, youre ready to enter your purchase orders. When you finish making your entries, you will: Enter partial receipts. Verify your entries and make corrections. Cancel purchase orders you dont want anymore. Print the Order Cancellation Notice.
Step 1: Entering Your Existing Purchase Order Information

Follow these steps to enter your existing purchase orders.
1 Select Enter/Change Purchase Orders from the Purchase Order Processing Menu.
Purchase Order lets you select one of four functions: A E X C Add a Purchase Order Edit a Purchase Order Cancel a Purchase Order Close a Purchase Order
You can select the function you want by using the arrow keys to move the highlighted bar to it and pressing e or by typing its letter code.
2 Select to add a purchase order.
If you selected the option of printing purchase orders on-the-fly, then a prompt displays asking if you want to print a document mask. A document mask prints numbers and letters showing where data will print on your purchase order forms. Use the document mask to align the forms in your printer. You can print the mask as many times as necessary for alignment.
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If prompted to print a document mask, enter Y and follow the prompts to align forms in your printer. Enter N if you dont wish to print a document mask.
Notice the top line on the window. The function you select from the Select Function box always appears on the left side of each window to remind you which function you are performing. For instance, when you enter a new purchase order, the window displays Add Purchase Order. Purchase Order asks you for your purchase order number. Reminder: before you enter the number of an existing purchase order, make sure Automatic P/O Numbering in your module options is set to N. Later, after you enter all your existing purchase orders and are ready to have Purchase Order take over the numbering for you, youll set this back to Y and set the beginning purchase order number. It doesnt matter in what order you enter your purchase orders. If you get mixed up and try to enter a purchase order you already entered, Purchase Order wont let you enter it again. To make sure you dont miss any purchase orders, you might want to arrange them numerically, entering the one with the lowest number first.
4 5 Enter a purchase order number. Type in the vendor ID and press e or press 2 for a list of vendor IDs. If you press 2, move the highlighted bar to the vendor of your choice and press e.
If you selected as a module option to add new vendors to A/P, and if your vendor has not been entered into Accounts Payable, youll receive a warning box that says: This Vendor does not exist in the A/P vendor file. Do you want to add it? Y/N
6 If you havent added this vendor and want to do so now, select Y.
If youre adding the new vendor and want to return to Purchase Order without entering any vendor information (maybe because you dont have all the vendor information you need), use the [F8]-UNDO command.
613
Index
Purchase Order
Purchase Order presents you with the Add New A/P Vendors window. You should have gathered the information that you need to enter on the Vendor Setup Form. Enter the vendor information. When youre done, press 0. Purchase Order returns you to where you enter your vendor ID.
Inventory
Accounts Receivable
Accounts Payable

You can enter some of the vendor information now and enter the remainder later, through the Accounts Payable module. You must at least enter the vendors name and the General Ledger account number. If you did not select to add new vendors to A/P as a module option, and you enter a vendor ID thats not in Accounts Payable, Purchase Order tells you that the vendor cannot be found in A/P. If you need to enter a purchase order for this vendor, you must first enter the vendor in Maintain Vendors in Accounts Payable.
7 Enter the date the purchase order was issued.
When you have entered this informationthe order number, vendor ID, and purchase order datePurchase Order presents the window in which you enter the rest of your header information.
Notice that Amount Ordered, Amount Received, and Amount BackOrdered display in the top right corner of each window. They keep track of current dollar amounts for the purchase order.
614

Enter all header information.
Enter the header information directly from the Purchase Order Setup Form. If all the header information is already correct (which it may be, because it is the default information you entered as your module options), you can accept the window. You may only have to enter a Receive By date. If you want to make changes, all entries are simple and direct, but here are some hints to help you. Use the left and right arrow keys to move around within an entry field. Do not use T, z, s, e, or q. Use d to erase characters. Press the i key if you need to add characters between existing ones. Press e after you type an entry. Press F8-UNDO to delete all information youve entered in the header. This returns you to the Purchase Order # prompt and allows you to reuse the purchase order number.
You cant enter anything in STATUS. Purchase Order does this for you. A purchase orders status is: New when the purchase order is entered and/or changed but not yet printed. Open when the purchase order is new and has been printed. Modified when changes have been made to the purchase order after it has been printed. Closed when either all items have been received and updated to Accounts Payable, or you have chosen to close the purchase order. Canceled when you discontinued a purchase order.
9 When youre finished, press 0 and accept the window.
615
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

Purchase Order shows you the second window, on which you enter your line item information. You add line item information whenever you enter a new purchase order.
10
Enter the items type. You have a choice between product (P) or service (S).
Next, youll enter the items department and item number. If you didnt gather this information when you filled out your setup form, and you use Purchase Order with Inventory, you can look it up now. Purchase Order gives you four choices, press: 2 to look up the Inventory item numbers of all items supplied to you by this vendor. s-2 to look up item numbers of all items in Inventory.
a-2 to look up item descriptions for a particular vendor. c-2 to look up all item descriptions.
Even if you know the item identification on this purchase order, lets look it up. This helps you become familiar with using lookup commands. 616

11
Press 2 to see a list of items and item numbers this vendor supplies to you.
Purchase Order displays a pop up box. Scroll through the item numbers on the pop up box and move the highlight bar to the identification number of the item you want to order.
12 Press e.
To enter a department code and item number without using the lookup commands, just type the number and press e. If a number that you want to enter is not in Inventory, and you selected to add new items to Inventory in Maintain Purchase Order Options, Purchase Order gives you a message box that says: This item does not exist in the Inventory master file. Do you want to add? Y/N You can add the item to Inventory now or answer N and treat the item as a non-stock item. If you select Y to add the item to Inventory, Purchase Order provides a box where you add the new items department code if the department code is not presently in Inventory. It also asks you if you want to continue. If you do, select Y. Purchase Order then provides the first of two Inventory windows. Enter as much inventory item information as you wish. You can enter the remainder of the information later, through the Inventory module.
13 Press 0.when you have finished entering the inventory item information. Then accept the window by pressing Y at the ACCEPT Y/N prompt.
Purchase Order provides a second Inventory window where you enter quantity-on-hand, if any, and other inventory item quantity information.
14 Press 0 when youre finished and accept the window.
Purchase Order returns you to Description. The description established for the item in Inventory is the default. If you change the description here, it does not affect the items description in Inventory. Press e to accept the description or type in the description you want, then press e. Purchase Order then places the cursor on the Vendor Item Number. Before you enter a vendor number, look at the [F2]-VIEW DETAIL command at the bottom of your window. During the rest of your entries here, that command remains, and you can use it any time. Try it now. 617
Index
Purchase Order
Inventory
Accounts Receivable
The pop up box disappears and Purchase Order places this department code and item number for you in Dept/Item #. If you are in the pop up box and cant find the items item number, press q. Purchase Order returns you to Dept/Item #.
Accounts Payable

15
Press 2.
Purchase Order displays a pop up box that is for view only; you cant make any entries here or highlight any information with the cursor. This pop up box displays detail information about your inventory item, such as the quantity-on-hand, the items last cost and conversion factor.
16 Press e to return to your line item entry.
Purchase Order places the cursor on the Vendor Item Number. This is the items default number that is in Inventory. If you change the vendor item number here, it does not affect the items vendor number in Inventory.
17 18 Press e to accept this vendor item number. You can also type in a new vendor item number and press e. Type the number of units you want to order and press e.
Purchase Order displays the Inventory cost of one unit. If you change the unit cost here it does not immediately affect the items cost in Inventory. (Purchase Order updates Inventorys item cost only when you run Update Inventory, after the item is received.)
19 Press e to accept the default cost or type the units correct cost, then press e.
You cant enter anything under Total Cost. Purchase Order multiplies the number of units you ordered by the unit cost and enters that total for you. You can accept the Inventory default values for Receiving Unit, Selling Unit, and Ratio, or enter values applicable to this purchase order. If you change the values here it does not affect the conversion factor in Inventory.
20 Press e three times to accept the Inventory default values for Receiving Unit, Selling Unit, and Ratio or type in new values and press e.
Purchase Order lets you enter a short comment or you can press 5 to leave a Big Comment if your comment requires some detail. Since you are entering existing purchase orders and wont send these to your vendors, we recommend you use this comment to identify this purchase order as a duplicate.
21 Enter Peachtree Accounting DUPLICATE as the comment and press e when youre finished.
Purchase Order places you at the ACCEPT Y/N prompt.

22 Review your entries. If you want to make changes, press N.
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23
Press e to move the highlighted bar to the field you want to correct. Type in your correction, then press e until you get to Comment. Press e once more to get to ACCEPT Y/N. Press e to accept the line item.
24
Purchase Order lets you enter the next line item. Before you enter your second line item information on this window, look at the bottom of the window. Purchase Order offers additional functions whenever you have more than one line item. These make your entries easier. You can review a list of these functions by pressing 5.
25 Press 5.
Notice that you still have the same window, but at the bottom of your window you can select one of six functions: [F1-HELP]gives you helpful information for whatever field youre entering information. [F6-ADD]lets you add another line item. [F7-EDIT]lets you enter the number of the line item to which you want to make changes, then returns you to that line so you can edit it. [ShF7-Note]lets you select a note to attach to the purchase order. ShF7-Note is accessible from anywhere in Enter/Change Purchase Orders. [F8-DELETE]lets you enter A to erase all line item information for this purchase order so you can start over or enter the number of the line item you want to erase. [F10-DONE]tells Purchase Order you are finished entering line item information and want to go on to enter miscellaneous costs.
26 27 28 Press 6 to return to where you were so you can add another line of item information. Enter all line item information for each item on your purchase order. Purchase Order numbers each line item and each window.
619
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

29
Press 0 when you finish entering all line items.
Purchase Order adds the total cost of each line and enters it for you on the header information under Amount Ordered. This tells youand your vendorthe total cost of all items in this purchase order. Purchase Order also asks you, on the bottom of your window: DO YOU WANT TO ENTER ANY MISCELLANEOUS COSTS? Y/N
Note
If you accidentally press 0 before you finish entering all the line items you want to enter, you can still continue to enter line items. Just press q when Purchase Order asks, DO YOU WANT TO ENTER ANY MISCELLANEOUS COSTS? Then, you can choose to add, edit, or delete line items.
30 Press e to select N if you dont have any extra costs to add to this purchase order, or enter Y to add miscellaneous costs to this purchase order.
When you enter Y, Purchase Order displays the Miscellaneous Cost window.
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31 32
Press e to accept your miscellaneous descriptions or enter new descriptions and press e. Enter all miscellaneous costs for this purchase order.
You cant enter Amount Applied or Amount Posted. Purchase Order enters the amount of the miscellaneous cost you apply to this order when you receive a partial or full shipment. It enters the amount posted to this order when you enter an A/P invoice. When you are finished, press 0 and accept the window. Accounts Receivable Index Purchase Order
35 Type over any information you wish to change in the note. Purchase Order Notes
If you select ShF7-Note, then you can attach a note to a purchase order. In Maintain Purchase Order Notes, you specify whether the note will print before the line item information or after it on the purchase order. You can select ShF7-Note anytime you see it displayed at the bottom of the window.
33 Select s-7.
The Select a Note menu displays.

34 Select a note from the menu.
The note displays. Inventory Use the arrow keys to move around within the note. The changes to the note will only apply to this purchase order. 621
Accounts Payable

36
Press e when youre finished making any changes to the note.
The Enter/Change Purchase Orders window displays again. You can edit the default note, or delete it (press 9) if you dont want a note to print on this purchase order. This note will print either before or after the line item information, depending on where you specified in Maintain Purchase Order Notes. To edit, just type over the default message. You can press the i key to insert letters or words.
37 Edit the note if necessary. When it reads correctly, press 0 and accept the displayed note.
Printing On-the-Fly
In Maintain Purchase Order Options, you can choose to print purchase orders on-the-fly, or as you enter them. If you chose Y or N there, then you see a prompt: Do you want to print the P/O?. The default letter (Y or N) depends on the option you chose. If you chose to always print purchase orders on-thefly, then you are prompted to set the paper at the top of form. If you chose not to print purchase orders on-the-fly, then you return to the Purchase Order Number prompt, so you can enter another purchase order.
38 Depending on the option(s) you chose, follow the prompts to print the purchase order.
Purchase Order returns you to the Purchase Order Number prompt, where you can enter the number of your next purchase order.
39 Following the steps outlined above, enter all your purchase orders.
When all of your purchase orders are entered into Purchase Order, youre ready to enter partial receipts.
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Step 2: Entering Partial Receipts
Set aside those purchase orders on which you have received partial shipments so you can enter the partial amount received from each purchase order. This brings Purchase Order up-to-date so you can maintain all purchase order activity on Purchase Order.
1 From the Purchase Order Processing Menu, select Enter Receipts.
Note
If you receive items on a purchase order that has been canceled or closed, you must enter another purchase order for the items and then receive them, or enter the items directly into Inventory.
2 Enter a purchase order number.
At the top of your window is the vendor ID, the dollar amount ordered, and the date you issued the purchase order. Purchase Order provides you with a box where you select one of three P Partial receipt of this order. R Receive remainder of this order. F Full receipt of this order. Select to receive the remainder of an order only when youve already received a partial shipment and now you receive the rest of the items you ordered. Receive the full receipt when your vendor ships every item on the purchase order that you ordered. You can press 2 to view the purchase order before entering receipts.
3 Press e to receive a partial receipt of an order.
Purchase Order displays a pop up box with all items you ordered on the purchase order for you to select for receipt. This box can contain up to 12 lines. If your purchase order has more than 12 lines, press U to see the rest of the purchase orders items. Select the line item for which youve received the partial shipment.
623
Index
Purchase Order
Inventory
You can press 2 for a list of all purchase order numbers. You can also press e to position the cursor in the Vendor ID field. After you enter the vendor ID, you can look up the purchase order number for the vendor.
Accounts Receivable
A purchase order number must already be entered in Purchase Orders Enter/Change Purchase Orders. Purchase Order warns you if you enter a purchase order number that is already on file or if you enter one thats not in Purchase Order.
Accounts Payable

Move the highlighted bar to the first item for which youve received a partial shipment and press e.
Purchase Order presents the line item. You can press i if you want to see more purchase order detail about the item.
5 Press 2.
You can view this information any time [F2] - DETAIL displays at the bottom of your window.
6 Press q to remove the box.
You cant make an entry in Units Ordered. This is the number of items units originally ordered. Purchase Order updates Total Received for you when you receive a partial shipment. You cant make an entry here. Purchase Order asks you to enter the amount of units received in Current Receipt. The default amount is the total number of units ordered. If you received all the units of this item that you ordered, you can press e to receive them. If you enter an amount greater than the amount you ordered, Purchase Order tells you that the amount is greater and asks if you want to enter it. You can do so. Enter a negative number to correct the amount received if you previously entered a receipt for more items than you actually received.
7 Enter the number of units of the item received or press e to accept the total number ordered as the total number received.
A note about items set up for specific unit costing: if you enter a receipt for an item whose units you track, Purchase Order presents a warning box that reminds you to enter each units serial number. It asks if you want to enter them now. If you choose to enter them now, Purchase Order presents a pop up box in which you enter the serial number and unit cost of each unit received. However, we assume you entered the number of specific unit costing items back ordered as the original purchase order amount so that you dont have to enter serial numbers again. Purchase Order displays the items unit cost you entered when you ordered the item.
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Press e to accept the units cost.
When entering future receipts, enter the units new cost if there was a price change. Purchase Order displays the comment you made when you entered your purchase order. You can accept the comment so that you have a record of it or enter another comment. Entering a comment now would be for your own use. For example, when receiving an actual shipment, you could enter Recd 10 Damaged as a comment.
9 Press e to accept the comment or type in a comment and press e.
Purchase Order places you at the ACCEPT Y/N prompt. When you accept this partial receipt, Purchase Order updates Amount Received and Amount Back-Ordered in the header at the top right of your purchase order. Amount Ordered is the total dollar amount of the original purchase order. Amount Received is the dollar amount of the items received. Amount Back-Ordered is the dollar amount back-ordered. The Amount Received plus the Amount Back-Ordered equals the Amount Ordered. The exception is this: when you enter a unit cost that is different from the unit cost you originally entered, the Amount Received and Amount Back-Ordered wont equal the Amount Ordered. This does not affect your Inventory or Accounts Payable. If you have more partial receipts to enter on this purchase order, Purchase Order returns you to the box containing your line items so that you can select another line item and enter partial receipt for it. Purchase Order does not return you to the beginning of the list. It displays items beginning with the last item you received. If you selected to enter new items at receipt as a module option, the [F6]-ADD ITEMS command appears at the bottom of your window. You can use this to add items that you didnt order but were shipped and you decided to keep.
10 11 Enter all partial shipments on the purchase order. When you are finished, press 0.
Purchase Order returns you to the purchase order number. Continue to enter partial shipments of all remaining purchase orders.
625
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

Step 3: Verifying Your Entries

Verify your entries by printing your existing purchase orders using Purchase Order. Then compare the newly printed purchase order with your existing order to verify accuracy.
1 From the Purchase Order Reports Menu, select Print Purchase Orders.
The Print dialog box displays.

2 Select the printer, from the Name list and click OK.
Purchase Order displays the Select Document to Print box which contains three selections: P Purchase Order. This selection prints purchase orders. C Change Order Notice. Print this to inform your vendor that you have changed information on a purchase order you have already sent to him. N Order Cancellation Notice. Print this to inform your vendor that you have canceled a purchase order. Select to print a purchase order even for those purchase orders you intend to cancel.
3 Press e to select to print a purchase order.
Purchase Order displays the Select Orders to Print box. You have three selections: S Specific Purchase Order. This prints a single purchase order. R Range of Purchase Orders. This prints a range of purchase orders from a beginning purchase order number to an ending purchase order number. A All Purchase Orders. This prints all purchase orders entered into Purchase Order.
4 Press A to print all purchase orders.
Purchase Order informs you: You may print multiple copies of these purchase orders. Please enter the number of copies to print. You can print as many copies of a purchase order as you wish. In this case, youll only need one copy of each purchase order.
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Step 3: Verifying Your Entries
Press e to print one copy of each purchase order.
Purchase Order asks: Do you want to print Certificate of Compliance copies? This is your opportunity to print certificate of compliance copies for one or more purchase orders. If you select Y, Purchase Order prints a certificate of compliance only for those purchase orders that require one.
6 Type N and press e to not print certificate of compliance copies.
Purchase Order asks: Do you want to print a document mask? Y/N A document mask is representative numbers and letters that show where Purchase Order prints information on your purchase order forms. Use the document mask to help you align your purchase order forms in your printer. You can print the document mask as many times as necessary for alignment.
7 Type Y and press e to print a document mask.
Purchase Order asks if you want to print another document mask. Inventory Index Purchase Order
8 When youre ready to print your purchase orders, answer N.
Purchase Order briefly displays on your window the number of the purchase order being printed. It also displays the number of copies its printing. When finished printing, Purchase Order returns you to the Purchase Order Reports Menu. After all your purchase orders print, compare each one against its original. Make certain they contain the same information. If there are no errors, attach the purchase order to your originals. Then read What to Do Next on page 631. If you have errors, correct them. The following sections help you correct any errors.
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Accounts Receivable
Accounts Payable

Step 4: Correcting Errors

To correct an error due to a typing mistake or incorrect entry, write the correction on the Purchase Order Setup Form or circle the number or selection that is to be changed on the Purchase Order. Corrections are divided into two categories, entering: Existing purchase order information. Receipts of partial orders.
Correcting Existing Purchase Order Information

Use Enter/Change Purchase Orders to correct all types of errors other than receipts.
1 2 Select to edit a purchase order. Enter the purchase orders number.
Move to the window where the error has been made and make the correction. Next, select to print the purchase order again. To do this, select Print Purchase Orders from the Purchase Order Reports Menu, then select to print a specific purchase order.
3 Enter the number of the purchase order you want to print.
Since you have made a change in the purchase order, Purchase Order tells you: This purchase order has changed since it was originally printed. Do you want to treat this as a change order notice? Y/N A change order notice is when you inform your vendor that the purchase order you originally sent has been changed. This is not a change order notice since you are not informing your vendor of any changes to this purchase order.
4 5 Type N and press e. Select the number of copies to print then, select whether to print a document mask.
After the purchase order prints, compare it to the original to make certain it contains correct information.
6 Print all purchase orders for which you have entered changes.
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Step 5: Cancel Purchase Orders
Correcting Partial Receipts

Enter corrections for receipts in Enter Receipts.
1 2 3 Select P to enter a partial receipt. Enter the purchase orders number. Select the line item you want to correct.
To correct an items unit cost, first make a negative entry for the exact number of units at the incorrect unit cost. Then enter the current receipt for that item at the correct unit cost. When you have made your corrections, print the purchase order again. Check it against your original to make sure there are no more mistakes. If its correct, attach it to your original, existing purchase order. Remember, this purchase order is for your use only. It is a copy of purchase order transactions from your old purchase order system. Dont send it to your vendor or he may treat it as a new purchase order.
If you dont have any purchase orders you want to cancel, you can skip this section. Go to What to Do Next on page 631. If you have a purchase order you no longer want to receive, you must first add the purchase order in Enter/Change Purchase Orders and then cancel it so that you can print an Order Cancellation Notice to send to your vendor. To cancel purchase orders, set aside those purchase orders you want to cancel. Remember, when you cancel a purchase order you cant receive any items on the order.
1 Select Enter/Change Purchase Orders from the Purchase Order Processing Menu.
Purchase Order lets you select one of four functions. A Add a Purchase Order E Edit a Purchase Order X Cancel a Purchase Order C Close a Purchase Order
629
Index
Purchase Order
Inventory
Step 5: Cancel Purchase Orders
Accounts Receivable
If you have overstated receipts, make a negative entry in Current Receipt for the amount overstated. If you have understated receipts, make an entry only for the amount understated in Current Receipt.
Accounts Payable

Select to cancel a purchase order.
Purchase Order asks you for the number of the purchase order you want to cancel. It doesnt matter in what order you enter the numbers of the purchase orders you want to cancel.
3 Enter the purchase order number.
Purchase Order displays the header information of the purchase order whose number you entered. At the bottom of your window Purchase Order asks: Do you want to cancel this purchase order? Y/N Review the information on your window carefully. If you decide you dont want to cancel this purchase order, or if you want to hold onto it and cancel it later, select N. This saves the purchase order and returns you to the purchase order number field for the next purchase order you want to cancel.
4 Type Y and press e to cancel a purchase order.
Purchase Order returns you to where you enter the number of the next purchase order you want to cancel.
5 Cancel the remaining purchase orders youve chosen.
Step 6: Print the Order Cancellation Notice

When you cancel a purchase order, print the Order Cancellation Notice. Send this notice to your vendor to let him know that the purchase order is canceled.
1 2 3 Select Print Purchase Orders from the Purchase Order Reports Menu. Press e when your paper is set at the top of form. Type N to print an Order Cancellation Notice and press e.
You can only print the Order Cancellation Notice for purchase orders you have canceled in Enter/Change Purchase Orders.
4 From the Select Notices to Print box, type A and press e to print cancellation notices for all canceled purchase orders.
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What to Do Next
Step 6: Print the Order Cancellation Notice
Press e to print one copy of the Order Cancellation Notice for each vendor.
Purchase Order asks if you want to print a document mask. Since you are sending these cancellation notices to your vendors, print a document mask to make sure your paper is properly aligned in your printer.
6 Type Y and press e to print a document mask.
Look at the mask to make sure your paper was aligned in your printer. Print another document mask if you need to. Continue if the document mask printed correctly. Accounts Receivable Index Purchase Order 631 Inventory Purchase Order displays on your window the purchase order number of the Order Cancellation Notice being printed. Send the Order Cancellation Notices to your vendors.
What to Do Next
Now that your purchase orders are entered and correct, you may want Purchase Order to begin sequentially numbering your purchase orders for you. If you do, start automatic numbering now. In your module options, set Automatic P/O Numbering to Y. In the automatic numbering options, for your Current Purchase Order Number, enter one number more than the purchase order with the highest number in your current ordering system. Your Current Purchase Order Number always shows you the number of the next purchase order you will print. If you have not completed the Purchase Order Tutorial in the Getting Started Guide, you may want to do so before you start using Purchase Order regularly. In order to make Purchase Order work most effectively for you and take full advantage of all its programs and reports, read Using Purchase Order for Your Accounting Tasks on page 632. This section takes you through your daily and special tasks. It helps you understand when and how to organize your work flow, so you enter information at the right time and in the right order.
Accounts Payable


This section helps you establish a regular working schedule for Purchase Order. It describes the activities you need to perform, how often you should perform them, and in what order you should perform them.

Your work flow has two parts, each of which is described in detail: Daily activities. Special events.
Daily activities are your work routine. The section about daily activities tells you when to do the things you have to do and in what order to do them. One general rule of work flow is to do things in Purchase Order in the same order that they occur in your business. For instance, you order items, then receive shipments of items into Purchase Order. Then you transfer the receipts to Inventory so you can sell the items. Special events are those things done infrequently, as needed. These events are activities that fall outside of your regular work routine, but are necessary for the smooth operation of your company. Special events for Purchase Order include: Editing purchase orders. Canceling and closing purchase orders. Printing notices and reports.
The next section is a checklist. When you are first using Purchase Order, make copies of the checklist and check off each step as you complete it. As you get to know Purchase Order and customize the work flow, make your own checklist. What will influence the way you use Purchase Order is the size of your business, the number of purchase orders you issue, and so on. You also may decide not to perform some of these steps in the suggested order. Thats OK. We tell you about any cases where you must perform steps in the order given.
632
Checklists
Daily Activities
Note
This work flow does not include backing up your files as separate steps. Dont let that fool youmaking backups is important. It is a lot like buying insurance. You expend a little time and energy on a regular basis, and your backups are there when you need them. And, eventually, you will need them. Perhaps when the power goes out in the middle of purging your closed orders. Perhaps when you run a lot of processing with an incorrect date. Dont think it wont happen to youit happens to every computer user. Make sure that you have enough diskettes handy for backups. Refer to the Getting Started Guide for information about backing up: how it works, how many sets of disks to keep, and so on.
Checklists
Use this checklist to keep track of your daily activities and special events. We recommend that you follow this list until you become familiar with Purchase Order and can develop a list of routine activities tailored to your needs. B indicates that you should back up after performing this activity.
Daily Activities
Inventory 633 Index Purchase Order
Print Inventory Items to Order Report Enter new purchase orders Print purchase orders Print Receiving Check List Enter receipts Update Inventory Enter A/P Invoices
B B B
Accounts Receivable
Accounts Payable

Special Events
Edit a purchase order and Print a Change Order Notice Cancel a purchase order and Print an Order Cancellation Notice Close a purchase order Purge closed and canceled purchase orders Print Purchase Order Status Report Print Open Purchase Orders Report Print On-Order Report
B B B B

This section describes features that apply to most of Purchase Orders reports. Because most of the reports use these features, we dont cover them in the individual report sections.
Sort Order
Purchase orders appear on reports in order by purchase order number or numerically or alphabetically by vendor ID. You can print most reports for: A specific purchase order number or vendor. A range of purchase order numbers or vendors. All purchase order numbers or vendors.
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Sort Order
Updating Before You Print The more up-to-date your purchase orders are, the more effective your report is. Before you print any report, make sure you: Enter your purchase orders. Edit purchase orders. Enter all receipts. Update Inventory. Enter Accounts Payable Invoices.
Grand Totals Grand totals include only those ranges you selected. Grand totals are totals for all items contained in a report. Therefore, if you print a report twice without exiting the program, the grand total contains the totals of both report printings. If you want to print several copies of a report, and you want to make sure grand totals reflect totals for each report, exit the program each time you print the report and re-enter the program to print the report again. The Grand Totals Page module option controls whether Purchase Order prints the grand totals on a page by themselves, or prints them at the bottom of the last range of items. Size and Type of Paper Most printers print in compressed mode; however, if your printer does not support condensed print, you must have 11" x 14" paper to handle 132 column reports. For printing purchase orders for your vendors, you can use Peachtree Forms.
635
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

Sending Reports to Printer, Print Preview, or Disk Most of these reports let you direct the listing either to your: Print Preview, if you just want to check some figures or balances. Printer, if you are dealing with a lot of information or if you want a permanent record. If you have more than one printer attached to your system, and you have set up the additional printers, you can choose the printer to which to send the report. Disk, if you want to save it for later reference or printing.
To send a report to an alternate printer, to preview the report before printing, or to create a disk file containing it:
1 Select the report that you want to print.
After youve selected the report you want to print, Peachtree displays the Print dialog box. From the Print dialog box, you can select where your report will be output to. You can either select another printer, print preview, or print to file.
2 Select where you want the report directed.
If you select to send the report to disk, Purchase Order prompts you for the name of the file to hold the report and a report description.
3 If prompted, enter a file name and a description of the report.
You can not specify file extension. However, you can specify the directory in which the report will be stored. All Purchase Order report files have a $ID extension, where ID is the company ID. All Purchase Order report files are placed in the same directory that holds Purchase Orders data files.
4 Enter the information, if any, required by the report program.
After you have entered all your information and made all your selections, Purchase Order produces the report. You can interrupt it before it is done by pressing q.
Note
Intelligent Query Report Writer (IQ) lets you define additional Purchase Order reports, and includes additional standard reports. Refer to the Intelligent Query Report Writer manual for a description of these reports.
636
Daily Activities
By daily we mean frequent. These are activities you perform most often. The size of your business, volume of your transactions, and importance to you of staying current should influence how frequently you do these things. A daily routine assures you of fewer errors and keeps you on top of whats going on. Set up your own schedule and organize your work flow so these entries become regular. We present these routines in the order you should perform them. This order ensures that your purchase orders flow in the smoothest way possible. Not all these activities apply every day. However, the daily routine that you set up should include them. The sooner you enter your receipts, the more your purchase order system is current and your inventory up-to-date. You have the most accurate informationand accurate reportswhen you keep things as current as possible. Your daily routine consists of these activities: Decide what items to order. Order items. Print a receiving check list. Enter receipts. Update Inventory with items you received. Enter Accounts Payable Invoices so your vendor can be paid.
Print Inventory Items to Order Report

Purchase Order Index The Inventory Items to Order Report tells you which inventory items are at or below reorder level. You can print this report for all inventory items, either by department or vendor. You can then make decisions, based on this report, about what inventory items to order. Make certain all items have been received and entered into inventory before you print this report.
637
Inventory
Print your purchase orders.
Accounts Receivable
Accounts Payable
Daily Activities

This report lists as a total the number of items on the report below reorder level. Print this report for all items in inventory that are at or below reorder level for: All items in Inventoryitems list by item ID, followed by item description and vendor ID. A single department or a range of departmentsitems list by department and item number, followed by item description and vendor ID. A single vendor or a range of vendorsitems list by vendor ID, followed by vendor item number, item ID, and item description.
This report provides the: Inventory identification. Vendor. Vendor item number. Reorder levelthe level at which an item should be reordered. Reorder quantitythe number of units to reorder when you reach the reorder level. Quantity availablethe number of units in stock less the number of units with invoices pending. Quantity on orderthe number of units presently on order. Quantity to orderthe difference between the reorder quantity and the number of units on order.
The Open Purchase Orders Report lists all items on order but does not identify those items that are below reorder level. The Reorder Items Report lists all inventory items at or below reorder level. This report also gives you a column entry area to write down the date the item is ordered and provides selling units and receiving units for each item.
Order Items
Order items in Enter/Change Purchase Orders when you want to order items you stock and sell, services you provide, special orders for customers, or supplies you need for the maintenance of your business. You can accept the default header information on the purchase order or change it so that its tailored for your vendor. The purchase orders status is NEW when you enter a purchase order for the first time. This status changes to OPEN after you print the purchase order.
638
Daily Activities
Before You StartIf you selected automatic numbering as a module option, Purchase Order enters the purchase orders number for you. Otherwise, enter the purchase orders number. Each purchase order must have a vendor ID. Running the ProgramYou must enter a vendor ID into Purchase Order exactly as its entered in Accounts Payable, or Purchase Order wont recognize it. You can use the [F2]-LOOKUP command to view all vendor IDs and select the one you want. If you didnt enter a vendor into Accounts Payable before ordering, you can enter it as you enter your purchase order. Purchase Order provides windows in which you can add a new vendor to Accounts Payable through Purchase Order if the Add New Vendors to A/P option is set to Y. After you enter the purchase order number and confirm the vendor ID, you can press 6 to have Purchase Order automatically order all Inventory items from this vendor that are at or below their reorder quantities. Purchase Order provides you with three different windows (one displays optionally) when you enter or edit a purchase order. The first window where you enter information, also known as the header window, contains the information that applies to all items youre ordering, such as the vendor ID and shipping information. It contains the default information you entered as module options. You can change this information to suit a specific vendor. When you accept the header information, Purchase Order gives you the line item window. This is where you enter each items identification, quantity, and cost of each unit. You also enter or confirm the items vendor number and conversion factor. You can also enter a comment. If you order more than three items from a vendor, you use multiple windows to enter information. Purchase Order numbers each line item window for you. Each item you order, whether stock or non-stock, must have an item identification number. You can look up inventory item identification numbers when you order an item. If youre ordering an item not in inventory, you can enter a new inventory item identification, and enter the item into inventory as you enter your purchase order. To do this, you must select Y for Add New Items to Inventory as a module option.
639
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

Purchase Order provides lookup functions so you can look up all Inventory items supplied to you by this vendor, or look up all items in inventory if you use Purchase Order with Peachtree Accounting Inventory. When you accept the line item window, Purchase Order asks if you want to add miscellaneous costs to the purchase order, such as special taxes or shipping fees. If you do, accept the default miscellaneous cost descriptions you entered as module options or change the default descriptions. Enter the miscellaneous cost amounts in this third window.
Note
A window can contain up to three line items. If you order more than three items, the fourth item appears on a second window, the seventh item appears on the third window, and so on. When you want to return to your first line item entry to either review or edit it, you must press 5. Then press e until you see the window with the line item you want to review or edit. If you want to list the line items a second time, you must press 0 as if youre finished with Purchase Order. Purchase Order then asks if you want to enter any miscellaneous costs. Press q. You can also return to your first line item by pressing q at the ACCEPT Y/ N prompt on the miscellaneous cost window. Note: At any time when you are entering a purchase order, you can select ShF7-Note and attach a note to the purchase order. After selecting ShF7, you select an existing note from the Purchase Order Notes menu. When the note displays, you can change it by typing over the text currently in the note. The changes you make to a note once its attached to a purchase order only apply to that purchase order.
Print Purchase Orders

Print Purchase Orders prints the purchase order you send to your vendor. If you require a Certificate of Compliance from your vendor, Purchase Order prints it for you also. Purchase Order asks you for the number of copies of the purchase order that you want to print. In most cases one copy is sufficient. Some vendors, however, may request duplicate copies. You can print a document mask. A document mask is a dummy purchase order you print to make sure your paper is properly aligned before you print the purchase order you want to send to your vendor. Print document masks until your paper is aligned the way you want it.
640
Daily Activities
In addition to using Print Purchase Orders program, you can choose to print purchase orders individually, as you enter them. In Maintain Purchase Order Options, there is an option Print Default...Y/N/X. If you enter Y or N, then you will be prompted to print a purchase order each time you add one. (Either Y or N will default at the Print Purchase Order prompt, depending on your choice.) If you enter X, an additional prompt displays Always Force Print, that lets you always force the printing of individual purchase orders when entered, or to never print them.
Note
After your purchase orders print, review each one to make certain it contains correct information before you send it to your vendor. Correct errors in Enter/Change Purchase Orders. To do this, select to edit a purchase order, enter the number of the purchase order you want to correct, and make the corrections. If you select the Specific Purchase Order option when you print the corrected purchase order again, Purchase Order detects that this order has been changed since it was originally printed and asks if you want to print a change order notice instead. Since youve only made correctionsand havent sent the purchase order to your vendor yetdont treat this as a Change Order Notice.
Print Receiving Check List

Use this report as a checklist when you receive your shipments. This checklist provides blank spaces where your receiving clerk can enter whether or not all units ordered were received and the quantity received for a partial shipment. This report also provides the: Purchase order number and purchase order date Vendor ID Shipping address and vendor name and address Vendor item number and your inventory item ID Items description Whether or not the item is a stock item Quantity ordered and the quantity already received. Total number of items per page and per purchase order Receive By date
641
Index
Purchase Order
Inventory
Accounts Receivable
If a purchase order is blank at the time of printing, then the message There are no lines, misc. costs, or a Note. Cancel this P/O (Y/N): Y will display. However, if there is a miscellaneous cost or a note attached to a blank purchase order, then you will not be prompted to cancel the purchase order.
Accounts Payable

When to UsePrint the report any time after the purchase order is printed. A good time to print this checklist is after you send a purchase order to your vendor. Give this list to your receiving clerk. When the shipment arrives, the receiving clerk receives the items on the Receiving Check List. He then returns the checklist to you so you can enter the receipt into Purchase Orders Enter Receipts. Before You StartEnter all purchase orders into Purchase Order. You also may want to print the On-Order Report. This report provides a list of all items on order, as well as inventory quantity-on-hand and dollar amount. It doesnt print for specific purchase orders.
Enter Receipts
Receipts are the arrivals of items from your vendors. Shipments should be checked and entered into Purchase Order as soon as possible. This keeps your purchase order system current. When to UseEnter all items you receive into Enter Receipts. If you receive a partial shipment, and therefore have back-ordered items, enter the portion you received. Dont wait until you receive the whole order before you enter receipts. Before You BeginBe sure to confirm the quantity received. When you receive shipments, you can use the packing slip or invoice that accompanied the order, or you can review the Receiving Check List if you use this report. Using the ProgramPurchase Order lets you select to receive a partial shipment, a full shipment, or the remainder of an order. Receive a partial receipt of the order when youve received some but not all of the items on the order or you have received every item but you want to make any changes to unit costs. Receive the full receipt of the order when youve received every item on the order and you dont want to make any changes to unit costs. Receive the remainder of an order when you receive the remaining items on a purchase order.
When you receive all items on the purchase order or the remainder of an order, you dont make any entries for the line items you ordered. Purchase Order receives all items on the purchase order for you, including the items unit cost you entered when you placed the order. If you want to change unit costs, dont receive the full order or remainder of the order, even if you have received everything. Select to receive a partial order. Then you can still receive all items and you can also change unit costs.
642
Daily Activities
If you selected as a module option to enter costs at receipt, check unit cost against a packing slip or invoice. If its not the same cost you entered when you ordered the item, verify and enter the change. Its up to you to make sure the unit cost is correct before you transfer your receipts to Inventory. If you receive specific unit costing items, you can enter each units serial number immediately upon receipt. Purchase Order also lets you enter all other items on the purchase order first and return to enter serial numbers later. If you have miscellaneous costs, such as freight charges or special handling fees, Purchase Order lets you post these when you receive a shipment. If you receive a partial shipment, select what portion of the miscellaneous costs you want to apply to the shipment, and post that amount. If you receive an inventory item you didnt order, and you want to keep it, make sure you selected Y for Enter New Items at Receipt as a module option. Then enter the items identification, the quantity received, and unit cost. If you receive an item that is not an inventory item and you want to add it to Inventory, you must enter the item using Inventory. You can receive nonstock items that you didnt order. You can also receive more units than you ordered.
Update Inventory
Use Update Inventory after you receive items with Purchase Orders Enter Receipts. When To RunYou can update Inventory any time after you receive an item or items. There may be special occasions when you dont want to immediately enter items into Inventory. For example, you may want to verify the quality of a shipment, or you may need to test it first to make certain it fits your needs. But these are exceptional cases. The sooner you get an item into Inventory, the sooner you can sell it. Also when you receive a partial shipment, you usually dont wait until you receive the rest of the items on the purchase order before updating Inventory. Before You StartPurchase Order uses the date you entered when you started Peachtree Accounting for the purchase date for the costing buckets of FIFO and LIFO inventory items. So, make sure this date is correct before you update Inventory. If you update Inventory for a specific purchase order, you need the purchase orders number. Make sure the inventory items unit cost is correct before you update Inventory. The cost you transfer to Inventory affects Inventorys valuation. If you transfer an incorrect cost you can correct it in Inventorys Maintain Inventory Items. Be certain each unit set for specific unit costing has its unique serial number. No two serial numbers should be the same. If two units share the same serial number, only one of those units will transfer to Inventory. 643 Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

Running the ProgramYou have the choice of updating Inventory for a specific purchase order or for all items received for all purchase orders since the last time you ran this program. Only items on your purchase order that have been entered into Inventory transfer to Inventory. Non-stock items dont transfer to Inventory. Purchase Order briefly displays the items on the bottom of your window as they update to Inventory. Effects on other ModulesUpdate Inventory transfers receipts to Inventory. You can sell items as soon as they are entered into Inventory.
Run Query Inventory Items

To view the item in Inventory, run Query Inventory Items. This program can only be used if you set the module option, Interface With Inventory, to Y. Query Inventory Items lets you review: Information about any Inventory item, including units available and units on order An items extended description The year-through-last-period and period-to-date activity of any item LIFO or FIFO costing information, if applicable Serial numbers of specific unit costing items, if applicable Valuation of the item.
When to UseUse this program any time you want to know whats going on with an inventory item. This program gives you the latest information on any item in your inventory. Before You StartAll you need to know is the item identification for the items you want to view. You can press 2 to select from a list if you dont have this information at hand. Running the ProgramIf you enter sales and returns through Invoicing, this program shows you the quantity of an item committed to pending orders. These are items sold through Invoicing that are entered but not posted. Press P while you are viewing either of the first two windows of information to print the Query Inventory Items report. (Average cost and standard cost items have only two windows of information.) The Query Inventory Items report contains important item information other than specific unit information and LIFO or FIFO information. This report prints the selected item only.
644
Daily Activities
If you are viewing the second window of information for an item with specific unit costing, you can press U to view the items unit serial numbers. If you then press P, the Query Inventory Items Unit Tracking report prints. Use this report to review the units in each costing bucket. It contains the Serial number for each unit still on hand, Unit cost, and status of the unit (A for available and C for committed to a pending order). If you are viewing the second window of information for an item with LIFO or FIFO costing, you can press C to view costing information. If you then press P, the Query Inventory Items Costing report prints. Use this report to review the units in each costing bucket. It contains the date the units were purchased, unit cost, and number of units still on hand.
Enter A/P Invoices

Accounts Payable records the payment to the vendor for merchandise youve received. Preparing Your Records for Use on page 25 explains all entries on this window. Before You StartIf you use Purchase Order with Peachtree Accounting Inventory, before you can enter an A/P invoice, you must: Receive the items in Enter Receipts. Enter the items into Inventory in Update Inventory.
If there is a difference between the unit cost you entered on your purchase order and the cost for the same unit on the vendors invoice, you must verify the change and may need to make a correction in Inventory. If youre not concerned with unit costs, you can change the total cost of the purchase order by editing the amount to post when you enter Accounts Payable invoices. When you have received every item that was ordered on the purchase order, and you have updated Inventory and entered the Accounts Payable invoice, Enter A/P Invoices asks if you want to close the purchase order. After a purchase order is closed, you can remove it from Purchase Order using Purge Closed/Canceled Orders. There may be times when you dont want to close a purchase order right away. For example, a certain vendor might ship all the items you ordered but you know, from previous experience, that this vendor frequently ships extra items. You can keep the purchase order open (and therefore active) for a while, so you can receive extra items on this purchase order. If you discover that youre not going to receive the extra items after all, you can then close the purchase order in Enter/Change Purchase Orders.
645
Index
Purchase Order
Inventory
When to UseWait until you receive the vendors invoice before you enter Accounts Payable invoices. Then you can verify the quantity received and unit cost against the vendors invoice.
Accounts Receivable
Accounts Payable

Running the ProgramEnter the number of the purchase order for which you want to create an invoice and enter your vendors invoice number. If you enter a purchase order number for a purchase order that has not been updated to Inventory, Purchase Order tells you that you must update Inventory before you can continue with this program. If you enter a valid purchase order number that has been updated to Inventory, Purchase Order displays the Enter A/P Invoices window. The Amount Due should equal the amount of the invoice including all miscellaneous costs and can be any amount from 0 to 9,999,999.99. If the Amount Due does not reflect the invoiced amount or if it is greater than 9,999,999.99, you must change the Amount Due. You cant change the Amount Due by typing over it. If you type over it and then tell Purchase Order that you are done (by pressing e), Purchase Order displays a warning and changes the Amount Due back to what it was. To edit the Amount Due for an invoice that is less than 9,999,999.99, press 7. Purchase Order displays a pop up box called Edit Amount Due, which contains the Amount to Post, four miscellaneous costs selections, and the Total Amount Due. The Amount to Post plus all miscellaneous costs equals the Total Amount Due. When you exit the Edit Amount Due box, the Total Amount Due transfers to Amount Due. If you want to enter an Amount Due that is greater than 9,999,999.99, you will create two A/P invoices. For example, if the amount due is $15,000,000.00, you will create one A/P invoice with a unique invoice number of 1235-A for $8,000,000.00 and another one with a unique invoice number of 12345-B for $7,000,000.00. To do this, enter the first invoice number, press the B key when the cursor is placed in the Amount Due field, and press the 7 key to edit the amount. The Edit Amount Due pop up box displays. Enter a Total Amount Due for the first invoice that is less than 9,999,999.99, save the amount, and finish entering the invoice. Then enter the second invoice in the same way. You must select an A/P Account Code to ensure that this invoice is posted to the correct General Ledger (G/L) account. With the highlighted bar on A/P Account Code, press 2. Purchase Order displays a pop up box containing current account codes. Before you can exit Enter A/P Invoices, you must post this invoice to the proper G/L account. The G/L Distribution box is on the right side of your window. You can distribute the total invoice amount to up to eight different G/L accounts. The total amount distributed must equal the Amount Due. You can post items to jobs in Job Cost if you selected Y to Post to Job Cost as a module option. If you selected Y for this option, Purchase Order asks: Distribute to Job Cost Y/N? 646
Daily Activities
If you choose not to distribute to Job Cost, Purchase Order prompts you to enter the purchase order number for the next A/P Invoice. If you choose to distribute to Job Cost, Purchase Order provides a window where you can distribute this receipt to jobs in Job Cost. You enter the job number, the jobs phase code and cost code if cost codes apply. You then enter the amount of the receipt. Controlling How Accounts Payable Works on page 7 explains posting to Job Cost. Effects on Other ModulesThis program updates Accounts Payable. It does not affect any other module.
In Accounts Payable, you can set up default General Ledger accounts to distribute invoice and credit amounts. You can also specify the percentages of invoice or credit amount that are to be distributed to these accounts. In Purchase Order, since the amount due defaults for you, when you press enter at Invoice Date the amount due is automatically distributed. If you change the Amount Due using 7, you can redistribute using 5-Distribute in any field.
1 2 Select Enter A/P Invoices from the Purchase Order Processing Menu. Enter the invoice date.
3 4
Enter the purchase order number. Enter the vendors invoice number.
The Enter A/P Invoices window displays.

5 Enter the information for this purchase order down to the first G/L Distribution Amount displayed on the right side of your window.
After you accept the Distribution Amount, press 5-Distribute.
All distribution percentages will be multiplied by the Amount Due and placed in the corresponding distribution amount on the invoice. If the distributions do not evenly total the amount due because of rounding, then the amount left over will be removed from or added to the first distribution amount which has the largest corresponding distribution percent. You cannot distribute an amount of zero.
647
Index
Purchase Order
You can distribute the total amount of an invoice to up to eight different G/L posting accounts. The distribution total must equal the Amount Due.
Inventory
This date can be changed for each invoice you enter.
Accounts Receivable
5-Distribute
in Enter A/P Invoices
Accounts Payable

For example: you set up a vendor with Account

1. 2. 3. 52000 53000 61000
Percent
0.00 50.00 50.00
The amount in the Amount Due field is $1.01 and you press 5-Distribute. The amounts that are automatically filled in are Account
1. 2. 3. 52000 53000 61000
Amount
$0.00 $0.50 $0.51
For more information on how 5-Distribute is set up and works, see the section Multiple Default GL Accounts in Maintain Vendor in Chapter 4: Accounts Payables.
7 Press 0 and accept the window.
If the Accounts Payable option Post to Job Cost is set to Y, then Purchase Order asks if you want to distribute to job cost.
8 Type Y or N and press e.
Purchase Order returns you to where you can enter another invoice number to update Accounts Payable.
9 Press q then 0 to return to the Purchase Order Main Menu.
Run Query A/P Vendors

This program allows you to review your vendors status, period activity, and any open transactions. When to UseUse this any time you want to examine the status of a particular vendor.
648
Special Events
Running the ProgramEnter the vendors ID. You can press 2 to select from a list if you dont have the vendor ID on hand. You can either view the information or print a copy. These are the eight possible pay codes that can appear on individual vendor invoices. NNNot Selected SSSelected SPSelected Partial Pay PPPartial Paid VCCanceled CKCheck CRCredit (Open or Specific)
If an invoice is entered through Purchase Order (which updates the pending field), and is then deleted in Accounts Payable, the invoice amount will not reappear in the pending field. When youre finished, Purchase Order enters the next vendor ID on the list. Accept this vendor ID if you want to view it, or enter the vendor ID of your choice.
Special Events
Special events are activities you must do occasionally. They do not take much time as long as your purchase orders are current. These special events are: Edit a purchase order and print a Change Order Notice. Cancel a purchase order and print an Order Cancellation Notice. Close a purchase order. Remove closed and canceled purchase orders. Print Open Purchase Orders Report. Print On-Order Report. Print Purchase Order Status Report.
649
Index
Purchase Order
Inventory
Accounts Receivable
PDFully Paid
Accounts Payable

Edit a Purchase Order and Print a Change Order Notice

A Change Order Notice informs your vendor that youve made changes to a purchase order. When to UseThere are several reasons you would want to change a purchase order. For example, maybe youve just changed your mind about an order, or you didnt take into account seasonal requirements when you placed the order. Maybe you want your vendor to send only a portion of what you ordered because youve found another vendor that sells the same item for less and you want to try the new vendors item. To inform your vendor that youve made changes to a purchase order, follow these steps: Select to edit a purchase order in Enter/Change Purchase Orders. Enter the purchase orders number, then enter the changes. In Print Purchase Orders, select to print a Change Order Notice. Send the Change Order Notice to your vendor.
You can only print a Change Order Notice for purchase orders that have been edited in Enter/Change Purchase Orders after they have been printed at least once.
Cancel a Purchase Order and Print an Order Cancellation Notice

An Order Cancellation Notice informs your vendor that you have canceled a purchase order. You may wish to cancel a purchase order when you want to change vendors or if youre displeased with a vendors price changes or shipping dates. You might also cancel a purchase order if youve made a mistake by ordering items the vendor doesnt sell. To inform your vendor that a purchase order is canceled, follow these steps. Select to cancel a purchase order in Enter/Change Purchase Orders. Enter the purchase orders number to cancel it. In Print Purchase Orders, select to print an Order Cancellation Notice. Send the Order Cancellation Notice to your vendor.
You can only print an Order Cancellation Notice for purchase orders that have been canceled in Enter/Change Purchase Orders.
Close a Purchase Order

Close a purchase order when youve received all items on the order you intend to receive. 650
Special Events
You can close a purchase order two ways. When you receive all items on a purchase order and update Inventory and enter Accounts Payable invoices, Accounts Payable asks if you want to close the purchase order. Close the purchase order in Enter/Change Purchase Orders any time after your have received the items you expect to receive. Make sure that Inventory has been updated and the invoice has been entered if you have received any items yet. You might want to close a purchase order when your vendor informs you he cant fill the order or the remainder of the order. Or you can close the order when your vendor informs you there was a price change and you decide not to accept the item.
Basically, the difference between canceling a purchase order and closing a purchase order is this: you decide to cancel a purchase order and then you must inform your vendor that the orders been canceled. A closed purchase order is either: when your vendor informs you that theres a change to the purchase order (such as an item price change) and you both decide to discontinue the purchase order, or, when your vendor informs you hes not going to supply the remainder of the items you ordered. Before You StartYou cant close a purchase order until you:
Enter an A/P invoice for the items youve already received on the purchase order.
Print Purchase Order Status Report

This report gives you each purchase orders status. A purchase orders status is: New when the purchase order is entered into Peachtree Accounting Purchase Order but not yet printed. Modified when you make changes after the purchase order has been printed. For instance, a Change Order Notice is a modified purchase order. Open when the purchase order is new and has been printed. The purchase order status remains open until all items on it are received or the purchase order is edited. Closed when you wont be receiving any more items on the purchase order. Canceled when you cancel a purchase order in Enter/Change Purchase Orders. 651 Index Purchase Order
Inventory
Update Inventory with the items youve already received on the purchase order.
Accounts Receivable
Accounts Payable

In addition to its status, this report provides each purchase orders: Number. Vendor ID. Date. Receive By date. Quantity ordered. Quantity received. Amount Outstanding Total Amount Outstanding
When to UsePrint this report any time you want to know the status of a purchase order. Print this report by vendor when you want to know, for a specific vendor, which purchase orders are still open and how many are closed. Use this report to see how many purchase orders are closed and canceled. If there are many, this tells you its time to run Purge Closed/Canceled Orders so you can free some disk space. Then, save this report in a notebook as an audit trail. Before You StartIn Enter/Change Purchase Orders, make certain you have entered purchase orders, made corrections and entered Change Orders, and canceled purchase orders. You may want to compare this report to the Open Purchase Order Report, which gives you the dollar amount ordered, received and back-ordered for open purchase orders only. Running the ProgramYou can print this report by vendor ID or by purchase order number. If you print by vendor ID, the report lists the vendor ID first, followed numerically by each purchase order sent to the vendor. If you print by purchase order number, the report numerically lists each purchase order number, followed by the vendor ID. You can select what prints on the report: open, closed, or cancelled purchase orders, or all purchase orders, This report tells you the number of purchase orders printed on the report, the total dollar amount ordered and received, and the amount outstanding per PO and total.
Purge Closed and Canceled Purchase Orders

Use Purge Closed/Canceled Orders to remove closed and canceled purchase orders from Purchase Order. This program also optimizes your disk space. You select how frequently to do this.
652
Special Events
When to UseRemove purchase orders any time they are closed or canceled, and especially when you have a lot of closed and canceled purchase orders. Removing purchase orders from Peachtree Accounting Purchase Order frees disk space, giving you more disk space to work with. After purchase orders are removed, Purge Closed/Canceled Orders also optimizes your data files by removing all unused space in the file. Because there is less space in your data file, Purchase Order processes faster. You can also run Purge Closed/Canceled Orders just to optimize your data files. Do this if youve been printing a lot of change orders or making changes to your purchase orders. Before You StartIts a good idea to print Purchase Order Status Report before you run this program. This report lists all purchase orders, either by purchase order number or vendor ID. It gives you the status of each purchase order including those that are closed or canceled. Use this report to select which purchase orders you want to delete. Use the report to mark those purchase orders you want to remove and save the report in a notebook as an audit trail. You can close a purchase order in: Enter A/P Invoices after all items on the purchase order have been received and updated to Inventory, and the invoice has been entered in Enter A/P Invoices. Enter A/P Invoices asks if you want to close the purchase order. Enter/Change Purchase Orders. Before you can close a purchase order here, you must update Inventory with the items you have received on the purchase order and enter the invoice in Enter A/P Invoices.
Cancel an open purchase order in Enter/Change Purchase Orders before you remove it from Peachtree Accounting Purchase Order. Running the ProgramPurchase Order tells you that it is preparing to purge all closed and canceled purchase orders. When a closed or canceled purchase order is purged, it is completely removed from Purchase Order. Purchase Order asks if you want to review each purchase order before it is deleted. If you select not to review each purchase order, Purchase Order removes each closed and canceled purchase order. When finished, Purchase Order tells you to wait while it optimizes the Purchase Order data file.
653
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable

If you select to review each purchase order, Purchase Order displays the header information of each closed or canceled purchase order. It begins with the purchase order that has the lowest purchase order number. You then have these choices: Press 2 to list the line items in the purchase order. This allows you to view line items on a closed purchase order. There are no line items to list for a canceled purchase order. If you selected to view the line items, you still have the remaining choices available to you. Press 8 to abort the purge. This discontinues the program, optimizes your Purchase Order data files, and returns you to the Purchase Order Maintenance Menu. Select Y to purge this purchase order or N to leave it on file. If you select Y, Purchase Order permanently removes this purchase order. If you select N, Purchase Order leaves this purchase order alone and displays the next purchase order for you, or returns you to the Purchase Order Maintenance Menu if there are no more closed or canceled purchase orders.
When you have removed the closed and canceled purchase orders, Purchase Order optimizes your data files for you and returns you to the Purchase Order Maintenance Menu.
Print Open Purchase Orders Report

This report lists purchase orders on which all items have not been received and includes the: Inventory identification. Vendors item number. Items description. Whether the item is stock or non-stock. Quantity ordered. Quantity received. Quantity back-ordered. Unit cost.
Before You BeginYou may want to compare this report to the Purchase Order Status Report, which lists the status of all purchase orders, including open purchase orders (or can be limited to just closed purchase orders). It does not give unit costs or quantities back-ordered for open purchase orders, however.
654
Special Events
Running the ProgramThis report prints by vendor ID or by purchase order number. If you select to print by vendor ID, the report alphabetically lists each vendor, followed by the purchase order number. If there is more than one purchase order for a vendor, the vendor ID repeats on the report until all purchase orders list. If you print by purchase order, the report numerically lists each purchase order, followed by the vendor ID. This report provides, as totals, the number of purchase orders printed on the report and the number of items listed on the report.
Print On-Order Report

Inventory identification. Items description. Purchase order number. Whether the item is stock or non-stock. The quantity-on-hand (if you dont use Purchase Order with Inventory, Purchase Order prints N/A as the quantity-on-hand. It also prints N/A as the quantity-on-hand for non-stock items). Quantity-on-order. Total dollar amount on order for each item. Inventory Index Purchase Order Quantity received. Accounts Receivable 655 This report lists items that are on order. It provides:
When to UseRun this report before you order items from a vendor who you think has been slow to ship your orders, or when you want to see how many purchase orders you have sent to a specific vendor. This is also a good report to run when you order the same items from different vendors. It shows how youve distributed orders among vendors, and whether youve received any partial shipments. Run this report by Item ID when you want information for a specific item or all items on order. Before You StartEnter all receipts in Enter Receipts. Running the ProgramThis report prints by item ID or vendor ID. If you select to print by item ID, each item ID lists first by product, then numerically or alphabetically by department, then by item number. Services appear after products. Purchase Order places a space between each different item ID to help you visually group items on the report. If you select to print by vendor, each vendor ID lists alphabetically, followed numerically or alphabetically by all items ordered from that vendor. This report provides as a total the number of line items printed on the report and the total dollar amount printed on the report.
Accounts Payable

Similar ReportsYou may want to use these reports for comparison: Open Purchase Orders Report provides a list of all purchase orders that have not been closed. Purchase Order Status Report gives you the status of your purchase orders. You decide how often to print this report. It provides purchase order status by purchase order number or vendor ID. Open Purchase Orders Report lists all open purchase orders. Decide how frequently you want this report. Print it by purchase order number or vendor ID. On-Order Report provides a list of items you have ordered and received on open purchase orders. You can print this report by item ID or vendor ID.
656
Special Events
This section gives you a brief overview of how the Purchase Order programs are organized within menus and how each program is used. If you want more detailed information on a program, use the index to find where that program is discussed. If you set the Use Menus option in the Maintain Purchase Order Options program to Y, youll get three levels of menus: the Purchase Order Main Menu and three Program Menus: Maintenance Processing Reports
If you set the Use Menus option in the Maintain Purchase Order Options program to N, youll get one menu, which is shown at the end of this section. Each item on every menu has a shortcut code. We explain how to use shortcut codes in the Getting Started Guide. We will show you the three program menus and give a brief description of how each of the programs on that menu is used, as well as each programs shortcut code. Inventory Index Purchase Order 657
Accounts Receivable
the Peachtree Accounting Main Menu
Accounts Payable
Menu Overview
Menu Overview
Purge Closed/Canceled Orders (OMC)

Use Purge Closed/Canceled Orders to remove closed and canceled purchase orders from your disk. When you remove closed or canceled purchase orders from your disk, you can optionally review each purchase order before it is deleted. Removing purchase orders from Peachtree Accounting Purchase Order frees disk space, giving you more disk space to work with. You can also use Purge Closed/Canceled Orders to optimize your data files.
658
Maintain Purchase Order Notes (OMM)
Use Maintain Purchase Order Notes to create up to nine different notes to attach to purchase orders. Each note can be up to seven lines long. Once you attach a note to a purchase order, you can modify it to suit the needs of that particular purchase order. Any changes made to an attached purchase order only apply to that purchase orders note.
Maintain Purchase Order Options (OMO)

Maintain Purchase Order Options lets you change the default module options for Purchase Order and the default printer assignments for each report in Purchase Order. The first time you will use this program is when you activate Purchase Order. Later, you may want to change some of those options. For example, when first activating Purchase Order, you may allow changes. Later, after you are familiar with the programs in Purchase Order, you may decide not to allow changes. Purchase Order provides two tabs: Module Options and Default Values. The Module Options tab is divided into three partsPurchase Order Module Options, Automatic Numbering Options, and Print On-the-Fly options. The Default Values tab lets you enter the information that becomes the default header information for your purchase orders. Setting up module options is described in Controlling How Purchase Order Works on page 572. Printer assignments are covered in the Getting Started Guide. Inventory Index Purchase Order 659 Accounts Receivable
Accounts Payable
Maintain Purchase Order Notes (OMM)
Menu Overview
Processing Programs
Enter/Change Purchase Orders (OPA)

Use Enter/Change Purchase Orders to enter, change, cancel, or close a purchase order. This includes editing a purchase order after it has been sent to your vendor. You can edit a purchase order to change information you incorrectly entered or to prepare a change order notice for your vendor. You can cancel a purchase order any time and print the Order Cancellation Notice to send to your vendor to inform him that the purchase order is canceled. You can close a purchase order any time after you update Inventory with all the items you have received on the purchase order and entered an invoice for those items in Enter A/P Invoices. You cant edit or receive items on a canceled or closed purchase order.
660
Processing Programs
Enter Receipts (OPR)
Use Enter Receipts each time you receive a partial, a remaining, or a full shipment of an order for items or services. You can also receive items at a different unit cost, apply miscellaneous costs, receive Inventory items you did not order, and enter/edit serial numbers for items set for specific unit costing. If you didnt receive the complete order, Purchase Order keeps the order open until you receive everything you ordered or until you close the order.
Note
Update Inventory (OPU)

Use Update Inventory any time after you receive items with Purchase Orders Enter Receipts to transfer receipts of inventory items to Inventory. As soon as you update your Inventory, you can sell your items. To view the items in Inventory, run Query Inventory Items. Non-stock items dont transfer to Inventory. Purchase Order uses the Peachtree Accounting start date as the purchase date for the costing buckets of FIFO and LIFO inventory items. The inventory items unit cost that you transfer to Inventory affects Inventorys valuation. Each unit set for specific unit costing must have a unique serial number. If two units share the same serial number, only one of those units will transfer to Inventory.
Enter A/P Invoices (OPE)

When your vendor sends you an invoice, check your receipts and unit cost against the invoice. Make sure you have run Update Inventory, then run Enter A/P Invoices to create an invoice so your vendor can be paid.
Query Inventory Items (OPQ)

If you interface with Inventory, use Query Inventory Items any time you want to know whats going on with an inventory item such as units available and on order, valuation and the year-through-last-period and periodto-date activity of any item. In addition, you can print the Query Inventory Items report, the Query Inventory Items Unit Tracking report, or the Query Inventory Items Costing report. If you enter sales and returns through Invoicing, this program shows you the quantity of an item committed to pending invoices. A pending order is an invoice that is entered but not posted. 661
Index
Purchase Order
Inventory
Accounts Receivable
If you receive items on a purchase order that has been canceled or closed, you must enter another purchase order for the items and then receive them, or enter the items directly into Inventory.
Accounts Payable
Enter Receipts (OPR)
Menu Overview
Query A/P Vendors (OPV)

Use Query A/P Vendors to review your vendors balance, period activity, and any open transactions. To use the program, select the vendors ID. You can either view the information or print a copy. When youre finished, Purchase Order enters the next vendor ID on the list. Accept this vendor ID if you want to view it, or enter the vendor ID of your choice.
Report Programs
Purchase Order provides several types of reports to help you keep track of activity. You can run any report as you need it or on a schedule that you set.
662
Report Programs
Print Purchase Orders (ORP)
Print Purchase Orders prints three different documentspurchase order, change order notices, and order cancellation notice, as well as a document mask to help you align the forms in the printer. You can print any of these purchase orders or notices any time after you enter the purchase order or notice information into Enter/Change Purchase Orders. You can print a specific one, a range, or all purchase orders, as long as they are not closed or canceled. You can also print a Certificate of Compliance copy. You can print one or a range of Change Order Notices to inform vendors that you have made changes to purchase orders you have already sent to them. Print an Order Cancellation Notice to tell your vendor you have canceled a purchase order.
663
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable
Print Purchase Orders (ORP)
Menu Overview
Receiving Check List (ORL)

The Receiving Check List report is intended to be used by the receiving clerk when a shipment arrives. The report contains blank spaces where the receiving clerk can enter whether all units ordered were received, and if not, the partial quantity of units that were received. Print the report any time after the purchase order is printed, such as after you send a purchase order to your vendor.
---------------------RECEIVING CHECK LIST ---------------------Purchase Order Number: 2401 Purchase Order Date..: 12/01/96 Receive By Date......: 12/15/96 Vendor ID............: ELE001 Ship To: W.D. Peachtree & Company 3900 Peachtree Street Atlanta, GA 30305 Vendor:
Page:
BILL'S STEREO WAREHOUSE 167476 P'TREE IND BLVD. ATLANTA, GEORGIA 30048
=============================================================================================================== Vendor Our Quantity Already Received Partial Qty. Received Item Inventory ID Item Description Stk Ordered Received All Units Receipt (If Partial) --------- ------------- ------------------ --- --------- --------- --------- --------- ----------340TV PELE810340TV COLOR TELEVISION Yes 6.00 0.00 _________ _________ _______________
Number of items on this page: ___________________________
1.00
Total number of items:
1.00
Signature:
Purchase Order Status Report (ORS)

The Purchase Order Status Report gives you the status of each purchase orderNew, Modified, Open, Closed, or Canceled. You can select to print only closed, cancelled, or open purchase orders; the default is to print all purchase orders. In addition to a purchase orders status, this report provides each purchase orders number, vendor ID, date, receive by date, quantity ordered, quantity received, and amount outstanding, per PO and total. You can print this report by vendor ID or by purchase order number. If you print by vendor ID, the report lists the vendor ID first, followed numerically by each purchase order sent to the vendor. If you print by purchase order number, the report numerically lists each purchase order number, followed by the vendor ID.
664
Report Programs
Open Purchase Orders Report (ORN)
You may want to print the Open Purchase Order Report for comparison.
Open Purchase Orders Report (ORN)

The Open Purchase Orders Report provides the quantity ordered, received, and back-ordered of items for each open purchase order. If you select to print by vendor ID, the report lists purchase orders by each vendor alphabetically. If you select to print by purchase order, the report lists each purchase order numerically and also displays the vendor ID. You can print the Purchase Order Status Report for comparison.
On-Order Report (ORD)

The On-Order Report gives you a list, either by vendor ID or item ID, of all items on order, as well as the quantity-on-hand, the quantity already received, and the dollar amount of each item. Print this report before you order items from a vendor who you think has been slow to ship your orders, or when you want to see how many purchase orders you have sent to a specific vendor. This is also a good report to run when you order the same items from different vendors. It shows how youve distributed orders among vendors, and whether youve received any partial shipments.
665
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
This report prints by item ID or vendor ID. If you select to print by item ID, you can also select to print this report for a specific item or all items on order. If you select to print by item ID, each item ID lists first by product, then numerically or alphabetically by department, then by item number. Services appear after products. Purchase Order places a space between each different item ID to help you visually group items on the report. If you select to print by vendor, each vendor ID lists alphabetically, followed numerically or alphabetically by all items ordered from that vendor. You can compare the information on this report to the Open Purchase Orders Report that provides a list of all purchase orders that have not been closed.
Inventory Items to Order Report (ORT)

Inventory Items to Order Report provides a list of those inventory items at or below reorder level and computes the quantity to order. Make certain all items have been received and entered into Inventory before you print this report. Refer to Using Inventory on page 433, for an explanation of how to establish reorder levels and reorder quantities. You can print this report for all items in Inventory that are at or below reorder level for all items in Inventory, a single department or a range of departments, or a single vendor or a range of vendors. If you print for all items in Inventory, items list by item ID, followed by item description and vendor ID. If you print for a single department or range of departments, items list by department and item number, followed by item description and vendor ID. If you print for a single vendor or range of vendors, items list by vendor ID, followed by vendor item number, item ID and item description.
666
Report Programs
You can compare the information on this report to these reports: Open Purchase Orders Report, which lists all items on order but does not identify those items that are below reorder level. The Reorder Items Report, which lists all inventory items at or below reorder level. This report also gives you a column entry area to write down the date the item is ordered and provides selling units and receiving units for each item.
667
Index
Purchase Order
Inventory
Accounts Receivable
Accounts Payable
Menu Overview
One-level Menu
This is what youll see if you set Use Menus to N in Maintain Purchase Order Options.
668
One-level Menu
What steps do you need to take if you cancel a purchase order that has been posted to Inventory and the invoice has been paid?
Enter the return in Inventorys Enter Transactions. Enter an open credit in Accounts Payables Enter Credits. Accounts Receivable Index Purchase Order Inventory
How do you handle partial shipments when each shipment has a different invoice number?
Enter the invoice as shipments come in. Use the Partial Receipt option in Enter Receipts.
How do you handle additional charges for freight after the purchase order has been entered?
When you enter the invoice for the items received, use the 7 key to edit the Amount Due field. Purchase Order will then display fields in which you can enter an amount for miscellaneous costs or freight.
Do you have to enter invoices through the Purchase Order module?
Yes, in order to clear the Pending field in Accounts Payable and to close the purchase order.
What is the processing procedure after entering a purchase order?
Receive items, update Inventory if you are interfacing, enter invoices, and close the purchase order.
How do you handle a change in the cost of an item when the item is received?
Set flag to Y for Enter Cost At Receipt in your options and select the Partial Receipt Of This Order in Enter Receipts. Then, enter the cost of the item you received.
669
Accounts Payable

What happens when you modify a purchase order after the invoice has been entered?
If the unit cost is increased, the amount ordered increases to reflect the quantity multiplied by the cost, the amount received increases, and the amount back-ordered increases to reflect the amount calculated by adding the amount received. When the purchase order is closed after all items have been received, there is no effect if there is an amount remaining in the amount back-ordered. Purchase Order looks at the units received and compares it to the quantity ordered. If they are the same, the purchase order can be closed without any warning or error messages. If the quantity is changed, the amount ordered is changed to reflect the amount calculated by multiplying the quantity by the cost. No other amounts are changed. If items are added at the time of receipt, the purchase order status changes to Modified.
670
Index
Symbols
# of Months Billed 56 A/R and Invoicing/Order Entry (contd) overview of conversion steps 235 using with other modules 146, 149 A/R close purging inactive customer detail 381 Access restriction 574 Account cash 71 distribution 58, 72 G/L percent 35 numbers, G/L 34 Account Numbers Accounts Payable 70 General Ledger 647 Accounting period set up 160 Accounts changing type for customers 248 chart of 18 defining credit and debit for G/L 209 defining type for customers 246 distributing example 417 distributing for balance forward customers 282 numbers, A/P 18 numbers, cash 18 numbers, G/L 18 reviewing customer 381 setting up the G/L distribution for accounts 184 Accounts Payable 98 account code 57 account numbers 18 adding new vendors to 568, 579, 598 and G/L distribution 647 and vendors 476 billing codes 56 check stub memos 93 creating files 24 customizing check stubs 92 customizing checks 92 existing invoices for 600 existing purchase orders for 600 generation numbers 12 guidelines for using 3 how information flows 6 installing 3 invoices for 570 organization of manual 4 overview of 3 printing customized checks 94 Purchase Order and 568, 598 reports 3 vendor information 580 when to start using 25 Accounts Payable Check on Demand P=Print 73 printing a check 80 Accounts Receivable adding ship-to addresses 314 apply customer payments 321 apply service charges 354 change automatic transaction 316
Numerics
1099 Box 31 in general 3 payer fed. ID number 16 1099 Magnetic Media (AR2) in brief 137 when to use 120 1099 Type 30 1099 Vendor 29
A
A/P account code (open credit) 84 compatibility with other modules 5 A/P Account Code (Open Credit) 83 A/R and Invoicing/Order Entry defining G/L accounts for 209 determining when to use 237 general report features 304 how to post to G/L 160 module options overview 152 overview of 143 overview of accounting tasks 304
671
Index
Index
Accounts Receivable (contd) change customer information 311 clear sales tax accumulators 372 closing the period 378 creating data files 184 customizing statements 220 daily tasks 310, 325 defining access passwords 155 entering customer transactions 316, 320 entering module options 178, 183 explanation of transaction types 200, 205 gathering and entering customers 237 how it works with Inventory 438 impact of credit memos on 330 impact of invoices upon 329 impact of orders upon 330 impact of quotes on 330 Maintain Sales Tax Records 384 module options 153, 178 printing Open Items Register 324 printing Transaction Register 323 reconcile open credits 351 using with General Ledger 147 using with Job Cost 148, 320 Acquisition or Abandonment of Secured Property 30 Activating Accounts Payable 19 Inventory 449 Active automatic invoice status 53
Activities check cycle 99 checklist for 633 daily 637 fiscal 98, 119 monthly 98, 99, 115 regular 98, 99 special 98, 119 special events 649 Add New Items to Inventory 578 Add New Vendors to A/P 579 Adding comments to purchase orders 610 freight cost 587 inventory items 517 items 598 items during receiving 581 items to Inventory 579, 607 miscellaneous costs 588, 611 purchase orders 612 vendor information 580, 598, 608 vendors 27 Address defining for customer 244 for shipping 258 printing a purchase order 577 shipping 257, 267 Address 1, 2, and 3 28 Adjust beginning balance 281 Adjustments negative quantity 548 using as reversing entry for returns 532 using to correct cost errors 506 when to enter 547 Age period balances for balance forward customers 282
Age balance forward customers 370 Aged Receivables Report 375 in brief 402 Aging length of periods 170 Aging Report (ARG) in brief 133 when to use 108 Allow changes/deletions A/R 157 explanation of 10 Maintain Accounts Payable Options (AMO) 10 Maintain Inventory Options (IMO) 442 purchase orders 575 Alt-F2NAME how to use 476 Amount Applied 621 Back-ordered 625 back-ordered 600 Credit 83 distribution 58, 72 miscellaneous cost 611 Posted 621 Received 625 Amount Due 54, 68 Apply Payments and Job Cost 322 in brief 396 when to use 317, 321 Apply Service Charges 396 when to use 317 Applying service charges 354 Assemble/Disassemble Items (IPW) and building assemblies 466 brief description of 554 when to use for assembling 535 when to use for disassembling 532
672
Index B
Assemblies and negative quantities 534 and sub-assemblies 467 assembling items 535 building example 466 changing definitions 533 correcting definition errors 508 cost of disassembling 470 deficient items listing 536 defining 471 defining, example 465 disassembling 532 entering definitions 508 explanation of 453, 464 how average cost is calculated 469 how cost is calculated 469 how FIFO is calculated 469 how LIFO is calculated 469 how specific unit cost is calculated 469 how standard cost is calculated 469 how to use 465 including labor costs as a component 468 including overhead as a component 468 printing components on reports 190 selecting costing types for 468 types of component items 470 using services in 536 when to assemble 470 when to define 526 Assembly Items Reports (IRY) Assembly Items List 508 brief description of 561 Component Items Usage 508 Attaching notes to purchase orders 621 Audit trail and control reports 11, 443 printing for A/R 158 reports that provide 115, 576 Auto Invoice Number 53 Automatic invoices, entering 59 invoices, frequency 56 invoices, gathering info 52, 58 invoices, in general 3 invoices, setting up 59 invoices, status 53 purchase order numbering 583, 603, 613, 631 Automatic numbering and invoices 162 range for invoices 163 Automatic transactions active/inactive status of 292 adding or changing 316 calculating sales taxes for 293 date to begin generating 297 entering 298, 315 frequency of 295 last billed date 297 number of billing periods 296 overview 288 price update 315 taxing authorities for 294 terms code for invoice 294 using comment 295 Average cost correcting quantity errors 504 explanation of 459 how assembly costs are calculated 469 using as default costing type 459
B
Backing up daily tasks 99 Backorder Report in brief 410 Backorders for invoices and orders 346 Backups and passwords 156, 574 Balance Forward customers defining account type 246 Balances enter beginning 283 entering for balance forward customers 285 minimum allowed for invoices 322 select type for service charge calculation 166 Bank card sales 386 Beginning balances entering 283 overview 276 transaction type 278 Beginning purchase order number 583 Big PO Comment 594 Billing periods automatic transactions 296 Brackets for sales taxes 217 Broker and Barter Exchange 30 Building Assemble/Disassemble Items (IPW) 466 sub-assemblies 467
C
Calculations year-through-last-period 486 Calendar YTD purchases 35
673
Index
Index
Canceling purchase orders compared to closing 601 explanation of 629 Cash Account Code 17 account code 71 account numbers 18 record sales using 386 Cash Requirements Report (ARX) in brief 131 when to use 108 Certificate of Compliance explanation of default 585 if required 606 printing 627 Change Costing Type (IMT) brief description of 552 when to use 525 Change Customer ID in brief 393 Change Inventory Item Numbers (IMK) brief description of 551 when to use 518 Change Inventory Item Prices (IMP) brief description of 552 correcting errors 566 when to use 522 Change Order Notice in general 568, 628 printing in general 626 when to print 650 Change Vendor Remit to Address 38 Changing A/R passwords 156 allow 575 allowing for program 10 and passwords 9, 574 assembly definitions 533 auto invoices 52 automatic transactions 316 comments on purchase order 611 costing types 525
Changing (contd) costs during receiving 580 credit information 80 customer account type 248 customer ID 312 customer transaction 278 debit and credit account numbers 209 existing customer information 311 from LIFO costing type 462 generation number 159 generation number cautions 12 generation number warning 445 header information 575, 615 how to allow changes 157 in general 575 inventory item information 518 inventory item numbers 518 inventory item prices 522 invoice information 67 item costs at receipt 580 module options 19, 572 passwords 573 printer assignment options 572 purchase order 613 received item quantity 581, 582, 609 repeating documents 327 reports to different media 101 sales tax amounts 281 specific unit costing 464 transactions 74, 318 unit cost 580 vendor ID 104, 126 vendor information 47, 48, 580 Changing vendor information 27
Charges applying service 317 service, amt or percent 165 service, determining APR 169 service, minimum amount 165 service, past charges 166 service, type of calculation 166 Chart of Accounts 18 Check print name and address 17 printing checklist 99 printing cycle 108 printing mask 94 printing stubs 17 Check Number 71 Checklist for daily activities 633 for special events 634 Checklists daily activities 512 for A/R and Invoicing/Order Entry tasks 306 monthly activities 513 special events 513 work flow 99 Checks printing comments on check 17 Choosing A/P account code 57, 70 auto invoice number 53 auto invoice status 53, 60 automatic numbering 583, 603, 613, 631 billing frequency 56 compliance default 585 credit type 81 distribution information 58 force control reports 576 G/L account number 34 G/L account number percent 35
674
Index C
Choosing (contd) invoice number 67 item identification 598 item type 607 purchaser defaults 586 setup options 8 vendor credit terms 606 vendor ID 603 City/county taxes defining maximum taxable amounts 216 Close Current Period in brief 396 Close Current Period (APC) in brief 129 when to use 119 Close Current Period (IPC) and generation numbers 445 and year-through-lastperiod 486 brief description of 554 when to use 543 Closing purchase orders compared to canceling 601 Codes A/P account 57, 70 cash account 71 cost 63 defining for products 206 defining for sales tax 213 department 598 department, supply items 599 finding 77 for controlling billing 56 phase 63 postal 28 pricing for customer 253 sales tax, ship-to 259 shortcut 3 Column headings print on customer statements 161 print on documents 188 Commands 3 Comment 57, 70 Enter Inventory Transactions (IPE) 530 explanation of 530 Comment (Open Credit) 83 Comments 611 Common report features 634 Company name and address printing 577 print name on statements 161 printing name on checks 17 Company ID entering 449 Company name printing on documents 187 Compatibility A/P and other modules 5 Compliance, Certificate of 585 Component item explanation of field 480 Components and period-to-date 471 and year-through-lastperiod 471 definition of 453 types of 470 Confirm To Default 586 Confirm To Purchaser 604 Contact 29 defining for customer 245 Control reports Enter A/P Invoices 576 Enter Receipts 576 explantion of 490 Maintain Vendors 47, 48 Update Inventory 576 when to print for A/R 157 Controller Password and program access 573 explanation of 573 Maintain Purchase Order Options 573 Controller password A/P, entering 8 Accounts Receivable 155 and program access 441 explanation of 8 in inventory 441 Conversion Factor for Inventory 610 Conversion factor explanation of 475 Converting documents, same number 195 Copy Multiple Assemblies using 527 Correcting errors for existing partial receipts 629 for existing purchase orders 628 in Change Inventory Item Prices (IMP) 566 in general 628 in general for inventory items 504 when entering inventory items 506 Correcting mistakes in general 568 Cost changing during receiving 580 displaying during transactions 190 item 580 miscellaneous 588 specific unit 601 Cost Code 63 Cost of goods transaction type 418 Costing bucket explanation of 460 Costing methods 459
675
Index
Index
Costing types changing 525 changing from specific unit costing 464 explanation of 463, 478 FIFO 460 how assembly costs are calculated 469 LIFO 460 selecting for assemblies 468 Create G/L Journal Entries 376 in brief 396 Create G/L Journal Entries (APJ) in brief 129 Creating 24 A/R data files 184 Credit gathering information for 80 Credit accounts defining for G/L 209 Credit Amount 83 Credit Card Payments to Vendors setting up 94 Credit Date 80, 82 Credit limit check for 161 set for customers 251 Credit memos definition of 145, 330 Credit Terms Default 588, 606 Credits gathering information for 86 procedure for 86 Ctl-F2PHONE how to use 476 Current purchase order number 583 receipt 624
Current A/P Generation Number cautions regarding 12 explanation o 12 G/L Fiscal Period 13 Current Calendar Year 18 Current cost as default 582 explanation of 480 Current G/L fiscal period 160 Current inventory generation number entering 444 explanation of 444 Current period closing 378 printing previous period information 516 when to close 543 Customer purging inactive detail 381 shipping directly to 600 whether to print statements or invoices 253 Customer ID assigning to transaction 277 changing 312 for automatic transactions 289 Customer Notes entering 274 Customer Statements in brief 400 printing 358 Customer statements printing 356 Customer template definition of 145 entering 268 Customers account types for 246 adding in Enter Invoice/Order/Quote 334 age balance forward accounts for 370
Customers (contd) aging period balances for 282 and service charges 164 and user definable fields 256 apply service charges to 354 assign terms code 249 assigning default discount percent 250 assigning sales tax code 249 assigning service charge code 252 assigning shipping address for 251 assigning shipping carrier 252 assigning shipping ID 258 balance forward, entering balances 285 balance, avg daily or ending 166 beginning balance 276 beginning balance transaction amount 280 changing account type 248 changing ID 312 check credit limit for 161 defining address for 244 defining contact and salesperson for 245 defining early payment discount terms for 173 defining invoice due date 174 defining name for 244 defining payment terms for 172 defining telephone number for 245 deleting 379 deleting temporary 247 displaying credit/balance information 191, 583
676
Index D
Customers (contd) dunning notices on statements 252 enter beginning balances 283 entering IDs for 243 entering information for 270 entering transactions 316, 320 grouping by class 246 lookups for 271 on hold, quotes for 330 organizing and entering in A/R 237 pricing for codes 253 print list of 275 printing list of accounts 382 sales tax code, for ship-to 259 setting credit limit for 251 shipping addresses 257, 267 status options 177, 254 terms code for invoice 279 tracking transactions 255 Customizing documents 225, 234 statements 220 Cut-off date determining 237 Data directory 449 Data file creation 24 generation number 12 Data file generation set up 159 Data files create for A/R 184 creating 592 optimizing 653 Date Credit 82 credit 80 credit terms 588 discount 70 due for customer transactions 279 for early payment discount 280 for transactions 279 Invoice 68 last billed for automatic transactions 297 purchase order 604 receiving 585 to begin generating automatic transactions 297 Date-Sensitive Customer Statements defining 357 Days Due 33 Debit accounts defining for G/L 209 Default A/P account code 34 account numbers 18 cash account code 17, 18 compliance 585 confirm to 586 module option 572 purchaser 586 unit cost 582 Deficient items listing 536 Defining taxable/exempt status for sales tax 214 Defining assemblies and Maintain Inventory Assemblies (IMA) 465 and Maintain Inventory Items (IMI) 465 explanation of 471 Delete Invoices (APD) when to use 122 Deleting A/R passwords 156 allowing for program 10 and passwords 9, 574 closed or canceled orders 652 customers 379 deactivated sales tax codes 373 discontinued items 549 how to allow 157 inactive sales tax codes 213 items from a purchase order 575 posted invoice 383 posted invoices 390 transactions 158, 318 vendors 104 Department code explanation of 454, 473 how to organize 454 in inventory 491 Department/Item Number 607 Departmental Summary (IRD) brief description of 558 when to run 540 Departments and reports 514 Description item 608 miscellaneous costs 611 Destination 587 if F.O.B. 605 ship direct to customer 600
D
Daily activities 3, 637 checklist 512 description of 632 explanation of 510, 517 work flow 517 Daily tasks 99 description of 309 for A/R 310 for invoicing/order entry 325 in A/R 325
677
Index
Index
Detail Master Check Register running the report 134 Directories 19, 102 activating Purchase Order 589 Directory for data 449 Discontinued items deleting 549 Discount accounts 16 tracking 3 Discount Amount 69 Discount Date 70 Discount Day 54 Discount Days 32 Discount Percent 31, 54, 69 Discount percent assigning default for customers 250 Discounts defining terms for customers 173 Disk freeing space 652 printing reports to 101, 636 Disk space and number of inventory items 565 increasing 544 reducing 383 Distribute balance forward accounts 282 Distribute to Job Cost 73, 85 Distributing accounts example of 417 Distribution account (open credit) 84 accounts 58 Amounts 61 amounts 58 for sample companies 418 Distribution Account 72 Distribution Amount 72 Distribution Amount (Open Credit) 84
Distribution Credit Amount (Specific Credit) 85 Distribution files setting up for G/L accounts 184 Dividends and Distributions 30 Document mask 627 printing 631 Document Register in brief 410 Document Register Report 343 Document template definition of 145 Document templates creating 331 Documentation contents of 149 conventions for 151 Documents and converting quotes on hold 383 canceling 338 changing repeating 327 completing 338 converting 383 converting using same number 195 correcting errors 338 customized 232 customizing 225, 234 customizing data options 226 customizing headings 225 customizing, fields 227 defining customer address for 244 defining customer name for 244 description of default fields 229 editing 338 entering 329, 336 formats to print 342 generating repeating 327 numbering automatically 194 options for printing 342
Documents (contd) posting 345 posting, customers on hold 347 posting, on hold 347 print Inventory Department Code on 188 printing 341 printing column headings on 188 printing company name 187 printing doc number 189 printing for single entry session 193 processing repeating 328 putting on hold status 336 repeating and on hold 328 repeating, customers on hold 327 selecting default type 191 selecting range of numbers for 195 separate ranges for numbering 194 useful keys 338 using messages for 189 using short header 229 Down payments how to make 388 Drop shipping 600 Due Date 68 Due date defining for invoice 174 Due Day 54 Due Days 33 Dunning messages using for statements 171 Dunning notices including for past due accounts 252 Duplicate purchase orders 611, 618
678
Index E
E
Early payment discount date 280 Edit 3 purchase order 568, 575, 612 Editing documents 338 transactions 318, 320 Editing keys 3 E-mail buttons customer 257 vendor 39 E-mail fields customer 256 vendor 38 End of year tasks 119 Ending Purchase Order Number 584 Enter partial receipts 623 Enter A/P Invoices 661 before you start 645 closing purchase order 647 force control reports for 576 program for 645 running the program 646 when to use 600, 645 Enter Costs at Receipt 580 Enter Credits (APR) in general 25, 107 Enter Inventory Transactions (IPE) brief description of 554 comment 530 entering reversing entries for receipts 531 entering reversing entries for returns 532 entering reversing entries for sales 537 quantity field 530 transaction type 530
Enter Inventory Transactions (contd) using to correct quantity or cost errors 504 using to enter quantitieson-hand 503 when to use for adjustments 547 when to use for receipts 528 when to use for returns 531 when to use for sales 536 Enter Invoice/Order/Quote default format 192 displaying credit/balance information 191, 583 entering document default for 193 in brief 397 selecting default document type 191 when to use 317 Enter Invoices (APE) in brief 127 in general 25, 107 Enter New Items at Receipt 581 Enter Receipts 661 and Inventory interface 578 cost information for 580 force control reports for 576 Enter/Change Purchase Orders 660 Accounts Payable and 579 before closing a purchase order 651 canceling a purchase order 650 Change Order Notice 650 changing a purchase order 650 closing a purchase order 650 description of 638 in general 612 Inventory and 578
Enter/Change Purchase Orders (contd) Order Cancellation Notice 650 program for 638 Enter/Change Transactions 74 in brief 396 using to apply service charges 319 Enter/Process Repeating Documents 327 in brief 398 Entering A/P, changes/deletions 10 A/P, controller password 8 A/P, force control reports 11 A/P, operator password 8 A/P, use menus 9 account balances, balance forward customers 285 adjustments 547 automatic invoices 59 automatic transactions 298, 315 bank card sales 386 beginning balances 283 cash sales 386 company ID 449 credits 80 current inventory generation number 444 customer information 270 customer transactions 316, 320 Enter Inventory Transactions (IPE) comment 530 gathering A/P options 19 header information 575, 615 information for customized documents 232 information for customized statements 224
679
Index
Index
Entering (contd) inventory controller password 441 inventory department code 491 Inventory item identification 598 inventory item type 490 inventory items, methods 471 inventory quantity 530 inventory, allow changes/deletions 442 inventory, item type 530 invoices 75 invoices for A/P 568, 576 Invoicing/Order Entry module options 196, 198 items, type 616 LIFO and FIFO items the first time 471 Maintain Inventory Items (IMI) item number 473, 491 Maintain Inventory Options (IMO) force control reports 443 grand totals page 445 keep specific unit history 446 keep year-to-date detail 444 use menus 442 miscellaneous costs 620 module options for A/R 178, 183 new vendor 579 purchase order controller password 573 purchase order operator password 573 purchase order procedures for 612 purchase orders 568
Entering (contd) quantity-on-hand using Enter Inventory Transactions (IPE) 503 receipts 528, 568, 580, 581 receipts in Purchase Order 528 returns 531 sales tax information 218 transaction/product code combinations 210, 212 transactions 74 vendor information 598 verifying entries 503 Erasing transactions 318 Error correcting 3 Errors correcting 320, 504 correcting cost 506 correcting for documents 338 correcting for Maintain Inventory Assemblies (IMA) 508 correcting for payments 323 correcting quantity average cost items 504 FIFO cost items 505 LIFO 505 specific unit costing 505 standard cost items 504 correcting serial numbers 506 Existing purchase orders methods for entering 597 steps for entering 596 Expanded lookups whether to use 162 Expert mode 186, 575 explanation of 10, 442 illustration of 668 Extended description explanation of 474
F
F2-CtlPHONE how to use 476 F2LOOKUP how to use 476 F5-Distribute 60, 76, 88 F7-Maint 104 Federal ID 31 payer ID number 16 Fees used for service charges 169 Fields # of Months Billed 56 1099 Box 31 1099 Type 30 1099 Vendor 29 A/P Account Code 57, 70 A/P Account Code (Open Credit) 83 A/P, allow changes/deletions 10 Accounts Payable Account Numbers 18 Add New Items to Inventory 578 Add New Vendors To A/P 579 Address 1, 2, and 3 28 Allow Changes/Deletions 575 Amount Due 54, 68 Amount, misc costs 611 Auto Invoice Number 53 Automatic Purchase Order Numbering 583 Cash Account Code 71 Certificate of Compliance Default 585 Certificate of Compliance Required 606 Change Vendor Remit to Address 38 Check Number 71
680
Index F
Fields (contd) Comment 57, 70, 610 Comment (Open Credit) 83 Confirm To Default 586 Confirm to Purchaser 604 Contact 29 Credit Amount 83 Credit Date 80, 82 Credit Terms Default 588 Current A/P Generation $$ 12 Current Calendar Year 18 Current G/L Fiscal Period 13 Current inventory generation number 444 Current Purchase Order Number 583 Default Purchaser 586 Department/Item # 607 Description 608 Description, misc costs 611 Discount Amount 69 Discount Date 70 Discount Day 54 Discount Days 32 Discount Percent 31, 54, 69 Distribute to Job Cost 58, 73, 85 Distribution Account 58, 72 Distribution Account (Open Credit) 84 Distribution Amount 58, 72 Distribution Amount (Open Credit) 84 Distribution Credit Amount (Specific Credit) 85 Due Date 68 Due Day 54 Due Days 33 Fields (contd) Ending Purchase Order Number 583 Enter Costs at Receipt 580 Enter New Items at Receipt 581 Federal ID Number 31 Fiscal Year Cutoff Date 18 Force Control Reports 576 Force Discount Next Month 33 Freight On Board (F.O.B) 587 Freight On Board (F.O.B.) 605 Frequency 56 G/L Account Number 34 G/L Account Number Percent 35 G/L Discount Account 16 Grand Totals Page 576 Interface With Inventory 578 inventory, comment 530 inventory, quantity 530 Invoice Date 68 Invoice No. 67 Invoice Number 82 Keep Historical Detail 11 Last Month Billed 56 Maintain Accounts Payable Options (AMO) controller password 8 force control reports 11 operator password 8 use menus 9 Maintain Inventory Items (IMI) component item 480 conversion factor 475 costing type 478 current cost 480 department code 473 extended description 474 Fields (contd) Maintain Inventory Items (IMI) (also contd) item description 474 item number 473, 491 item type 473 last cost 481 LIFO and FIFO unit cost 488 location 475 negative quanitity 478 on reorder report date 484 product code 474 purchased date 488 quantity-on-hand 486 reorder level 482 reorder quantity 483 selling price 485 selling unit 475 serial number 487 specific unit cost 487 tax status 481 vendor ID 476 vendor item number 477 Maintain Inventory Options (IMO) grand totals page 445 keep specific unit history 446 keep year-to-date detail 444 Maintain Purchase Order Options 589 Month to Begin 55 Number of Months 55 Open Credit or Specific Credit 81 Payer Federal ID Number 16 Post to Job Cost 14 Postal Code 28 Prepaid (Y/N) 71 Preprinted Forms 577
681
Index
Index
Fields (contd) Print Comment on Check Stub 17 Print Company Name on Check 17 Print Company Name on Purchase Order 577 Printer Assignment 572 Purchase Order Number 603 Purchase Order Reset Number 583 Purchasers Phone Number 586, 604 Quantity 609 Ratio 610 Receive By 606 Receiving Unit 610 Reference Code (Specific Credit) 84 Report to G/L 14 Selling Unit 610 Ship To 604 Ship Via 605 Ship Via Default 587 Status (A/I) 53 Telephone 28 Temporary Vendor 29 Terms 606 Transfer Vendor Name to G/L 15 Type 607 Unit Cost 609 Use Expanded Vendor Lookup 15 Use Menus 574 Use Pre-Printed Check Stubs 16 user definable 256 Vendor ID 27, 52, 67, 81, 603 Vendor Item Number 608 Vendor Name 27 YTD Purchases Calendar 35
FIFO and costing buckets 460 and negative quantities 462 changing to another costing type 462 correcting quantity errors 505 correcting receipt dates 506 costs of disassembling 469 entering quantities-onhand 495 entering the first time 471 explanation of 460 how assembly costs are calculated 469 how it works 460 returned items 462 returns 532 using as default costing type 460 File creation 24, 592 extensions 102 Files creating for Inventory 451 optimizing Invoicing/Order Entry 383 Find vendor 603 Fiscal closing year 119 historical detail 11 Fiscal activities 98 Fiscal Year Cutoff Date 18 Force control reports 576 explanation of 11, 490 Maintain Accounts Payable Options (AMO) 11 Maintain Inventory Options (IMO) entering 443 Force Discount Next Month 33
Formats setting default for printing 192 Forms 30 preprinted 568, 577 Freight On Board (F.O.B.) Default 587 Frequency 56 for automatic transactions 295 Function keys account codes and numbers 77 Chg Device 101 F2-LOOKUP 49 Table Lookup 52 UNDO 615
G
G/L Journal Entries create transfers 377 creating 376 G/L Journal entries creating from A/P 116 Gathering data Certificate of Compliance Default 606 Date receive by 585, 606 date purchase order 604 Description 608 Description for misc costs 611 freight costs 605 header information 602 line item information 607 miscellaneous costs 611 purchaser information 604 quantity of units 609 ratio for units 610 Receiving Unit 610 required information 602, 607 Selling Unit 610
682
Index H
Gathering data (contd) shipping 604 unit cost 609 vendor comment 610 compliance 606 vendor ID 603 Gathering information credits 80 guidelines for 25 invoices automatic 52 regular 67 optional 26 required 26 suggested 26 vendors 27 General Ledger Account Number 34 account number percent 35 Accounts Payable and 5 chart of accounts for 18 current fiscal period 13 defining accounts for 209 Discount Account 16 entries in general 3 GLAD file example 417 how it works with Inventory 438 post from A/R 160 posting activity to 14 sample distribution files 418 setting up distribution files 184 settting up current period for posting 160 transferring vendor name to 15 using with Accounts Receivable 147 Generation number changing warning 445 explanation of 445 set up 159 Generation Numbers in general 12 Generation numbers printing previous 103 GLAD file and Inventory 418 explanation of transaction types 200, 205 information about 199 samples 418 Government payments 30 Grand totals and reports 515 Grand totals for reports 635 Grand Totals Page 576 Grand totals page explanation of 445 Maintain Inventory Options (IMO) 445 History keeping LIFO and FIFO 500 option for specific unit costing 446, 463 specific unit costing 545 Hold and converting quotes 383 and invoices 329 and orders 330 and quotes 330 and repeating documents 327 status of customers 177 status of documents 336 Hot keys using with single menu 156, 186
H
Header shortened after first page 229 Header information Confirm To 604 gather other than default 602 Purchase Order Date 604 Number 603 Purchaser name 604 Receive by 606 Ship To 604 Via 605 Terms 606 Vendor ID 603 Headings user definable 178 headings user definable 19 Help, how to use 151 Historical detail keeping 11, 158 keeping for transactions 247
I
IBM graphics emulation using for extended dunning messages 171 ID entering for customers 243 federal 31 for automatic transactions 290 for customer 277 for customer shipping address 258 operator 573 payer federal 16 Vendor 52 vendor 27, 67, 81, 603 Import A/P Invoices 63 Import A/R Transactions using 300 Import Customers using 239 Import Inventory Items using 496 Import Sales Invoices using 259 Import Vendors 41
683
Index
Index
Inactive automatic invoice status 53 Information tracking Inventory 436 Intelligent Query Report Writer and A/P reports 103 Interest 30 Interface with Inventory 578 Internet buttons customer 257 vendor 39 Inventory Accounts Payable and 5 activating 449 and GLAD file 418 and Invoicing reports 509 common report features 514 creating files 451 department codes 454 how it works with A/R and SI 438 how it works with G/L 438 how it works with Invoicing/Order Entry 336 how to organize 458 impact of credit memos on 330 impact of invoices upon 329 impact of orders upon 330 impact of quotes on 330 information tracking 436 item adding new 598 adding new to 579 definition of 568 entering type 616 item identification 457, 598 item number 455 item type 454, 599 manual overview 436 methods for entering 471 print Department Code on documents 188
Inventory (contd) product codes explanation of 458 products explanation of 454 Purchase Order and 570, 596 query items 385 query items from Purchase Order 644 services explanation of 454 setting up your work flow 510 steps to setting up 452 updating from Purchase Order 643 using in Invoicing/Order Entry 186 using with Invoicing/Order Entry 148 what it does 435 when to take 547 Inventory Activity Report 344 in brief 411 Inventory Backorder Report 348 Inventory item definition of 453 Inventory Item Setup Form how to use 517 when to use 464 Inventory items adding 517 assembling 535 changing 518 changing numbers for 518 changing prices for 522 correcting cost errors 504 correcting errors 506 correcting quantity-onhand errors 504 deleting 549 disassembling when to 532
Inventory items (contd) making general corrections for 504 negative units available 582 number allowed on disk 565 selling 536 when to assemble 470 Inventory Items to Order Report 666 description of 637 program for 637 Inventory Price List (IRX) brief description of 557 when to run 539 when to use 525 Inventory Status Report (IRS) brief description of 556 when to run 541 Inventory Valuation Report (IRV) brief description of 557 example of 509 when to run 509 Invoice Date 68 Invoice Number 67, 82 Invoices and automatic numbering 162 and past service charges 166 automatic 3 automatically fill 325 backorders how they work 346 creating templates 331 defining due date for 174 definition of 145, 329 deleting 318, 383 deleting when posted 390 due date for 279 editing 318 for service charges 356 gathering information for 67, 73
684
Index J
Invoices (contd) minimum balance allowed 322 number 53, 67, 82 number for 278 partial receipts and 600 posting 345, 356 prepaid 71 printing alignment guide for 334 procedure for entering 75 program for entering 645, 648 reports 3 reprint after posting 346 select range of numbers for 163 selecting for payment 110 status 53, 60 terms code for 279 terms code for automatic transaction 294 transaction amount 280 when to enter 570, 600 whether to print for a customer 253 Invoicing and services 565 entering returns in 531 how it works with Inventory 438 reports that use inventory items 509 use of Inventory product codes 458 Invoicing/Order Entry adding repeating documents 327 changing repeating documents 327 customizing documents 225, 234 daily tasks 325 displaying cost for transactions 190 entering documents 329, 336 Invoicing/Order Entry (contd) entering module options 196, 198 how it works with Inventory 336 how it works with Job Cost 337 module options 185, 198 post documents 345 print Document Register 343 printing customer documents 341 printing Inventory Activity Report 344 printing Inventory Backorder Report 348 Query Inventory Items 385 using with Inventory 148, 186 using with Job Cost 149, 187, 320 when to use 144 Item adding 575 new to Inventory 598 to Inventory 617 cost 580 deleting 575 description 608 finding 616 gathering information for 607 identification 598, 607 non-ordered 581, 582 non-stock 568, 599 number 617 quantity definition 609 specific unit costing 601 type 616 definition of 607 Item description explanation of 474 Item identification explanation of 453 Item number explanation of 455, 473, 491 how to organize 455 Maintain Inventory Items (IMI) entering 473, 491 Item type entering 490 explanation of 454, 473 Items adding to Inventory 579 displaying cost for 190
J
Job Cost Accounts Payable and 5 and Apply Payments 322 distribute to 58, 73, 85 how it works with Invoicing/Order Entry 337 posting to 14 Purchase Order and 570 subcontractors and 599 updating from Invoicing/Order Entry 187 using with A/R 320 using with Accounts Receivable 148 using with Invoicing/Order Entry 149, 320 Job cost A/P, in general 62, 63 Job Number 62 Journal entries 3 creating for G/L 376
685
Index
Index
K
Keep Historical Detail 11, 103 Keep specific unit history entering 446 explanation of 463 Keep year-to-date detail entering 444 explanation of 444 Keys ALT-F2 330 ShF5-Status Chng 336 TAB, as a shortcut 334 used for completing documents 338
L
Last cost as default 582 explanation of 481 Last Month Billed 56 Letters, using for inventory identification 457 LIFO and costing buckets 460 and negative quantities 462 changing to another costing type 462 correcting quantity errors 505 correcting receipt dates 506 cost of disassembling 469 entering quantities-onhand 495 entering the first time 471 explanation of 459 how assembly costs are calculated 469 how it works 460 returned items 462 returns 532 using as default type 459
List Auto Invoices (ARZ) in brief 138 when to use 123 List Customers 382 in brief 404 List Inventory Items (IRL) brief description of 561 when to run 503, 539 List Sales Tax Records 384 in brief 404 List Vendors (ARL) in brief 137 when to use 123 Listing reports to printer, window, or disk 636 Location explanation of 475 Lookup by phone number 603 by vendor ID 603 by vendor name 603 Lookups for customers 271 use expanded format 162
M
Magnetic Media (AP2) 3 Mailing address assigning alternate for customer 251 Main Menu 574 Maintain A/R Options in brief 393 Maintain Accounts Payable Options (AMO) changes/deletions 10 entering 19 in brief 126 options controller password 8 force control reports 11 operator password 8 use menus 9 optionsuse menus 124
Maintain Auto Invoices (AMA) in brief 125 Maintain Automatic Transactions 289 in brief 393 Maintain Customers 237 in brief 392 Maintain Customized Check (AMF) in brief 126 Maintain Customized Checks 92 Maintain Customized Documents 225, 234 in brief 394 Maintain Customized Statement in brief 393 Maintain Customized Statements 220 Maintain G/L Accounts Dist File explanation of transaction types 200, 205 gathering information for 209 in brief 393 Maintain G/L Accounts Dist file gathering information for 199 Maintain Inventory Assemblies (IMA) and defining assemblies 465 brief description of 552 making corrections 508 running 508 when to use 526 Maintain Inventory Items (IMI) and defining assemblies 465 brief description of 551 entering information 496
686
Index M
Maintain Inventory Items and defining assemblies (contd) fields component item 470, 480 conversion factor 475 costing type 478 current cost 480 department code 473 extended description 474 item description 474 item number 473, 491 item type 473 last cost 481 LIFO and FIFO unit cost 488 location 475 negative quantity 478 on reorder report date 484 product code 474 purchased date 488 quantity-on-hand 486 receiving unit 475 reorder level 482 reorder quantity 483 selling 475 selling price 485 serial number 487 specific unit cost 487 tax status 481 vendor ID 476 vendor item number 477 year-through-lastperiod 486 using to correct errors 504 using to delete items 549 when to use 517 Maintain Inventory Options (IMO) allow changes/deletions 442 brief description of 552 current inventory generation number 444 explanation of 449 option descriptions 446 options force control reports 443 grand totals page 445 keep specific unit history 446 keep year-to-date detail 444 round prices 447 running 451 use menus 550, 564 user defined headings 448 Maintain Invoicing/Order Entry Options 185, 198 in brief 394 Maintain Purchase Order Notes 659 Maintain Purchase Order Options 589, 659 controller password 573 operator password 573 Maintain Sales Tax Records 212, 220, 384 in brief 393 Maintain Ship-to Addresses in brief 393, 394 Maintain Specific Unit History (IMZ) and optional date 546 brief description of 552 when to use 545 Maintain Vendors (AMM) in brief 125 in general 25 Maintain Vendors on the Fly 104 F-7 Maint 104 Maintenance Menu 658 Master vendor template 47 Measuring units 610 Menu illustration of one-level 668 Maintenance 658 Processing 660 Reports 662 Use 574 Menus and hot keys 156, 186 how to use 156, 185 Merchandise for direct shipment 600 Message on purchase order 640 Messages using for documents 189 Miscellaneous (1099 Form) 30 Miscellaneous costs adding comments 611 amount 611 defaults 588 description of 611 Mode expert 575 Modified purchase order 568, 615 Module options 572 allow changes/deletions 10 changing 8 controller password 8, 441, 573 current inventory generation number 444 descriptions 446 entering 19, 451 entering for A/R 178, 183 entering for Invoicing/Order Entry 196, 198 explanation of 440 file creation and 24
687
Index
Index
Module options (contd) force control reports 11, 443 gathering 153 gathering for A/R 178 grand totals page 445 in general 7 keep year-to-date detail 444 operator password 8, 573 other modules and 5 overview 152 round prices 447 setup forms 154 use menus 9, 442 what it does 124, 550, 564 user defined headings 448 Month to Begin 55 Monthly activities 98 checklist, 513 explanation of 510 work flow 544 Monthly Check Register (ARY) in brief 134 when to use 116 Monthly tasks description of 349 Months number to bill 55 Multiple menus 574
N
Name entering vendor 27 printing companys on an order 577 printing companys on check 17 Negative adjustments 548 Negative quantities and LIFO and FIFO functions 462
Negative quantity adjustments 548 and assemblies 534 and receipts 531 and sales 537 explanation of 478 sales, 537 New cost 580 item during receiving 581 items to Inventory 570, 579, 598 vendors to A/P 598 vendors to Accounts Payable 580 purchase orders, line items 616 Non-ordered items 581, 582 Non-stock item definition of 599 for services 599 Notes attaching to purchase orders 621 on purchase order 640 Notices Change Order 568, 650 change order 628 order cancellation 630, 650 Number of Months 55 Number of Months Billed 56 Numbers A/P account 70 accounts payable account 18 cash account 18 check 71 data file generation 12 federal 31 G/L account 34 G/L percent 35 invoice 67, 82 auto 53 item 617 Job 62 payer federal ID 16
Numbers (contd) purchase order 583, 603 telephone 28 using for inventory identification 457 vendor 27
O
Offsetting transactions when to use 320 On reorder report date explanation of 484 On-Order Report before you start 655 program for 655 running the program 655 similar reports 656 when to use 655 Open Credit or Specific Credit 81 Open credits example of 353 gathering info for 80 reconcile 349 reconciling 351 Open Invoices Report (ARI) in brief 131 when to use 108 Open Items Register Report 324 Open order purchase orders 615 Open Purchase Orders Report 665 and the Purchase Order Status Report 654 before you begin 654 program for 654 running the program 655 Operator password Accounts Receivable 155 and program access 9, 441, 573 explanation of 8, 573 in inventory 441
688
Index P
Optimize Invoicing/Order Entry files 383 Optimizing data files 653 Optional date and Maintain Specific Unit History (IMZ) 546 Optional information description of 26 Options 3 Order Cancellation Notice printing 650 Orders automatically fill 325 backorders how they work 346 creating templates 331 definition of 145, 330 deleting 318 editing 318 negative units available 582 Original Issue Discount 30 Overpayments handling 323 Overstated receipts 629 Patrons of Taxable Distributions Received From Cooperatives 30 Payer Federal ID Number 16 Payments applying 317 assign terms code for customers 249 correcting for errors 323 defining due date for 174 defining early discount terms 173 defining terms for customer 172 handling overpayments 323 making down 388 printing 1099 form of 30 repeating invoices for 25 Terms Code 5 174, 177 terms code for automatic transaction 294 terms code for customers 279 Terms Codes 1-4 172, 174 Peachtree Accounting converting to steps involved 235 how to start 178, 448 Period closing current 378 end of period activities 374 Period balances aging for customers 282 Period to date repor when to run 540 Periods and dunning messages 171 determining length for aging 170 number to bill for automatic transactions 296 Period-to-date and components 471 Phase Code 63 Phone numbers vendors 28 Physical inventory when to conduct 547 Physical Inventory Report (IRN) brief description of 559 when to use 547 Picking slip definition of 145 Positive adjustments 548 Post to G/L 160 Post to Job Cost 14 Post/Convert Documents 345 in brief 398 using 383 Postal Code 28 Posted invoices deleting 390 Posting A/P discounts 16 A/R transactions to G/L accounts 209 Accounts Payable explanation of 570 activity to G/L 14 activity to Job Cost 14 documents on hold 347 for customers on hold 347 invoices 356 repeating documents customer on hold 328 Prepaid (Y/N) 71 Prepaid invoices 71 Pre-printed check stubs 16 Preprinted forms 577 Previous period reports 103 Price updating for automatic transactions 315 Price code specific unit 329 Print service charge invoices 356
P
Packing slip definition of 145 Partial receipts correcting 629 entering 623 in general 600 Passwords and backing up 574 and backups 156 and restoring 574 changing 9, 441, 574 defining for A/R 155 deleting 9, 441, 574 explanation of controller 8 explanation of operator 8 Past Due Report 376 in brief 403 PATR 30
689
Index
Index
Print 1099s (AR1) in brief 137 when to use 120 Print A/P Checks (APP) in brief 128 when to use 109 Print check mask 94 Print Check Register (APK) in brief 128 when to use 109 Print Comment on Check Stub 17 Print Company Name on Check 17 Print Company Name on Purchase Order 577 Print Documents in brief 405 using messages for 189 when to use 341 Print On-the-Fly Options 585 Print Pre-Check Register (APH) in brief 128 Print Pre-check Register (APH) when to use 109 Print Purchase Orders 663 Printer assignment 7 setting paper to top of form 490 Printer Assignment 572 Printers set assignments explanation of 440 Printing A/R audit trail 158 A/R control reports 157 assembly components on reports 190 assign printers 153 change order notice 628 company name and address 578 control reports 576 customer documents 341 customer list 275
Printing (contd) customer statements 356 default format 192 document mask 627, 631 Document Register 343 documents for single entry session 193 G/L Account Dist. File Listing 386 Inventory Activity Report 344 Inventory Backorder Report 348 invoice alignment guide 334 list automatic transactions 316 list of customer accounts 382 list of sales tax codes 384 old reports 103 on-the-fly 585, 622, 641 options 622, 641 Open Items Register 324 order cancellation notice 568, 630 Past Due Report 376 purchase orders in general 568 Query Inventory Items (IPQ) report 538 Sales Tax Summary 371 selecting document default for Enter Invoice/Order/Quote 193 sending reports to alternate locations 304 skipping a customers statement or invoice 253 to disk 101 to window 101 Transaction Register 323 Printing Customer Statements 358 Processing Menu 660
Product code and Accounts Receivable 458 and Invoicing 458 and reports 514 explanation of 458, 474 Product codes 385 defining 206 distributing to accounts example of 417 for automatic transaction 292 Product Codes and Transaction Types entering combinations 210, 212 identifying with description 208 overview 198 Products and reports 514 definition of 453 explanation of 454 Program access and controller password 8, 441, 573 and operator password 8 using operator password 9, 441, 573 Programs Accounts Receivable accessing with passwords 155 Apply Payments 317, 321 Apply Service Charges 317, 354 Assemble/Disassemble Items (IPW) brief description of 554 explanation of 532 Assembly Items Reports (IRY) 508 brief description of 561
690
Index P
Programs (contd) brief description 124, 550, 563 Change Costing Type (IMT) brief description of 552 explanation of 525 Change Inventory Item Numbers (IMK) brief description of 551 explanation of 518 Change Inventory Item Prices (IMP) brief description of 552 explanation of 522 Close Current Period 378 Close Current Period (IPC) brief description of 554 explanation of 543 Create G/L Journal Entries 376 Customer Statements 356 Departmental Summary (IRD) brief description of 558 explanation of 540 Enter A/P Invoices 645, 661 Enter Inventory Transactions (IPE) brief description of 554 explanation of 528 Enter Receipts 642, 661 Enter/Change Purchase Orders 638, 650, 660 Enter/Change Transactions 316, 320 Enter/Process Repeating Documents 327 Programs (contd) Inventory Items to Order Report 637, 666 Inventory Price List (IRX) brief description of 557 explanation of 525 Inventory Status Report (IRS) brief description of 556 explanation of 541 Inventory Valuation Report (IRV) brief description of 557 explanation of 509 List Customers 382 List Inventory Items (IRL) brief description of 561 explanation of 503 Maintain Accounts Receivable Options 178 Maintain Automatic Transactions 289, 316 Maintain Customers 237, 311 Maintain Customized Documents 225, 234 Maintain Customized Statements 220 Maintain G/L Accounts Dist File, gathering info 199, 209 Maintain Inventory Assemblies (IMA) brief description of 552 explanation of 506 Maintain Inventory Items (IMI) brief description of 551 explanation of 490 Programs (contd) Maintain Inventory Options (IMO) brief description of 552 explanation of 449 Maintain Invoicing/Order Entry Options 185, 198 Maintain Purchase Order Notes 659 Maintain Purchase Order Options 659 Maintain Sales Tax Records 212, 220 Maintain Specific Unit History (IMZ) brief description of 552 explanation of 545 On-Order Report 655, 665 Open Purchase Orders Report 654, 665 Physical Inventory Report (IRN) explanation of 547 Post/Convert Documents 345 Print Documents 341 Print Purchase Orders 640, 663 Purchase Order Status Report 651, 664 Purge Closed and Canceled Purchase Orders 652 Purge Closed/Canceled Orders 658 Query A/P Vendors 648, 662 Query Customer Accounts 381 Query Inventory Items 385, 644, 661
691
Index
Index
Programs (contd) Query Inventory Items (IPQ) brief description of 553 explanation of 538 Receiving Check List 641, 664 Reconcile Open Credits 351 Reorder Items Report (IRR) brief description of 558 explanation of 539 shortcut codes 124, 550, 563 Specific Unit Items Reports (IRU) brief description of 563 explanation of 531, 545 To Date Reports (IRM) brief description of 560 explanation of 540 Transaction Register (IRB) brief description of 556 explanation of 541 Update Inventory 643, 661 Programs, Physical Inventory Report (IRN), brief description of 559 Purchase Order Accounts Payable and 5, 580 adding items to 581, 582 and entering receipts 528 canceling a 629 Change Order Notice 568, 601 changing 568
Purchase Order (contd) closing a 569, 575, 601 date 604 description 568 of entering 612 forms 568, 577 Grand Totals Page for 576 header 602 Inventory and 570, 579, 596 miscellaneous cost for 588 notes 621 notes on 640 numbers automatic 584 resetting 584 numbers, automatic 603 print on-the-fly 585, 622, 641 setup 570 status of a 615 verifying entries on a 626 when to setup 596 Purchase Order files creating 592 Purchase Order Status Report 664 before you start 652 program for 651 running the program 652 when to use 652 Purchase Orders printing extended descriptions 581 Purchased date explanation of 488 Purchaser 604 Purchasers Phone Number 586, 604 Purge inactive customer detail 381 Purge Closed and Canceled Purchase Orders and Purchase Order Status Report 653 before you start 653
Purge Closed and Canceled Purchase Orders (contd) program for 652 reviewing POs before purge 654 running the program 653 use to optimize data files 653 when to use 653 Purge Closed/Canceled Orders 658 Purge transactions 12 when allowed 444
Q
Quantity changing item 609 Enter Inventory Transactions (IPE) 530 explanation of 530 gathering information for 609 Quantity available and reports, 514 Quantity-on-hand and LIFO and FIFO items 495 and reports 514 correcting errors average cost items 504 FIFO items 505 LIFO items 505 specific unit costing items 505 standard cost items 504 entering using Enter Inventory Transactions (IPE) 503 explanation of 486 Query A/P Vendors 662 program for 648 running the program 649 when to use 648
692
Index R
Query Customer Accounts in brief 395, 397 using 381 Query Inventory Items 385, 579, 661 average and standard costing 644 before you start 644 in brief 397 LIFO or FIFO costing 645 running the program 644 tracking specific units 645 when to use 644 Query Inventory Items (IPQ) brief description of 553 printing 538 when to run 538 Query Vendors (APQ) in brief 127 when to use 120 Querying Documents 339 Quotes and serial numbers 330 converting 383 converting on hold 383 creating templates 331 definition of 145, 330 Receiving items for specific unit costing 601 non-stock 599 non-ordered items 581, 582 non-stock 568 partial order 600, 623 Receiving Check List 664 before you start 642 when to use 642 Receiving Unit 610 Receiving unit explanation of 475 Recipients of Taxable Distributions Received from Cooperatives 30 Reconcile open credits 349, 351 Reconcile Open Credits in brief 396 Reference Code (Specific Credit) 84 Reference Number 86 Reference number 67 Regular invoices 3 Regular activities 98 Regular customers defining account type 246 Reorder Items Report (IRR) brief description of 558 when to run 539 Reorder level explanation of 482 how to decide 482 Reorder quantity explanation of 483 how to choose 483 Repeating document processing for customer on hold 328 updating prices 328 Repeating documents processing 328 Report to G/L considerations for choosing 14 in general 14 Reports Aged Receivables Report 375 and products 514 and services 514 Assembly Items List 508 Assembly Items Reports (IRY) brief description of 561 common features 514, 634 Component Items Usage 508 control 490 defining customer name for 244 Departmental Summary (IRD) brief description of 558 when to run 540 description size 102 Document Register 343 for older generation 103 force control 576 forcing control explanation of 11 general features 304 general procedures for 101 grand totals 515, 635 how they sort 515 Inventory Activity 344 Inventory Backorder 348 Inventory Items to Order 637, 666 Inventory Price List (IRX) brief description of 557 when to run 525, 539
R
Ranges for numbering documents 194 Ratio 610 Receipts 642 description of 568, 642 entering into Purchase Order 528 entering reversing entries for 531 negative quantity 531 partial 600, 623 program for entering 642 when to enter 528 Receive by date 606
693
Index
Index
Reports (contd) Inventory Status Report (IRS) brief description of 556 when to run 541 Inventory Valuation Report (IRV) brief description of 557 when to run 509 List Customers 382 List Inventory Items (IRL) brief description of 561 when to run 503, 539 List Sales Tax Records 384 listing of automatic transactions 316 listing to printer, window, or disk 636 On-Order Report 655, 665 Open Items Register 324 Open Purchase Orders 665 Open Purchase Orders Report 654 option for grand totals 445 Past Due Report 376 Physical Inventory Report (IRN) brief description of 559 when to use 547 print previous period information 516 Print Purchase Orders 640 printing more than one range 515 preparation for 516 to disk 516 to printer 516 to window 516 printing A/R audit trail 158
Reports (contd) printing components for 190 printing prior period information 305 product code 514 Purchase Order Status 664 Purchase Order Status Report 651 quantity available 514 quantity-on-hand 514 Query Customer Accounts 382 Query Inventory Items 385 ranges and selections 514 Receiving Check List 641, 664 Reorder Items Report (IRR) brief description of 558 when to run 539 Sales Tax Summary 370 sending to alternate locations 304 size and type of paper 635 sort order 634 Specific Unit Items Reports (IRU) 545 brief description of 563 specific units on hand report 531 To Date Reports (IRM) brief description of 560 when to run 540 Transaction Register 323 Transaction Register (IRB) brief description of 556 when to run 541 units pending 514 updating before you print 635 using IQ to produce 306
Reports Menu 662 Required information 26 Resetting purchase order number 584 Restoring and passwords 156, 574 Restrict ability to change or delete items 575 entering costs at receipt 580 items at receipt 581, 582 Retirement Plans or Profit Sharing 30 Returns entering in Invoicing 531 entering reversing entries for 532 of LIFO or FIFO items 462, 532 when to enter 531 Reversing entry for receipts explanation of 531 for returns explanation of 532 for sales explanation of 537 Round prices 447
S
Sales and negative quantity 537 entering reversing entries for 537 of inventory items 536 of specific unit cost items 537 Sales Invoicing Quick Price Query 340 Sales Tax Summary 370 in brief 403 using to delete inactive sales tax codes 213
694
Index S
Sales taxes activating codes 384 activities 370 assign code for customers 249 calculating for automatic transactions 293 calculating on partial dollar amounts 217 code for ship-to address 259 deactivating codes 384 defining codes for 213 defining maximum taxable amounts 216 defining percentage 216 defining state, county, and city names 215 defining tax brackets 217 deleting codes 373 deleting inactive codes 213 entering information for 218 gathering information for 213, 218 print tax code list 384 taxable/exempt status 214 whether to calculate 281 Salesperson defining for customers 245 Search for vendor 603 Select Invoices for Payment 110 Select Invoices for Payment (APS) in brief 128 when to use 109 Selling price changing 524 explanation of 485 Selling Unit 610 Selling unit explanation of 475 Serial number and specific unit costing 463, 487 correcting errors 506 explanation of 487 Serial numbers and quotes 330 Service item type 599, 607 Service charges and customer types 164 applying 317, 354 applying to invoices using Enter/Change Transactions 319 assigning code for customers 252 calculating 166 determining amount or percentage 165 determining annual percentage rate 169 determining minimum amount 165 final run 355 including past charges 166 trial run 354 Services and Invoicing 565 and negative quantity 478 and reports 514 definition of 453 explanation of 454 used in assemblies 536 Set paper to top of form explanation of 490 Set printer assignments explanation of 440 Setup Forms information on printing 154 Setup forms printing from disk 440 Ship To 604 Ship Via 605 Default 587 Shipment drop 600 gathering information for 604 preferred carrier for 587 types of 587 Shipping types of carriers 605 Shipping ID for customer 258 Shipping point if F.O.B. 605 Ship-to address assigning for customers 251 entering for customers 258 Ship-to addresses assigning shipping carrier 252 gathering 257, 267 Short cut codes 3 Size and type of paper for reports 635 Sold To/Ship To Labels in brief 411 Sort order for reports 634 Special activities 649 Special Activities 3 Special activities 380 Special events checklist 513 description of 632 explanation of 510 work flow 549 Specific unit costing 601 Specific credits reference code for 84 Specific unit price code 329 Specific unit costing and assemblies 468 and serial number 487 and serial numbers 463 changing to another costing type 464
695
Index
Index
Specific unit costing (contd) correcting quantity errors 505 explanation of 460, 463 how assembly costs are calculated 469 keeping history 463, 545 purging history 545 using as default costing type 460 Specific unit costing item selling an item 537 Specific Unit Items Reports (IRU) brief description of 563 specific units on hand report when to run 531 specific units sold when to run 545 Specific units on hand report when to run 531 Standard cost explanation of 459 how assembly costs are calculated 469 using as default costing type 459 Starting Purchase Order Number 584 Statement activities 350 Statements and dunning messages 171 and dunning notices 252 and past service charges 166 customized entering info for 224 customizing 220 data options 221 headings 220 defining customer address for 244 defining customer name for 244 description of default fields 222
Statements (contd) for customers 356 print column headings 161 print company name 161 whether to print for a customer 253 Status 615 for automatic transactions 292 of customers 177, 254 of documents 336 of sales tax code 384 Status (A/I) 53, 60 Sub-assemblies disassembling 533 example of 467 Suggested information 26
T
TAB using in Enter Invoice/Order/Quote 334 Tasks 3 and making backups 306 checklists for A/R and Invoicing/Order Entry 306 daily 309, 325 Accounts Receivable 310 Invoicing/Order Entry 325 daily or weekly 99 defining 306 for special activities 380 monthly 349 yearly 380 Tax status explanation of 481 Taxes 217 Taxing authorities for automatic transactions 294 Telephone 1/Telephone 2 28
Telephone number defining for customers 245 Template customer definition of 145 document definition of 145 entering for customers 268 using for vendors 47 Template prices update 333 Templates creating for documents 331 Temporary customers defining account type 246 deleting 247 Temporary Vendor 29 Terms credit 588 freight 587 Terms code assign for customer invoice 249 for automatic transaction 294 for customer invoice 279 Terms Codes term code 5 177 term codes 1-4 174 terms code 5 174 terms codes 1-4 172 To Date Reports (IRM) brief description of 560 when to run 540 Transaction codes 385 and Transaction Register (IRB) 542 Transaction Cutoff Date Vendor Query 121 Transaction Register print final for period 374 Transaction Register (ART) in brief 132 when to use 115
696
Index U
Transaction Register (IRB) brief description of 556 transaction codes 542 when to run 541 Transaction Register Report 323 in brief 401 Transaction type Enter Inventory Transactions (IPE) 530 explanation of 530 Transaction types distributing to accounts example of 417 Transaction Types and Product Codes entering combinations 210, 212 identifying with description 208 overview 198 Transactions amount for automatic 293 amount on invoice 280 assign invoice number to 278 automatic 289 entering 298, 315 correcting errors 320 date they occur 279 date to begin generating automatically 297 deleting 318 determining tax calculations 214 determining when to delete 158 displaying cost 190 editing 318, 320 entering and changing 74 entering for customers 316, 320 explanation of types 200, 205 frequency for automatic 295 ID for automatic 290 Transactions (contd) keeping detail on file 158 keeping historical detail 247 product code for automatic 292 programs to use to enter 335 purging when allowed 444 relating to Job Cost 322 tracking customer 255 type for automatic 291 type for beginning balance 278 when A/R generates automatically 288 whether to calculate sales tax for 281 Transfer Vendor Name to G/L 15 Transferring vendor name to G/L 15 Transfers creating 377 Type of item 607, 616 Types of forms 30 Update price of automatic transactions 315 repeating document prices 328 template prices 333 Update A/P Checks (APU) in brief 128 when to use 109 Update from Accounts Receivable when to use 320 Update Inventory 661 before you start 643 effects on other modules 644 running the program 644 when to run 643 Updating before you print reports 635 Use Expanded Vendor Lookup 15 Use Menus 574, 657 explanation of 185 Use menus explanation of 9 Maintain Accounts Payable Options (AMO) entering 9 Maintain Inventory Options (IMO) entering 442 what it does 124, 550, 564 User definable fields 256 User Definable Headings 19 User definable headings 178
U
Understated receipts 629 UNDO 615 Unit of measure 610 specific cost 601 Unit Cost 609 default 582 Unit cost explanation of LIFO and FIFO 488 explanation of specific 487 Units pending and reports 514
V
Vendor 1099 form for 3, 29 adding new to A/P 570, 598 comments 610
697
Index
Index
Vendor (contd) contact name 29 entering general information 47, 48, 52 G/L account number 34 G/L percent 35 gathering information for 27 ID, gathering info for 603 master template 47 name 27 payment 25 payment to 570 sending Certificate of Compliance to 585 Change Order Notice to 601 Order Cancellation Notice 630 telephone 28 temporary 29 Vendor address changing 28 Vendor ID 27, 52, 67, 81 and A/P 476 changing 104, 126 explanation of 476 Vendor item number explanation of 477 Vendor Notes 106 CtrlF7-Notes 39 defining 39 using 106 Vendors change vendor ID 126 changing vendor ID 104 deleting 104 querying 120 Verifying entries 503 View items 616 VIEW DETAIL 617 Viewing inventory information 538
Void Checks (APU) in brief 129 when to use 123
W
Web address fields customer 256 vendor 38 Weekly tasks 99 Work flow 98 adding inventory items 517 assembling items 535 changing inventory items 518 closing current period 543 daily activities 517 defining assemblies 526 deleting discontinued items 549 disassembling items 532 entering adjustments 547 entering receipts 528 entering returns 531 entering sales 536 monthly activities 540, 544 physical inventory 547 setting up 510 special events 549 specific unit history 545
Year-through-last-period and components 471 explanation of 486 YTD keeping detailed information for 103 purchases calendar year 35
Y
Year end closing 543 Year end tasks 119 Year to date report when to run 540 Year-end close purging inactive customer detail 381 Yearly tasks 380
698

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Registration and Technical Support Information

Peachtree Software License Agreement

124 125 127 130 138 139

550 551 553 555 564 565

Using Accounts Payable

Controlling How Accounts Payable Works

Preparing Your Records for Use

Entering Your Vendors and Using the Master Template 47

Using Accounts Payable for Your Accounting Tasks

Peachtree Classic Accounting Users Guide

Frequently Asked Questions

What Accounts Payable Does for You

What Accounts Payable Does for You

Accounts Payable Overview

Accounts Payable Overview

Using Accounts Payable for Your Accounting Tasks

Frequently Asked Questions

If You Need Help. . .

How Accounts Payable Works with Other Peachtree Accounting Modules

Accounts Payable Overview

How Accounts Payable Information Flows

General Ledger Receives summary journals from Accounts Payable

Understanding Accounts Payable Options

Understanding Accounts Payable Options

Controlling How Accounts Payable Works

Controlling How Accounts Payable Works

Accounts Payable Options

Accounts Payable Options

Controlling How Accounts Payable Works

Accounts Payable Options

Controlling How Accounts Payable Works

Accounts Payable Options

Controlling How Accounts Payable Works

Accounts Payable Options

Controlling How Accounts Payable Works

Accounts Payable Options

Making ChangesYou can change this at any time.

Controlling How Accounts Payable Works

G/L Account Numbers tab

Entering Your Accounts Payable Options

Entering Your Accounts Payable Options

Making ChangesYou can make changes to these headings at any time.

Additional Information tab

User Definable Headings

Controlling How Accounts Payable Works

Entering Your Accounts Payable Options

Controlling How Accounts Payable Works

account numbers, which you probably will want to change

Entering Your Accounts Payable Options

Controlling How Accounts Payable Works

Preparing Your Records for Use

Preparing Your Records for Use

When to Start Using Accounts Payable

Information You Must Gather

Setting Up Your Vendors

When you assign a vendor ID, remember two things:

Maintain Vendor tab

Setting Up Your Vendors

Preparing Your Records for Use

Setting Up Your Vendors

Preparing Your Records for Use

Setting Up Your Vendors

Preparing Your Records for Use

Peachtree Classic User's Guide Volume1

Peachtree Classic User's Guide Volume1