Maintain Customer ID

                                        
                                    How to Maintain Customer Accounts

       

    

44)  From the above window we will click the “Maintain” select the 1^st option that is “Customers/Prospects”. We use this option because we have to know about our customer whom we deal or not.

    

45)  In the above window we give different “customer ID” to different customer. Our Customer ID might be same as our account ID. Then we have to give the company name. To give the detailed information of the customers we have to select  different options as under :-

a.      General

b.      Sales default

c.       Payment default 

d.      Custom fields

e.       History

In the first option namely “General” we give customer’s name against the “Contact”. The rest of the information relating to his/her address, contact numbers, the customer type in which we have to indicate whether he/she is our good or regular customer etc.  

 

 

46)  In the above window we fill up all the information regarding customer identity and press the button “Beginning Balance” the following window will open.

  

 

47)   In the above window the information regarding Invoice Number, Date as given in the Peachtree Software that is 02/01/12 to 02/29/12, Purchase Order Number, Amount of A/R given in General Ledger Trial Balance as on 02/29/12 relating to the relevant customer. Under the head A/R Account the ID of A/R given in the General Ledger Trial Balance.  

  

48)   In the above window we have filled the required information about Invoices for 105 Pasha Fabrics.

            

49)   In the above window we indicate the number of transactions made with Pasha Fabrics.

        
          

50)   In the above window we have created another customer namely “Gul Ahmad Fabrics” and followed the same process as given in Serial Number 47 to 49.

Now the other option which is “Sales Default” is selected. The software shows the following window.

 

51)  In the above window we show the account ID relating to sales i.e. 410 as given in window at Serial Number 37.  Then select the 3^rd option that is “Payment Default”.  The following window will appears.

             

52)   In the above window we give information regarding the customer credit card and all the payment methods use by him. Select the 4^th option that is “Custom Field” the following window will appear.

 

53)  In the above window further details asked for about the customer are given. Now we select the 5^th option that is “History. Software shows the following window.       

                         

54)  In the above window we have to give the customer history that this customer is dealing with or associate with our company since…… his or her last invoice number that when he deal with your company last time. After each and every step we have to press “Alt + S” to save the document or to save the customer information.

55)  The same process goes on to make another customer. To check the “Customer Ledger” the following procedure will apply.

Open An Existing Company

 


                                                        Open An Existing Company

 27)  As we successfully created our company. Now close the above window. Again we open the Peachtree Software and we confront the following window.

   

28)  The process we are going to start in this window relates to the opening of our newly established company in the Peachtree Software. For that matter we click the first option that is “Open an Existing Company”.

29)  After clicking the “open an existing company” the software displays the above window wherein we click the button “Browse” to open our recently created company. The following window appears on the screen.

30)  In the above window names of different companies along with various directories and drivers, wherein we have save the entire information about the company, are given. To select our company we have to visit the relevant “drive” and find it in the “Z” drive.

Must Remember:- We always save our important data or important documents in the “Z” drive because it is easy to access and safe. On the other hand if we save our information in the “C” drive it will neither be   good or secure. In case if we install the window again or the window is corrupt due to any reason (virus etc) your “c” drive will remove.  That’s why we always save our data in the Z drive.

31)  From the above window I will go for the driver’s option shown in the extreme right side of the window wherein I select the 4^th option which is “Z”.

32)  Now “Z” drive is selected to open the relevant information about the newly created company. In the directory two folders are given wherein. This option appears in case we save our data on the main of the Z drive. In this case no other folder will appear.

Must Remember:- In case we save our data in the “Z” drive and make another folder namely “Computerize Accounting”therein. In this situation we go into the Computerize Accounting folder and there we find the name of our company. Now the directory shows 3 folders as below 1)      Z 2)      Computerize Accounting 3)      Company name

33)   In this above window we opt to click “Z” from the directories and the software displays our company name.      

34)  Now we click on our company name and the following window will appears.

Chart of Accounts

Chart of Accounts

35)  On the left side of the window various options are given at the top of which we click the 3^rd one that is “Maintain” when this option was clicked the software showed different items in the bar of which we select and click the 4^th item namely “Chart of Accounts”.  The following window now appears.  

  

36)  In the above window we will put the Chart of Accounts of our company. To record data we have to give the Account ID its Description and Account type. The example of which is given below:-

Account ID 100 Description Petty cash Account type Cash

The procedure of recording the data is that we give the Account ID then press the button “Tab” we directly come to the description and write the Description. Similarly when the button “Tab” is again pressed we come to the “Account Type”. To save this information we press the button “Alt + S”. Another way to save the information is to click the 2^nd option “Save” given on the top of the window at its left side. For selecting the type of account the relevant first alphabet letter of the groups of the accounts is pressed from the keyboard. This will show us all the accounts starting with the same alphabet.

For example In case our Account type is Accounts Payable we press the button “L” to search the same. Because account payable is our liability.

                       

                              

37)  In the above window we will click the “magnifying glass” and the above screen will appear to enable us to check and confirm that the chart of accounts have been saved correctly/properly. In case there be any error or mistake in the chart of accounts we can rectify the same by closing the existing window and reverting back to “Maintain” to reopen the “charts of accounts” wherein the mistake or error can be rectified. The following window now appears.

38)  The 4^th option at the top of the window is about the changing of ID in case the ID is wrongly mentioned. To activate this option the correct ID will be mentioned by selecting from the existing chart of accounts and click the “Change ID” button. The following window will now appear.

39)  In the above window which shows “Change Account ID” the incorrect ID will be mentioned against the “Current Account ID” while the corrected account will be written against “Enter New Account ID”.

For Example:- If the petty cash account ID which are 109 is wrongly mentioned we can correct it by following the above method. The correction made can be confirmed by reverting back to magnifying glass.

The 3^rd option “Delete” at the top of this window relates to deleting the chart of accounts etc. we write the account Id of that account which we want to delete. Then we click this option the account is deleted.  Similarly if new account is to be added we click the 5^th option namely “New” and the new account is incorporated in the chart of accounts. To confirm the corrections made again go to the magnifying glass and check that the relevant correction has been made. The next option “Inactive” is used to deactivate certain accounts for certain period which are thought to be reactivated in the near future. To confirm the change made by us the following procedure will apply.

40)  On the left side of the window various options are given at the top of which we click the 7^th one that is “Report”. This option when clicked the software showed different items in the bar of which we select and click the 4^th item namely “General Ledger”. After clicking general ledger another window opens wherefrom we select the option namely “Chart of Accounts”.  There from we shift to another window which displays the chart of accounts which we loaded in the software.  This process we do to confirm whether the chart of account that was inactivated still exists or not.

                                         

41)  In the window “ Maintain Chart of Accounts” there is another option titled “Beginning Balance” when we click this option the above window appears  from which we select the 2^nd option that is “From 1/1/11” it means that we started entering data from “March” and we need the trial balance of “January” that’s why we select the 2^nd option. After selecting this option the following window appears

42)  In this above window we put beginning balances of our trial balance and at the end the balances of both Debit and Credit side must be equal. If your balances is not matched then the computer shows you the massage that tells you that your balance is not matched and computer automatically manage so that your balance must be equal.

           

43)  To check the trial balance above procedure will apply.

set up of a new company

Ayesha waheed

L3f09 bcom2512

Set up of a company

1)      To set up a new company in Peachtree we open the software and the following screen will appear.

From this screen click on “set up a new company ” . A wizard will start from this introductory window.

2)      In the above introductory window the software will ask about the company’s name, address, chart of accounts, the accounting method, the posting method and its accounting periods. To continue we have to click the button “next”.

3)      In the above window we press the button “ next “ for the company’s information relating to its name, location, contact number (Email, Fax, Telephone, Website) and  the type of business whether it is a sole, partnership or public limited liability company etc.

4)      In the above window titled “company information” the required information is filled up. And we press the button “next” and entered the following window captioned “Chart of Accounts”.

5)      In the above window we find several methods for setting up our new company of which we have to select anyone of them. The chart of accounts are already given in this software wherein the first option is about the start of a new company that might be retail, manufacturing and other types; given in the 1^st link of the aforesaid window. The chart of accounts of these types of companies is already given in it. After selecting the 1^st option we press the button “next” .

6)      We find available chart of accounts of the types of the companies namely Retail, Service, Construction, Manufacturing and Distribution. Selecting the required company we click on its “view chart of accounts”.

7)      In this case we select the retail company and get the above chart of accounts. Similarly we will follow the same process for service, construction, manufacturing and Distribution Company, if selected.  After closing the relevant chart of accounts we press the button “back” and select the 2^nd option.

8)      We revert to window “Chart of Accounts” again after pressing the button “back”. Now we go for the 2^nd option i.e. “Set up a new company using extensive chart of accounts from one of many sample companies” in this chart of accounts of different companies can be consulted and used as per requirement. Now press the button “next”.

9)      Here we get a list of different companies to be consulted and after selecting one of them we press the button “view Chart of Accounts” of the relevant company. Similarly we will follow the same process for other companies in which we are interested for consultation.

10)  We press the button “view chart of accounts” and get the chart of accounts of the selected company as shown above. We will follow the same process for getting the chart of accounts of different companies, if needed. Thereafter we close this window and press the button “Back” and visit the following window.

11)  In the above window we go for the 3^rd option. Here we find the companies already made in the Peachtree software. We copy the settings from an existing Peachtree Accounting Company. Now press the button “Next”

12)  In this window we find the chart of accounts and out of the available companies we select the desired Peachtree Accounting Company.

13) When we click the selected company we get its chart of accounts and after selecting one of them we press the button “view chart of accounts” to use it. Thereafter we again “revert” to the window namely the “Chart of Accounts “to select the 4^th option.

14)  Now we select the 4^th option wherein we are required to convert a company from another accounting program to Peachtree Accounting program. Then we press the button “Next”

15)  Now the “Accounting Method” window is displayed wherein Peachtree software provides the two accounting methods namely Accrual or Cash Basis to run the business. Methods once selected shall have to be continued and could not be changed. In this case we select the Accrual Basis accounting method and press the button “Next”.

16)  After pressing the button “next” the software displays the “Posting Method” window which consist of two methods namely Real Time or Batch, which are defined as under, to process transactions.

                                                           i.          Real Time means at that time when you post your entries into ledger accounts most companies use this system.

                                                         ii.           Batch means that transaction are saved by the program and then posted in a group. This method allows you to registers and analyzes a group of transactions before posting the journal.
                                 These posting methods can be change at any time. Here the real time posting method is selected. Now press the button “Next”.

17)   In the above window the “Accounting Periods” to be followed are given. These are 12 monthly accounting periods and Accounting periods that do not match the calendar months.  These periods are units of time that divide your fiscal year for reporting purposes. Now we select the 1^st option to process the accounts. Now press the button “Next”.

18)  In this window the software provides information about the “Monthly Accounting Periods”. Usually, a company fiscal year begins in January and ends in December but it can be changed to any other period.

Example A company’s fiscal year may begins in July and end in June next year.

In option 1 the fiscal year will start from January 01, 2012 to December 31, 2012 and the first month of data entering is February 2012. Now press the button “Next”.

19)  Now we press the button “Finish” to complete the process. And if we want to go for 5^th and the last option we press the button “Back”.

20)  The software again displays the window relating to the “Chart of Accounts”. Now we consider the 5^th option namely “Build Your Own Company”.

Peachtree provides several methods for setting up new companies. To move forward we press the button “Next”.

21)  Now the “Accounting Method” window is displayed wherein Peachtree software provides the two accounting methods namely Accrual or Cash Basis to run the business. Methods once selected shall have to be continued and could not be changed. In this case we select the Cash Basis accounting method and press the button “Next”.

22)  After pressing the button “next” the software displays the “Posting Method” window which consist of two methods namely Real Time or Batch, which are defined as under, to process transactions.

                                                       iii.            Real Time means at that time when you post your entries into ledger accounts most companies use this system.

                                                       iv.            Batch means that transaction are saved by the program and then posted in a group. This method allows you to registers and analyzes a group of transactions before posting the journal.

These posting methods can be change at any time. Here the Real Time posting method is selected. Now press the button “Next”.

23)   In the above window the “Accounting Periods” to be followed are given. These are 12 monthly accounting periods and Accounting periods that do not match the calendar months.  These periods are units of time that divide your fiscal year for reporting purposes. Now we select the 2^nd option to process the accounts. Now press the button “Next”.

24)  In the “Custom Accounting” window we are required to provide information about accounting period, fiscal year, payroll etc. we have to fill up all the aforesaid information. Then press the button “Next”.

26)  By pressing “next” we get this window of congratulations because we completed the required  information for setting up a Peachtree Accounting company. To finish the wizard press the button “Finish”.   The following window will now appear.

                               

                              As we successfully created our company. Now close the above window.