PEACHTREE -- Quotes/Sales Orders

Quotes/Sales Orders

Quotes/Sales Orders option is located in ‘Tasks’ menu of menu bar.

Quotes

For entering quotation to the sales orders, we select ‘Quotes’ from ‘Tasks’ menu on menu bar.

As we select ‘Quotes’ from ‘Tasks’ menu on menu bar, the following default window will appear:

The above window includes the following:

Ø Customer ID (Here the ID of customer will be entered)

Ø Quotes: (These two arrows right and left are used to switch b/w the different quotes for different customers )

Ø Date (Indicate the starting date for this Quote)

Ø Good thru: (Indicates the ending date for this quote)

Ø Quote no: (Will be the any proposed ID for our quote)

Ø Quantity: (Here the total quantity will be entered for which we are setting the quotes)

Ø Item: (Here the ID of inventory item will be entered)

Ø Description: (After selecting the item ID here automatically the name of inventory item will be displayed)

Ø Unit cost: (The unit cost will be entered here)

Ø Amount: (Here automatically the total amount will be displayed)

If the customer does not exist then we have to maintain a new Customer ID we then click on the ‘NEW’ button which is in the drop down list. We then repeat the step of Maintain Customer ID to maintain a new customer.

  

To open an existing Quote we click on the ‘OPEN’ button the above screen will appear. Now we select the desired account from the list and then by choosing it click on the OK button the Quote will then be shown in the screen and we can add any detail or want to do any amendments in it can do it.

Convert Quote to Sales Order

In order to convert quotations into sales order first we make quotations and save it. Then we click on ‘OPEN’ button and select saved customer. Then we click on ‘CONVERT’ button in menu bar of Quotations. The following window will open:

         

In the above menu we select an option of ‘Sales Order’. And we enter particular sale order number and click ‘OK’.

Sales Orders

For entering the sales orders, we select ‘Quotes/Sales Orders >> Sales Order’ from ‘Tasks’ menu on menu bar.

Now we select a particular customer from customer’s database.

The ‘Sales Order’ window includes the following:

Ø Customer id: (Here the customer ID will be entered that can be viewed from the magnifies glass following this field )

Ø Sales order: (Here the two right & left arrow sign use to switch b/w the various sales order )

Ø Date: (Here the starting will be from which this order will be effective)

Ø Ship by: (Here the date will be entered when the goods will be shipped to customer)

Ø Customer PO: (Here the purchase order will be entered which send by the customer to us)

Ø Quantity: (Here the total quantity will be entered for which we are setting the sales order)

Ø Item: (Here the ID of inventory item will be entered which is ordered.)

Ø Description: (After selecting the item ID, here automatically the name of inventory item will be displayed)

Ø Unit cost: (The unit cost will be entered here.)

Ø Amount: (Here automatically the total amount will be displayed)

If we want to maintain a new Customer ID we then click on the ‘NEW’ button which is in the drop down list. We then repeat the step of Maintain Customer ID to maintain a new customer.

PEACHTREE -- DEFAULT INFORMATION INVENTORY ITEMS

DEFAULT INFORMATION INVENTORY ITEMS

In order to maintain ‘default information’ for inventory record, we click on “MAINTAIN” on menu bar and then we click on “INVENTORY ITEMS” in “DEFAULT INFORMATION”.

The very first tag which will appear when we click “Default Information >> Inventory Items” is “GENERAL”.

The ‘general’ tab includes:

Ø Setting default information for UPC / SKU.

Ø Setting default information for Quantity Available.

Ø Sales Invoice Out of stock warning message setting.

Ø Sales order out of stock warning message setting.

The next tab is ‘GL Accts/Costing’. In this tab we set default information about costing method for inventory items like LIFO , FIFO , Average.

The next tab is ‘Taxes/Shipping’. Tax type is used to classify sales taxes for state reporting while ship method is used for shipping on invoices.

The next tab is “CUSTOM FIELDS’. This tab includes secondary information about the inventory item.

The next tab is ‘Price Levels’. Price levels are used in sales transactions to establish different item pricing strategies. Enter the price level name. Now click the edit button to set up the price level’s default calculation.

PEACHTREE -- INVENTORY ITEMS

INVENTORY ITEMS

In order to maintain inventory record, we click on “MAINTAIN” on menu bar and then we click on “INVENTORY ITEMS”.

The following default screen will appear as we click on ‘Inventory Items’:

In Case of “STOCK ITEM” (item class) :

The “GENERAL” tab will appear as default in inventory records. This tab includes the following options:

Ø Item ID ( a particular ID is given to each item. It may be numeric or alphanumeric )

Ø Description ( The name or description of particular item )

Ø Inactive

Ø Subject to commission

Ø Price Level 1

Ø Item Tax Type

Ø Last Unit Cost

Ø Cost Method ( includes FIFO , LIFO , Average )

Ø UPC / SKU

Ø Item Type

Ø Location ( here we will enter the location of inventory item where that item is placed )

Ø Unit/Measure

Ø Weight ( weight of particular inventory item )

Ø GL Sales Acct ( we click on magnifying glass and select “SALES ACCOUNT” from ‘Chart of Accounts’ )

Ø GL Inventory Acct ( here we click on magnifying glass and select “INVENTORY ACCOUNT” from ‘Chart of Accounts’. As we are dealing with perpetual inventory system )

Ø GL Cost of sales Acct ( we click on magnifying glass and select “COST OF SALES ACCOUNT” from ‘Chart of Accounts’ )

Ø Beginning Balances

The next tab is “CUSTOM FIELDS”. In this tab we will enter extra information.

The next tab is “HISTORY”. This includes the sale and purchase history of particular inventory item.

In Case of “MASTER STOCK ITEM”( item class ):

The “GENERAL” tab includes the following options:

Ø Price Level 1

Ø Item Tax Type

Ø Cost Method

Ø Item Type

Ø Location

Ø Unit/Measure

Ø Weight

Ø GL Sales Acct

Ø GL Inventory Acct

Ø GL Cost of Sales Acct

The next tab is of “CUSTOM FIELDS”, which have same options as described earlier.

The next tab is “ITEM ATTRIBUTES” related to particular inventory item.

In Case of “NON STOCK ITEM ( item class )”:

The “GENERAL” tab will appear as we select ‘Non-stock item’ in ‘item class’. This ‘General’ tab includes:

Ø Item ID ( a particular ID is given to each inventory item, it may be numeric or alphanumeric )

Ø Description ( description or name of particular inventory item )

Ø Price Level 1 ( price levels for particular inventory item are set )

Ø Item Tax Type

Ø Last Unit Cost

Ø UPC / SKU

Ø Item Type

Ø Location ( the place at which that particular inventory item is placed. e.g, warehouse )

Ø Unit/Measure

Ø Weight

Ø GL Sales Acct ( we click on magnifying glass and select ‘Sales’ account from chart of accounts )

Ø GL Salary / Wages Acct ( we click on magnifying glass and select ‘wages’ or ‘salary’ expense account from chart of accounts )

Ø GL Cost of sales Acct ( we click on magnifying glass and select ‘cost of sales’ account from chart of accounts )

The next tab in ‘non-stock item class’ is “CUSTOM FIELDS’. This tab includes secondary information of particular vendor from whom we purchase the particular inventory item.

The next tab in ‘Non-stock item class’ is “HISTORY” tab. This includes the complete record of particular inventory item regarding its sold and purchased units.

In Case of “DESCRIPTION ONLY”(item class):

The “GENERAL” tab will appear as we select ‘Description only’ as ‘Item Class’.

The “GENERAL” tab includes the following:

Ø Item ID ( a particular ID is given to each inventory item, it may be numeric or alphanumeric )

Ø Description ( description or name of particular inventory item )

Ø Item Type

The next tab in ‘description only item class’ is “CUSTOM FIELDS’. This tab includes secondary information of particular vendor from whom we purchase the particular inventory item.

The next tab in ‘Description only item class’ is “HISTORY” tab. This includes the complete record of particular inventory item regarding its sold and purchased units.

In Case of “SERVICE”(item class):

The “GENERAL” tab will appear as we select ‘Service’ as item class.

The ‘General’ tab in ‘Service’ item class includes:

Ø Item ID ( a particular ID is given to each inventory item, it may be numeric or alphanumeric )

Ø Description ( description or name of particular inventory item )

Ø Price Level 1 ( price levels for particular inventory item are set )

Ø Item Tax Type

Ø Last Unit Cost

Ø UPC / SKU

Ø Item Type

Ø Location ( the place at which that particular inventory item is placed. e.g, warehouse )

Ø Unit/Measure

Ø GL Sales Acct ( we click on magnifying glass and select ‘Sales’ account from chart of accounts )

Ø GL Salary / Wages Acct ( we click on magnifying glass and select ‘wages’ or ‘salary’ expense account from chart of accounts )

Ø GL Cost of sales Acct ( we click on magnifying glass and select ‘cost of sales’ account from chart of accounts )

The next tab in ‘Service item class’ is “CUSTOM FIELDS’. This tab includes secondary information of particular vendor from whom we purchase the particular inventory item.

The next tab in ‘Service item class’ is “HISTORY” tab. This includes the complete record of particular inventory item regarding its sold and purchased units.

In Case of “LABOR”(item class):

The “GENERAL” tab will appear as we select ‘Labor’ as item class.

The ‘General’ tab in ‘Labor’ item class includes:

Ø Item ID ( a particular ID is given to each inventory item, it may be numeric or alphanumeric )

Ø Description ( description or name of particular inventory item )

Ø Price Level 1 ( price levels for particular inventory item are set )

Ø Item Tax Type

Ø Last Unit Cost

Ø UPC / SKU

Ø Item Type

Ø Location ( the place at which that particular inventory item is placed. e.g, warehouse )

Ø Unit/Measure

Ø GL Sales Acct ( we click on magnifying glass and select ‘Sales’ account from chart of accounts )

Ø GL Salary / Wages Acct ( we click on magnifying glass and select ‘wages’ or ‘salary’ expense account from chart of accounts )

Ø GL Cost of sales Acct ( we click on magnifying glass and select ‘cost of sales’ account from chart of accounts )

The next tab in ‘Labor item class’ is “CUSTOM FIELDS’. This tab includes secondary information of particular vendor from whom we purchase the particular inventory item.

The next tab in ‘Labor item class’ is “HISTORY” tab. This includes the complete record of particular inventory item regarding its sold and purchased units.

In Case of “ASSEMBLY”(item class):

The “GENERAL” tab will appear as we select “ASSEMBLY” as item class.

The ‘General’ tab in ‘Assembly’ item class includes:

Ø Item ID ( a particular ID is given to each inventory item, it may be numeric or alphanumeric )

Ø Description ( description or name of particular inventory item )

Ø Price Level 1 ( price levels for particular inventory item are set )

Ø Item Tax Type

Ø Cost Method ( we have to select either use ‘FIFO’ , ‘LIFO’ or ‘Average’ method of costing )

Ø UPC / SKU

Ø Item Type

Ø Location ( the place at which that particular inventory item is placed. e.g, warehouse )

Ø Unit/Measure

Ø Weight

Ø GL Sales Acct ( we click on magnifying glass and select ‘Sales’ account from chart of accounts )

Ø GL Inventory Acct ( we click on magnifying glass and select ‘Finished goods Inventory’ account from chart of accounts )

Ø GL Cost of sales Acct ( we click on magnifying glass and select ‘cost of sales’ account from chart of accounts )

Ø Minimum Stock

Ø Reorder Quantity

Ø Beginning Balance

The next tab in ‘Assembly item class’ is “CUSTOM FIELDS’. This tab includes secondary information of particular vendor from whom we purchase the particular inventory item.

The next tab in ‘Assembly item class’ is “HISTORY” tab. This includes the complete record of particular inventory item regarding its sold and purchased units.

The next tab in ‘Assembly’ item class is “Bill Of Materials”. This includes requisition description of particular inventory item with ID.

In Case of “ACTIVITY ITEM”(item class):

As we select “ACTIVITY ITEM” as item class the following ‘General’ tab will appear as default:

The ‘general’ tab in ‘Activity item’ includes the following:

Ø Item ID ( a particular ID is given to each inventory item, it may be numeric or alphanumeric )

Ø Description ( description or name of particular inventory item )

Ø Billing Rate # 1

Ø Item Tax Type

Ø UPC / SKU

Ø Item Type

Ø Location ( the place at which that particular inventory item is placed. e.g, warehouse )

Ø Unit/Measure

Ø GL Income Acct ( we click on magnifying glass and select ‘Income ’ account from chart of accounts )

The next tab in ‘Activity item class’ is “CUSTOM FIELDS’. This tab includes secondary information of particular vendor from whom we purchase the particular inventory item.

The next tab in ‘Activity item class’ is “HISTORY” tab. This includes the complete record of particular inventory item regarding its sold and purchased units.

In Case of “CHARGE ITEM”(item class):

As we select “CHARGE ITEM” as item class the ‘General’ tab will appear as default.

The ‘general’ tab in ‘Charge Item’ item class includes:

Ø Item ID ( a particular ID is given to each inventory item, it may be numeric or alphanumeric )

Ø Description ( description or name of particular inventory item )

Ø Price Level 1

Ø Item Tax Type

Ø UPC / SKU

Ø Item Type

Ø Location ( the place at which that particular inventory item is placed. e.g, warehouse )

Ø Unit/Measure

Ø GL Income Acct ( we click on magnifying glass and select ‘Income ’ account from chart of accounts )

The next tab in ‘Charge item class’ is “CUSTOM FIELDS’. This tab includes secondary information of particular vendor from whom we purchase the particular inventory item.

The next tab in ‘Charge item class’ is “HISTORY” tab. This includes the complete record of particular inventory item regarding its sold and purchased units.