Peach-tree. Sales Invoicing

SALES / INVOICING

            Sales invoices are used to enter the inventory items or finished goods which are being sold to the customer. Following are the steps to guide that how to create sales invoice

Step no 1. First of all go to task menu bar and click on “Sales invoicing”.

The following window will appear.

Step no 2. First thing is to enter the “customer ID” in customer ID field. It is the ID of the customer to whom the sales have been made. When you select the customer the bill to field will show the detail of the customer.

Step no 3. When user selects the customer “Ship to” field will be filled with the address of customer where the shipment was sent.

Step no 4. Enter the date on which the sales invoice is issued in “Date” field.

Step no 5. Enter the invoice number in “Invoice no” field. This field is used to give a unique or different code to each invoice for identification and avoid repetition in issuance to the customers.

Step no 6. Customer purchase order number is entered in the “Customer Po” field.

Step no 7. Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 8. Enter the date when the goods are shipped or expecting to be shipped in the “Ship date” field.

Step no 9. The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 10. The sales representative ID can also be entered in “Sales Rep” field.

When you will enter the customer’s ID, if there is any sales order issued to that customer than the below given tab “Apply to sales order” will also be enabled. Otherwise only the tab “Apply to sales” will be enabled.

If you are making an invoice against the sales order issued to the customer than the following steps will be followed.

Step no 11. Select the sales order number from drop down list on the Apply to sales order tab against the goods which are being sold as shown in given below pictures.

Step no 12. When you select the sale order number the remaining fields will be automatically filled.

Step no 13. Enter the quantity of items for sales order in “Quantity” field.

Step no 14. Description of item will automatically fill as default in “Description” field.

Step no 15. Enter the per unit price of the item in “Unit price” field.

Step no 16. “Amount field” will automatically fill as you select the unit price.

Step no 17. User can also enter the freight amount in “Freight” field.

Step no 18. Click the “Save” button to save the transaction

When the goods are sold to the customers without issuing any Sale Order than select the “apply to sales” Tab.

Step no 19. Enter the number of items being sold in the “Quantity” field.

Step no 20. Enter the item ID in “Item” field of good which you are selling, the description tab will be filled automatically.

Step no 21. Enter the per unit price of the item in “Unit price” field.

Step no 22. “Amount field” will automatically fill as you select the unit price.

Step no 23. User can also enter the freight amount in “Freight” field.

Step no 24. Click on the “Save” button to save the transaction

When you click on the save button if a warning message is shown by the system its states that your customer credit limit is less and your transaction include more amount as compare to his credit limit. As you click on “Ok” the transaction will be saved.

Peachtree. Quotes and Sales Order

QUOTES

           “Quotes” is the quotation which is issued by seller to the buyer on buyer demand. It’s like an offer which seller gives to buyer. It consists of details of per unit price, description of the good and the quantity of the good.

Now here is the procedure that how user can create or issued “Sales quotes”.

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

As you select the quotes the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of quotation is to enter the “Customer ID” of that customer for whom this quotation he is creating.

In case there is no customer user can create it while cursor is blinking in customer ID field user have to simply press the “+” key or “Double click” or click on magnifier glass and click on “New” button. Maintaining customer screen will appear in which user can create a new customer.

Step no 3: When user create and select the customer “Ship to” field will be filled with the address of customer where the shipment will be send.

Step no 4: Enter the date on which the quotation are issued in “Date” field.

Step no 5: Enter the date on which this quotation will expire in “Good thru” field.

Step no 6: Enter the reference number in “Quote no” field. This field is used to give a unique or different code to each quotation for identification and avoid repetition in issuance to the customers.

Step no 7: Customer purchase order number can also be entered in “Customer PO” field.

Step no 8: Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 9: The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 10: The sales representative ID can also be entered in “Sales Rep” field.

Step no 11: Enter the quantity of items for quotation in “Quantity” field.

Step no 12: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 13: Description of item will automatically fill as default in “Description” field.

Step no 14: Enter the per unit price of the item in “Unit price” field.

Step no 15: User can also enter the freight amount in “Freight” field.

Step no 16: Click on the “Save” button to save the quotes.

SALES ORDER

A seller-generated document that authorizes sale of the specified item(s), issued after receipt of a customer's purchase order. A sales order usually implies that there will be no additional labor or material cost incurred for the sale, except where it is used to initiate a production process.

Now here is the procedure that how user can create or issue a sales order. User can issue a new order or can also convert the quote into sales order.

CONVERT QUOTES INTO SALES ORDER:

In order to convert the quotes into sales order the following steps must be followed:

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

Step no 2: Click on the “Open” button. A window will appear select the quote you want to convert and click on the “Ok” button.

Step no 3: The selected quote will open now click on “Convert” button and following screen will appear.

Step no 4: Select the “Sales order” button in order to convert the selected quote into sale order.

Step no 5: Click on the “Ok” to save the sales order.

NEW SALES ORDER:

In order to issue a new sales order the following steps must be followed:

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Sales Order”.

As you select the “Sales Order” the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of sales order is to enter the “Customer ID” of that customer for whom this sales order he is creating.

In case there is no customer user can create it while cursor is blinking in customer ID field user have to simply press the “+” key or “Double click” or click on magnifier glass and click on “New” button. Maintaining customer screen will appear in which user can create a new customer.

Step no 3: When user create and select the customer “Ship to” field will be filled with the address of customer where the shipment will be send.

Step no 4: Enter the date on which the sales order are issued in “Date” field.

Step no 5: Enter the date on which this sales order will be dispatched or send from the company in “Ship By” field.

Step no 6: Enter the reference number in “So no” field. This field is used to give a unique or different code to each sales order for identification and avoid repetition in issuance to the customers.

Step no 7: Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 8: The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 9: The sales representative ID can also be entered in “Sales Rep” field.

Step no 10: Enter the quantity of items for sales order in “Quantity” field.

Step no 11: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 12: Description of item will automatically fill as default in “Description” field.

Step no 13: Enter the per unit price of the item in “Unit price” field.

Step no 14: User can also enter the freight amount in “Freight” field.

Step no 16: Click on the “Save” button to save the sales order.

Peachtree. Maintain inventory items

MAINTAIN INVENTORY ITEMS

As we started business for making transactions before we make transactions we have to set up our inventory. In order to setting up an inventory we will follow the following procedure

.

Step No 1. First we will go to maintain menu and select the ‘Inventory item’ from maintain menu.

Step No 2.  As you click on inventory item the following screen will appear with five different tabs. In this window user can maintain inventory items. The following process will help him out.

Ø  Give Item ID

Ø  Give the Description

Ø  Provide general ledger sales account

Ø   Provide the inventory account

Ø  Provide the cost of sales account

Ø  Click on save button

The field tab will be changed according to the selected item class.

After entering the necessary account the user will click on “Save” button. As you successfully created the inventory items now you click on “Beginning balance” for enter the beginning balances. As you click on it the following screen will appear.

As you enter item id you’ll be able to enter quantity, unit cost and total cost. After entering all the balances for saving them you have to click on “Ok” for save them.

Item Class:

                        On the right side of the window there is item class tab, and in that tab user can select eight different types of items.

Maintaining Assembly Item:

                                              This class is used for items which are consisting on different components that must be built. Such as for assembling a computer we need Ram, Hard disk, Casing, Mother board, Power supply, CD Rom, etc. CPU will be considered as   assembly item and the components of it will be saved as the stock item.

For maintaining the assembly the process is given below.

                                           

In order to maintain assembly item first give item ID and then description after that select the item class as assembly in maintain inventory item than the bill of material tab field will appear you just enter account IDs and after savin it you will be enable to enter the beginning balnces in it.

After entering the item ID and description, enter the GL sales account, GL inventory account and GL cost of sales account and the unit measure in general field tab.  After that you have to enter in bills of material tab that for an assembling an item which components are required in how many quantity and the components are already available in stock item. After all that you just click on save or if you want to enter beginning balance of assembly item click on “Beginning balance” the bill of material tab will appear in which you can enter all the balances.

At the end just click on save button and your data will be saved.