A Presentation of TeachUcomp Incorporated.

Copyright TeachUcomp, Inc. 2012

TeachUcomp, Inc.

its all about you
Advanced
Peachtree
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2 Advanced Peachtree TeachUcomp, Inc.
Advanced Peachtree
Copyright:

Copyright 2012 by TeachUcomp, Inc. All rights reserved. This publication, or any part thereof,
may not be reproduced or stored in a retrieval system, or transmitted in any form or by any means,
electronic, mechanical, recording, photocopying, or otherwise, without the express written permission of
TeachUcomp, Inc.
For PDF manuals, TeachUcomp, Inc. allows the owner of the PDF manual to make up to 2
additional copies of the PDF manual that the owner may place on up to 2 additional non-shared computer
hard drives for ease of use when using the accompanying CD-ROM tutorials. TeachUcomp, Inc. also grants
unlimited personal printing rights to the owner, strictly limited to the purposes of not-for-profit personal or
private education or research.
The unauthorized reproduction or distribution of this copyrighted work is illegal. Criminal copyright
infringement, including infringement without monetary gain, is investigated by the FBI and is punishable by
up to five years in federal prison and a fine of $250,000.

Trademark Acknowledgements:

Sage Software, Peachtree, Peachtree Complete Accounting, Peachtree Accounting, Peachtree First
Accounting, Timeslips, and Peachtree Partners are registered trademarks of Sage Software SB, Inc.
Windows, Windows Vista, Windows 95, Windows 98, Windows NT, Windows Me, Windows XP, Microsoft
Word 97, Microsoft Word 2000, Microsoft Word XP, Microsoft Excel 97, Microsoft Excel 2000, Microsoft
Excel XP, and Outlook are registered trademarks of Microsoft Corporation. Other brand names and product
names are trademarks or registered trademarks of their respective holders.

Disclaimer:

While every precaution has been made in the production of this book, TeachUcomp, Inc. assumes
no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of
the information contained herein. These training materials are provided without any warranty whatsoever,
including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. All
names of persons or companies in this manual are fictional, unless otherwise noted.
TeachUcomp, Inc.
Phone: (877) 925-8080
Web: http://www.teachucomp.com
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Welcome to Teachucomp, Inc.s Advanced
Peachtree course. This class expands the students skills
in using Peachtree, one of the most popular accounting
and bookkeeping programs available today. This class is
designed to give the student with basic knowledge of the
programs capabilities an enhanced skills set in using the
product.
Peachtree is a terrific program to learn, as the
skills that we learn in Peachtree can save valuable time
and money by automating, organizing and structuring the
bookkeeping of your company.
Peachtree is a multi-featured accounting and
bookkeeping program in which you can create invoices,
statements, pay your bills, write checks, track inventory,
and manage your payroll along with other services.
Introduction and Overview
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Table Of Contents
Chapter/Lesson: Page(s):

CHAPTER 8- Account Management 5
8.1- Writing Checks 6
8.2- Voiding Checks 7
8.3- Reconciling Bank Accounts 7-8
8.4- Changing the Accounting Period 9
Account Management- Actions 10-12

CHAPTER 9- Using Sales Tax 13
9.1- The Sales Tax Wizard- 2008:2012 14
9.2- Sales Tax Authorities- 2003:2007 15
9.3- Sales Tax Codes and Exempt Sales- 2003:2007 16
9.4- Collecting Sales Tax 17
9.5- Paying Sales Tax 17
Using Sales Tax- Actions 18-20

CHAPTER 10- Using Quotes 21
10.1- Entering Quotes 22-23
10.2- Converting Quotes 23
Using Quotes- Actions 24-25

CHAPTER 11- Job Tracking 26
11.1- Setting Up a Job 27
11.2- Setting Job Defaults 28
11.3- Entering Beginning Balances for a Job 28
11.4- Making Purchases for Jobs 28
11.5- Invoicing for Job Purchases 28
11.6- Job Tracking 29
Job Tracking- Actions 30-31

CHAPTER 12- Time and Billing 32
12.1- Adding Time Ticket Employees 33
12.2- Entering Activity Items 33
12.3- Entering Charge Items 33
12.4- Entering Time Tickets- 2009:2012 34
12.5- Entering Time Tickets- 2003:2008 35
12.6- Entering Expense Tickets- 2009:2012 36
12.7- Entering Expense Tickets- 2003:2008 37
12.8- Billing Time and Expense Tickets 38
Time and Billing Actions 39-41

CHAPTER 13- Changing System Settings 42
13.1- Changing Your Companys Posting Method 43
13.2- Posting/Unposting 43
13.3- Memorized Transactions 44
13.4- Using the Purge Wizard 45-48
13.5- Using the Year-End Wizard 49-50
Changing System Settings- Actions 51-53

CHAPTER 14- Reporting 54
14.1- The Cash Manager 55
14.2- The Collection Manager 55
14.3- The Payment Manager 56
14.4- The Financial Manager 56
14.5- Find on Report- 2005:2012 56
14.6- Preset Reports 57
14.7- Report Groups 57
14.8- Modifying Reports 57-58
14.9- Exporting Reports to Excel 58
14.10- Importing and Exporting Data 59
14.11- Exporting Reports to PDF- 2005:2012 59
14.12- Modifying Screen Templates 60
14.13- Modifying Forms 60-61
Reporting- Actions 62-67
Chapter/Lesson: Page(s):

CHAPTER 15- The Internal Accounting Review 68
15.1- Using the Internal Accounting Review- 2006:2012 69
The Internal Accounting Review- Actions 70

CHAPTER 16- Action Items 71
16.1- Events 72-73
16.2- To Do Items 74
16.3- Alerts 74
Action Items- Actions 75-76

CHAPTER 17- Options 77
17.1- Changing Global Options 78
17.2- Changing the System Date 78
Options- Actions 79

CHAPTER 18- Assets and Liabilities 80
18.1- Assets and Liabilities 81
18.2- Creating an Other Current Assets Account 81-82
18.3- Subtracting Value from an Other Current Assets Account 82
18.4- Creating a Fixed Assets Account 82
18.5- Accumulated Depreciation 82-83
18.6- Liability Accounts 83
18.7- Paying on a Long Term Liability 84
18.8- Equity 84
Assets and Liabilities- Actions 85-88

CHAPTER 19- Credits 89
19.1- Entering Credit Memos 90-91
19.2- Applying Credit Memos 91
19.3- Entering Vendor Credit Memos 91
Credits- Actions 92

CHAPTER 20- Help 93
20.1- Using the Contents 94
20.2- Using the Index 94
20.3- Using the Search Feature 94
Help- Actions 95

Peachtree Exercises 96-123
Keyboard Shortcuts 124
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CHAPTER 8-
Account Management
8.1- Writing Checks

8.2- Voiding Checks

8.3- Reconciling Bank Accounts

8.4- Changing the Accounting Period
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Account Management
8.1- Writing Checks:

You can use the Write Checks window to quickly write checks and then apply the amount to one or
more expense accounts. If the payment that you are making doesnt involve invoices or inventory items,
then this is simply the easiest payment method to use. You can access this window by selecting Tasks|
Write Checks from the Menu Bar.
You can use this window to pay non-invoice bills, or to write checks to vendors that dont have
Vendor IDs. It is basically a simplified version of the Payments window that allows you to enter check
information without having to enter line items distributions.
Enter the Vendor ID of the vendor that is being paid into the Vendor ID: field. If you are paying a
vendor without an ID, then leave this field blank and just type the name of the vendor into the Pay to the
Order of: field. You can enter in the address information for the vendor (if they arent in your vendors list)
under the Pay to the Order of: field, as well.
If you plan on printing this check, then leave the Check Number: field blank. Otherwise, fill-in the
check number of the check that you wrote to the vendor. Enter the date the check was created in the Date:
field. Then, enter the amount of the check into the Dollars: field. Enter the account number from which the
check will draw its funds in the Cash Account: field.
Enter the account that you will expense the payment to in the Expense Account: field. If you need
to split the expense between multiple accounts, click the Split button. This will open up the Split
Transaction window. In this window, you can split the value of the check between multiple expense
accounts. Click OK in this window to return to the check. You can finish by entering a description of the
payment into the Description: field.
Starting in Peachtree 2006, you can make payments electronically by selecting the Electronic
Payment checkbox in the upper-left corner of the window. You will notice when you do this, that the Check
Number: changes to say Electronic and is grayed-out. When you click the Save button, if you have not
yet enrolled in the Peachtree Bill Pay service, you will be prompted to do so by clicking the Enroll button. If
you have already enrolled but have not yet activated the service, click the Activate button and follow the
steps presented to you.
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Account Management
8.2- Voiding Checks:

You can easily void checks in Peachtree. When you void a check, a new transaction is created with
a check number consisting of the original check number, followed by the letter V. This new entry will
reverse the entries made to the General Ledger by the original check. Both will still appear in reports and
the Account Reconciliation window when you reconcile your accounts.
To void a check, just open the Void Existing Checks window by selecting Tasks| Void Checks
from the Menu Bar. In the Void Existing Checks window, select the check that you wish to void in the list of
checks that appears. Click the Void button. This will then prompt you to decide if you really want to void
the check, click Yes if you do or click No if you dont. Click the Close button when you are done.
8.3- Reconciling Bank Accounts:

You can reconcile any account in Peachtree using the Account Reconciliation window. This
window shows your uncleared transactions that have affected the account balance through the end of the
current accounting period. You can use this information to then reconcile the transactions in Peachtree with
your bank account statements. As you clear the Peachtree transactions, the Unreconciled Difference will
approach zero. Once you have marked all of your cleared transactions, the difference should be zero.
Additional transactions, such as bank service charges can be added while you are reconciling the account
using the Adjust button in the toolbar. Starting in Peachtree 2004, you can input bank service fees and
interest earned directly into the reconciliation window, if desired. You can also use the Adjust button, if you
prefer that method. Starting in Peachtree 2004, clicking the Adjust button brings up the General Journal
Entry screen where you can enter the necessary entries. To bring up the Account Reconciliation window,
select Tasks| Account Reconciliation from the Menu Bar.
First, select the ID of the account that you want to reconcile from the Account to Reconcile: drop-
down. Next, enter the statement date in the Statement date: field. Then, if using Peachtree 2003:2007,
look in the Checks and Deposits lists to find your entered transactions to compare them to your bank
statement. Starting in Peachtree 2007, all the bank account transactions are displayed in a single list.
Check the checkbox at the left of any transaction to clear it. After a successful reconciliation,

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Account Management
8.3- Reconciling the Bank Accounts (cont.):

these cleared transactions will be removed from your list when you move to the next accounting period.
You also have some unique buttons on the toolbar in the Account Reconciliation window. If you
click the OK button, you will save your changes and close the Account Reconciliation window. You can
return at any time within the accounting period to finish the reconciliation, if needed. You can click the
Range button to enter in a range of check numbers to clear. You can also click the Row drop-down to
select either All (checked), which will check every transaction listed, or All (unchecked), which will clear
every transaction listed. The most important button is the Adjust button. If you click this button in
Peachtree 2003, it will display the Additional Transactions window where you can enter transactions listed
on your bank statement that arent in Peachtree. This is used for things like Interest Earned from the Bank
Statement. Entries that you make in this window do affect the General Ledger. Starting in Peachtree 2004,
clicking the Adjust button simply launches the General Journal Entry screen where you can also enter
these types of additional unrecorded transactions in a true journal entry format.
At the bottom of this window, in the Statement Ending Balance: field, enter the ending balance for
this account as shown in your bank statement. This will be the figure used to calculate the unreconciled
difference. Also enter any bank service fees or interest earned on the account into the field provided. If you
are just beginning to use Peachtree, you may need to click the Beginning Transactions gray arrow button
to bring up the Beginning Transactions window. In this window, you can enter in transactions that occurred
before the Peachtree start date. These transactions will not affect the General Ledger and they will only be
used for account reconciliation.
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Account Management
8.4- Changing the Accounting Period:

When you have entered all of the transactions for the current accounting period, you can advance to
the next accounting period. The Change Accounting Period window is used to switch between accounting
periods within the two open fiscal years. To display this window, select Tasks| System| Change Accounting
Period from the Menu Bar. Sometimes when performing an account reconciliation, if you have stepped
forward to perform data entry, youll have to step backward into the previous accounting period to reconcile
the transactions in that period.
In the Change Accounting Period window, you just click on the accounting period that you want to
go to in the list of available accounting periods to the left side of the window, and then click the OK button
in the toolbar at the top of the window to jump to the selected accounting period. As you move forward it
asks if you want to print any unprinted reports and items. Usually this is a good idea. Note that Peachtree
will not ask this of you when you are stepping backwards through periods.
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ACTIONS-
Account Management
WRITING CHECKS:

1. Select Tasks| Write Checks from the Menu Bar.
2. Enter the vendor id of the vendor that is being paid into the Vendor ID: field.
3. If you are paying a vendor without an id, then leave this field blank and just type the name of the vendor
into the Pay to the Order of: field. You can enter in the address information for the vendor (if they arent
in your vendors list) under the Pay to the Order of: field, as well.
4. If you plan on printing this check, then leave the Check Number: field blank. Otherwise, fill-in the check
number of the check that you wrote to the vendor. If you plan to send the payment electronically, select
the Electronic Payment checkbox.
5. Enter the date the check was created in the Date: field.
6. Then, enter the amount of the check into the Dollars: field.
7. Enter the account number from which the check will draw its funds in the Cash Account: field.
8. Enter the account that you will expense the payment to in the Expense Account: field.
9. If you need to split the expense between multiple accounts, click the Split button. This will open up the
Split Transaction window. In this window, you can split the value of the check between multiple
expense accounts. Click OK in this window to return to the check.
10. You can finish by entering a description of the payment into the Description: field.

NOTE: If you are making an electronic payment and you have not yet enrolled in the Peachtree Bill Pay
service, you will be prompted to do so by clicking the Enroll button. If you have already enrolled but
have not yet activated the service, click the Activate button and follow the steps presented to you. You
MUST enroll in the Bill Pay service to send electronic payments through Peachtree.
VOIDING CHECKS:

1. To void a check, just open the Void Existing Checks window by selecting Tasks| Void Checks from
the Menu Bar.
2. In the Void Existing Checks window, select the check that you wish to void in the list of checks that
appears.
3. Click the Void button.
4. This will then prompt you to decide if you really want to void the check, click Yes if you do, and click
No if you dont.
5. Click the Close button when you are done.
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ACTIONS-
Account Management
RECONCILING BANK ACCOUNTS- 2003:2005:

1. Select Tasks| Account Reconciliation from the Menu Bar.
2. First, select the ID of the account that you want to reconcile from the Account to Reconcile: drop-down.
3. Next, enter the statement date in the Statement date: field.
4. In the Statement Ending Balance: field at the bottom of the Account Reconciliation window, enter in
the ending balance for this account as shown in your bank statement. This will then be used to figure
out the unreconciled difference.
5. Check the Clear check box to clear a transaction marked as cleared in your bank statement using the
Checks or Deposits list windows. These items will be removed from your list after you change to the
next accounting period. The Reference, Amount, Date, and Vendor/Payee fields show that
information for the transaction.
6. If you are just beginning to use Peachtree, you may need to click the Beginning Transactions button to
bring up the Beginning Transactions window. In this window, you can enter in transactions that
occurred before the Peachtree start date. These transactions will not affect the General Ledger, they will
only be used for account reconciliation.
7. If using Peachtree 2003, to enter transactions not recorded in Peachtree click the Adjust button. If you
click this button, it will display the Additional Transactions window where you can enter transactions
listed on your bank statement that arent recorded in Peachtree. This is used for things like Bank
Service Fees or Interest Earned from the bank statement. Entries that you make in this window do
affect the General Ledger.
8. If using Peachtree 2004, you can enter the Service charges: and Interest income: into the text boxes
provided below the Checks and Deposits windows. If you need to enter in multiple additional
transactions, click the Adjust button and enter the transactions as General Journal Entries.
9. Once the Unreconciled Difference is zero, click OK when you are done.
RECONCILING BANK ACCOUNTS- 2006:2012:

1. Select Tasks| Account Reconciliation from the Menu Bar.
2. Select the ID of the account that you want to reconcile from the Account to Reconcile: drop-down.
3. Enter the statement date in the Statement Date: field.
4. In the Statement Ending Balance: field, enter in the ending balance for this account as shown on your
bank statement. You can also enter any interest earned or bank service fees into the fields shown.
5. You can select what types of transactions you want to see by selecting an option from the Show: drop-
down.
6. Check each of the transactions as Cleared that appear both on your paper statement from the bank
and on your screen. You may notice that when you click a transaction line that a box with an option for
what action to take appears. This is a Quick Action button. You can click the Banking button at the
top of the window and select Quick Action Buttons to turn this feature on or off.
7. If you are just beginning to use Peachtree, you may need to click the Beginning Transactions gray
arrow button to bring up the Beginning Transactions window. In this window, you can enter in
transactions that occurred before the Peachtree start date.
8. You can also click the Row drop-down to select either All (checked), which will check every
transaction listed, or All (unchecked), which will clear every transaction listed.

(cont.)
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12 Advanced Peachtree TeachUcomp, Inc.
ACTIONS-
Account Management
RECONCILING BANK ACCOUNTS- 2006:2012 (CONT.):

9. You can click the Range button to enter in a range of check numbers to clear.
10. Click the Adjust button to launch the General Journal Entry screen where you can enter additional
credits and debits to your account such as bank charges and interest earned, if desired or necessary.
11. Click the OK button to save your changes and close the Account Reconciliation window.
CHANGING THE ACCOUNTING PERIOD:

1. Select Tasks| System| Change Accounting Period from the Menu Bar, or just click the Current
Period button in the Status Bar (Change Accounting Period in Peachtree 2006).
2. In the Change Accounting Period window, you just click on the accounting period that you want to go
to in the list of available accounting periods to the left side of the window.
3. Click the OK button in the toolbar at the top of the window to jump to the selected accounting period.
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13 Advanced Peachtree TeachUcomp, Inc.
CHAPTER 9-
Using Sales Tax
9.1- The Sales Tax Wizard- 2008:2012

9.2- Sales Tax Authorities- 2003:2007

9.3- Sales Tax Codes and Exempt Sales- 2003:2007

9.4- Collecting Sales Taxes

9.5- Paying Sales Taxes
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Using Sales Tax
9.1- The Sales Tax Wizard- 2008:2012:

Setting up sales tax is a two-part process. First, you have to set up the sales tax authorities that you
will use. Second, you must create the sales tax codes using the sales tax authorities. Sales Tax Authorities
are the tax rates for individual governmental agencies. A sales tax code is a group of one or more sales tax
authorities. When you create the invoices, the sales tax code is what is used to calculate the sales tax. You
can see how much sales tax has been collected per authority in the Taxable/Exempt Sales report.
In versions of Peachtree prior to Peachtree 2008, you set up your tax authorities and the associated
tax codes in two different maintenance windows. Starting in Peachtree 2008, these two windows have been
merged together into the Sales Tax Wizard within Peachtree. So, for upgrading users, the new Sales Tax
Wizard will seem both familiar and easier-to-use than the separate windows provided in the releases prior
to 2008.
To set up your sales tax authorities and sales tax codes in Peachtree 2008:2012, you select
Maintain| Sales Taxes from the Menu Bar. Doing this will open the Set Up Sales Tax window where
you can see your available options for creating, editing, deleting, and otherwise maintaining your tax codes
and tax agencies.
To set up a new sales tax in this window, select the Set up a new tax option, and then click the
Next > button at the bottom of the window to continue.
The next screen allows you to enter the total rate that will be charged for the sales tax into the first
available box. Note that if your sales tax is based on a formula, then you will leave the percentage box
blank. You then use the drop-down to select the number of individual agencies that make up the total tax
that you will be collecting. Once you have made your choices, you then click the Next > button to continue.
The next screen in the window then wants you to set up your taxing authorities for your sales tax.
You must enter the information for each taxing authority that you selected on the previous screen. Be sure
to indicate how much of the total tax rate this vendor is collecting, and which account will be used to track
the taxes that you collect. Note that you can use the drop-down in the middle of the screen to select the by
formula option, if you need to enter a sales tax rate that is based on a formula versus a flat percentage.
When you are finished, click the Next > button to continue setting up your tax agencies.
If you have only one agency collecting a single tax, or once you have finished entering your taxing
authorities, the last screen will allow you to name your sales tax code. You also select whether to charge
tax on shipping, if needed for your state. Once that information has been entered, you can then click the
Finish button to finish creating the sales tax.
In the future, if you wish to edit, delete, or simply review the sales tax codes and sales tax agencies
that you have created, you can also do that from the Set Up Sales Tax screen. To edit either the tax
agency information, or the associated code, select the Editing an existing sales tax or sales tax agency
option, and then click the Next > button. In the following screens, you can then select to edit either the
code or the agencies, as desired. As when creating the sales tax, you simply change whatever information
is desired in each screen while clicking the Next > button to continue. Then click the Finish button when
you have finished making your changes.
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Using Sales Tax
9.2- Sales Tax Authorities- 2003:2007:

Setting up sales tax is a two-part process. First, you have to set up the sales tax authorities that you
will use. Second, you must create the sales tax codes using the sales tax authorities. Sales Tax Authorities
are the tax rates for individual governmental agencies. A sales tax code is a group of one or more sales tax
authorities. When you create the invoices, the sales tax code is what is used to calculate the sales tax. You
can see how much sales tax has been collected per authority in the Taxable/Exempt Sales report.
When you need to set up your sales tax authorities, you can do it in the Maintain Sales Tax
Authorities window. You can access this window by selecting Maintain| Sales Taxes| Sales Tax
Authorities from the Menu Bar. This window allows you to enter in tax rates based on a single tax rate for
line items, or tax rates that vary based on line item sales or total sales. You can set an upper limit if the tax
percentage changes. Lets look at the fields in this window.
In this window, enter a tax authority identification number into the ID: field. Then enter a description
for the authority in the Description: field. In the Tax Payable To: field, enter in the vendor that is the
taxing authority governing this tax. In the Sales Tax Payable G/L Account: field, select the tax liability
account to which the amount payable to this authority will be posted.
In the Tax Calculation section, select the Single Tax Rate: option if there is a single tax rate for
the authority. Then enter the rate as a whole number in the box to the right. Select the Formula: option, if
the tax rate varies based on a limit. Then select either total taxable sales or each taxable line item from
the Based on: drop-down box. Input the upper limit in the up to $ text box, and then enter the percentage
to charge below that limit in the charge: text box and the percentage to charge above that limit in the
above that charge: text box. Then click the Save button to save the authority.
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Using Sales Tax
9.3- Sales Tax Codes and Exempt Sales- 2003:2007:

The Maintain Sales Tax Codes window is used to enter, change, and store information on the
codes used to track and calculate sales tax. Your tax codes are tax groupings made up of one or more
sales tax authorities. You add the authorities to the code, and the cumulative percentages of the authorities
will make up the total percentage of the tax code.
You can make a tax code that is zero percent for things like out-of-state sales. Just create an
authority that has a zero percent tax in the Maintain Tax Authorities window. Then make them the only
authority in the tax code that you set up in this window. It will register as taxable sales, but you wont charge
them an amount.
To view the Maintain Sales Tax Codes window, select Maintain| Sales Taxes| Sales Tax
Codes from the Menu Bar.
Create a name for the tax code and enter it into the Sales Tax Code: field. If your state requires
that you charge sales tax on freight, check the Tax Freight: check box. Then enter a description in the
Description: field for the tax code. Next, add the authorities or authority for the tax code under the ID:
column. You can right-click in the fields under this column, and select the tax authorities from the drop-down
list that appears. Click Save when you have added all of the necessary authorities to the tax code.
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Using Sales Tax
9.4- Collecting Sales Taxes:

When you fill out an invoice for a customer, you simply need to record the tax code for that customer
in the invoice. You also need to make sure that you have marked all of your taxable items as being taxable
in the Maintain Items window. Then when you create your invoices, the sales tax will be calculated and
collected automatically. Then all you need to do is find out how much in sales tax you owe and when you
need to pay it. You can then write a check for that amount to the appropriate vendor.
9.5- Paying Sales Taxes:

When it comes time to write the checks to the vendors for the sales taxes that you owe, you will
need to find out how much you must pay to each one. You can do this by pulling up the Taxable/Exempt
Sales report. You can access this report by selecting Reports & Forms (Reports in Peachtree
2003:2007)| Accounts Receivable from the Menu Bar. This will bring up the Select a Report or Form
window.
If using Peachtree 2008:2012, ensure that the Reports tab is selected, first. Then scroll through the
window on the right side of the screen, and double-click the Taxable/Exempt Sales report to preview it.
Ensure that you are viewing the sales taxes collected for the correct period and edit the report filters to view
this information, if needed.
This report lists the amounts that you have collected and what you owe for the accounting period for
each authority you set up. Just write the checks to the proper authorities to pay your sales tax liabilities.
Make sure that you select the Sales Tax Payable account to decrease the value of it when you pay your
sales taxes.
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ACTIONS-
Using Sales Tax
USING THE SALES TAX WIZARD- 2008:2012:

1. To set up your sales tax authorities and sales tax codes in Peachtree 2008:2012, you select Maintain|
Sales Taxes from the Menu Bar. Doing this will open the Set Up Sales Tax window where you can
see your available options for creating, editing, deleting, and otherwise maintaining your tax codes and
tax agencies.
2. To set up a new sales tax in this window, select the Set up a new tax option, and then click the Next
> button at the bottom of the window to continue.
3. The next screen allows you to enter the total rate that will be charged for the sales tax into the first
available box. Note that if your sales tax is based on a formula, then you will leave the percentage box
blank.
4. You then use the drop-down to select the number of individual agencies that make up the total tax that
you will be collecting.
5. Once you have made your choices, you then click the Next > button to continue.
6. The next screen in the window then wants you to set up your taxing authorities for your sales tax. You
must enter the information for each taxing authority that you selected on the previous screen. Be sure to
indicate how much of the total tax rate this vendor is collecting, and which account will be used to track
the taxes that you collect. Note that you can use the drop-down in the middle of the screen to select the
by formula option, if you need to enter a sales tax rate that is based on a formula versus a flat
percentage.
7. When you are finished, click the Next > button to continue setting up your tax agencies.
8. If you have only one agency collecting a single tax, or once you have finished entering your taxing
authorities, the last screen will allow you to name your sales tax code. You also select whether to
charge tax on shipping, if needed for your state. Once that information has been entered, you can then
click the Finish button to finish creating the sales tax.
9. In the future, if you wish to edit, delete, or simply review the sales tax codes and sales tax agencies that
you have created, you can also do that from the Set Up Sales Tax screen. To edit either the tax
agency information, or the associated code, select the Editing an existing sales tax or sales tax agency
option, and then click the Next > button.
10. In the following screens, you can then select to edit either the code or the agencies, as desired. As
when creating the sales tax, you simply change whatever information is desired in each screen while
click the Next > button to continue.
11. Click the Finish button when you have finished making your changes.
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ACTIONS-
Using Sales Tax
CREATING SALES TAX AUTHORITIES- 2003:2007:

1. Select Maintain| Sales Taxes| Sales Tax Authorities from the Menu Bar.
2. Enter a tax authority identification number into the ID: field.
3. Then enter a description for the authority in the Description: field.
4. In the Tax Payable To: field, enter in the vendor that is the taxing authority governing this tax.
5. In the Sales Tax payable G/L Account: field, select the tax liability account to which the amount payable
to this authority will be posted.
6. In the Tax Calculation section, select the Single Tax Rate: option if there is a single tax rate for the
authority. Then enter the rate as a whole number in the box to the right.
7. Select the Formula: option, if it varies based on the limit. Then select either total taxable sales or each
taxable line item from the Based on: drop-down box. Input the upper limit in the up to $ text box, and
then enter the percentage to charge below that limit in the charge: text box and the percentage to
charge above that limit in the above that charge: text box.
8. Click the Save button to save the authority
CREATING SALES TAX CODES- 2003:2007:

1. To view the Maintain Sales Tax Codes window, select Maintain| Sales Taxes| Sales Tax Codes
from the Menu Bar.
2. Create a name for the tax code and enter it into the Sales Tax Code: field.
3. If your state requires that you charge sales tax on freight, click the Tax Freight: check box.
4. Enter a description in the Description: field for the tax code.
5. Add the authorities or authority for the tax code under the ID: column. You can right-click in the fields
under this column, and select the tax authorities from the list that appears.
6. Click Save when you have added all of the necessary authorities to the tax code.
CREATING A SALES INVOICE AND COLLECTING SALES TAX:

1. Select Tasks| Sales/Invoicing form the Menu Bar.
2. Select the customer id from the Customer ID: drop-down.
3. If you plan on printing the invoice, leave the Invoice #: field blank. If the invoice was manually written,
enter in the invoice number here.
4. Enter the date that the invoice was created into the Date: text box.
5. If you want to specify a different shipping address, click the gray arrow button next to Ship To: to specify
a different shipping address, or to select a drop ship and then click OK.
6. If applicable, enter in the purchase order from your customer in the Customer PO: text box.
7. Select a shipping method by using the drop-down Ship Via: field.
8. Enter the date to ship the goods by in the Ship Date field.
9. If applicable, select the Sales Rep ID: from the drop-down text box.
10. If you are making a direct sale to a customer, click the Apply to Sales Tab, if you are applying the
invoice to a customer with one or more open sales orders, click the Apply to Sales Order # tab and
skip to step 19.
11. Enter a quantity for the first item purchased in the first row under the Quantity field.

(cont.)
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CREATING A SALES INVOICE AND COLLECTING SALES TAX (CONT.):

12. Enter the item identification code in the same row under the Item column.
13. If necessary, you can change the information displayed in the Description, GL Account, Unit Price,
Tax, and Amount fields.
14. Enter the Accounts Receivable account that this sales order will debit when the items are shipped in the
A/R Account field, if needed. This account is the last account used on a sales transaction.
15. Enter in the Sales Tax Code for the selected customer, if it is not displayed correctly. As long as this
is set correctly, Peachtree will collect the appropriate tax amount.
16. Enter in any freight amounts in the Freight Amt: field that are applicable to this transaction.
17. The total of the sales order will appear in the Invoice Total field.
18. Click the Save button at the top of this window to save this sales order, you are now done.
19. If you selected the Apply to Sales Order # tab, then enter the number of the sales order in the text box
at the right of the label Apply to Sales Order #, or use the drop-down arrow to select a sales order from
the list.
20. The items from the sales order will appear below.
21. Enter in the number of each item that is being shipped in the Shipped column next to the appropriate
item.
22. If necessary, you can change the information displayed in the Description, GL Account, Unit Price,
Tax, and Amount fields.
23. Enter in the Sales Tax Code for the selected customer, if it is not displayed correctly.
24. Enter in any freight amounts in the Freight Amt: field that are applicable to this transaction.
25. The total of the sales order will appear in the Invoice Total field.
26. Click the Save button at the top of this window to save this invoice.
ACTIONS-
Using Sales Tax
PAYING YOUR SALES TAX:

1. Select Tasks| Write Checks from the Menu Bar.
2. Enter the vendor id of the vendor that you are paying the collected taxes to in the Vendor ID: field.
3. If you plan on printing this check, then leave the Check Number: field blank. Otherwise, fill-in the check
number of the check that you wrote to the vendor.
4. Enter the date the check was created in the Date: field.
5. Then, enter the amount of the taxes to be paid to the collecting agency into the Dollars: field.
7. Enter the account number from which the the check will draw its funds in the Cash Account: field.
8. Enter the liability account that you will reduce by paying the taxes (usually Sales Tax Payable) in the
Expense Account: field.
9. You can finish by entering a description of the tax payment into the Description: field.

Note: You can also use the Payments window to enter in a payment to that tax vendor. You can also set
up the amount that you pay as a bill in the Purchases/ Receive Inventory screen, if desired.
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CHAPTER 10-
Using Quotes
10.1- Entering Quotes

10.2- Converting Quotes
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Using Quotes
10.1- Entering Quotes:

When you have a customer request for pricing for a prospective job, you can create a quote. In the
quote, you can enter pricing information about your goods and services for the customers request. Since
they havent agreed to purchase anything yet, they are only provided with a quote. Quotes do not affect the
General Ledger. They also are very useful, as quotes that the customer accepts can easily be converted
into sales orders or sales invoices later.
You can enter a quote for a customer in the Quotes window. To access this window, just select
Tasks| Quotes/Sales Orders| Quotes from the Menu Bar. This will bring up the Quotes window, where
we can make up a quote to send to a customer that requests one.
In the Quotes window, you begin by entering the ID of the customer or prospect that will be
receiving the quote using the Customer ID: field. You must have the customer in your customer list to
create a quote for them. If you plan on printing the quote, leave the Quote #: field blank. If you manually
created a quote, and are simply recording it into Peachtree, then enter the quote number you gave to the
customer in the Quote No. field. Enter the date that the quote was created in the Date: field. The Name:
and Bill To: fields will display the information for the selected customer. You can change the Ship To:
field by clicking the gray arrow next to that field, and selecting a different shipping address for the customer.
You can also specify a drop shipment. The Good thru: field will display a date that is one month away from
the Date: fields value, by default. You can change this, if necessary.
In the Customer PO field, enter the customers purchase order number, if applicable. Select the
shipping method from the Ship Via fields drop-down of choices. You can also select the Sales Rep ID

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Using Quotes
10.1- Entering Quotes (cont.):

from the Sales Rep ID field. You can also enter the Accounts Receivable account that the quote will debit
when it is converted into an invoice into the A/R Account: field. This field will default to the last account
used in a sales transaction. Change it, if necessary.
Then enter the quantity of the first item ordered in the Quantity field. Select the item that they are
ordering from the Item field's drop-down of item choices. The description of the selected item will display in
the Description field. You can enter in a description for items that you dont track through inventory. The
GL Account field will display the account set up for the selected item. When ordering items not in
inventory, the customers sales account will display here. You can change this, if necessary. It is also
important to remember that this will not affect the General Ledger until you convert the quote to a sales
order or sales invoice. In the Unit Price field, you will see the sales price of the selected item. If it is an
item that you dont track as inventory, then you will need to enter in the price in this field. The Tax field will
display the tax type of the selected item. If it isnt an inventory item, then you will need to select a tax type in
this field. The Amount field will display the Quantity times the Unit Price. If you are entering a non-
inventory item, enter the total price of the item order in this field. If the quote is for a specific job, you can
also enter the job in the Job field. It will not actually be applied to the job, however, until the quote is
converted into an invoice.
In the Sales Tax Code: field, you will see the sales tax code for the selected customer. If you need
to change their sales tax code, select one from the list. Finally, enter in any freight charges applicable to this
transaction into the Freight Amt: field.
When you are done, you can Print or Save the quote using the buttons on the toolbar at the top of
this window.
10.2- Converting Quotes:

After a customer accepts a quote, you can convert it into a sales order or a sales invoice easily. Just
select Tasks| Quotes/Sales Orders| Quotes from the Menu Bar. In the Quote window, display the
quote that you want to convert. Then click the Convert button in the toolbar of the Quotes window. This
will bring up the Convert Quote window. Here you have three options for converting a quote under the
Convert this Quote to a: section: Sale/Invoice, Sale/Invoice and Print Now, or Sales Order. If you
select the first option, then you can use the Invoice # field that appears to enter the invoice number for this
quote if one exists and the invoice doesnt need to be printed. If you select the last option, you will see the
SO #: field become active. Here you can enter in the sales order number for this quote if one exists and it
doesnt need to be printed. Click OK when you have selected the options that you want.
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ACTIONS-
Using Quotes
ENTERING QUOTES:

1. Select Tasks| Quotes/Sales Orders| Quotes from the Menu Bar.
2. In the Quotes window, you begin by entering the customer id of the customer or prospective customer
that will be receiving the quote in the Customer ID: field.
3. Next, if you plan on printing the quote, leave the Quote #: field blank. If you created a manual quote,
and you are simply recording it into Peachtree, then enter in the quote number you gave to the customer
in the Quote No. field.
4. Enter the date that the quote was created in the Date: field.
5. You can change the Ship To: field by clicking the gray arrow next to that field, and selecting a different
address for the customer. You can also specify a drop shipment.
6. The Good thru: field will display a date that is one month away from the Date: fields value, by default.
You can change this, if necessary.
7. In the Customer PO field, enter the customers purchase order number, if applicable.
8. Select the shipping method from the Ship Via fields drop-down of choices.
9. You can also select the sales rep id from the Sales Rep ID field.
10. Then enter the quantity of the first item ordered in the Quantity field. Select the item that they are
ordering from the Item field's drop-down of item choices.
11. The description of the selected item will display in the Description field. You can enter in a description
for items that you dont track through inventory.
12. The GL Account field will display the account set up for the selected item. When ordering items not in
inventory, the customers sales account will display here. You can change this, if necessary.
13. In the Unit Price field, you will see the sales price of the selected item. If it is an item that you dont
track as inventory, then you will need to enter in the price in this field.
14. The Tax field will display the tax type of the selected item. If it isnt an inventory item, then you will
need to select a tax type in this field.
15. The Amount field will display the Quantity times the Unit Price. If you are entering a non-inventory
item, enter the total price of the item order in this field.
16. If the quote is for a specific job, you can also enter the job in the Job field. It will not actually be applied
to the job, however, until the quote is converted into an invoice.
17. You can enter the Accounts Receivable account that the quote will debit when it is converted into an
invoice into the A/R Account: field. This field will default to the last account used in a sales transaction.
Change it, if necessary.
18. In the Sales Tax Code: field, you will see the sales tax code for the selected customer. If you need to
change their sales tax code, select one from the list.
19. Enter in any freight charges applicable to this transaction into the Freight Amt: field.
20. When you are done, you can Print or Save the quote using the buttons on the toolbar at the top of
this window.
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ACTIONS-
Using Quotes
CONVERTING QUOTES:

1. Select Tasks| Quotes/Sales Orders| Quotes from the Menu Bar.
2. In the Quote window, display the quote that you want to convert.
3. Click the Convert button in the toolbar of the Quotes window. This will bring up the Convert Quote
window.
4. Here you have three options for converting a quote under the Convert this Quote to a: section:
Sale/Invoice, Sale/Invoice and Print Now, or Sales Order. Select the one that you want.
5. If you select the first option, then you can use the Invoice # field that appears to enter the invoice
number for this quote if one exists and the invoice doesnt need to be printed.
6. If you select the last option, you will see the SO #: field become active. Here you can enter in the sales
order number for this quote if one exists and it doesnt need to be printed.
7. Click OK when you have selected the options that you want to convert the quote.
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11.1- Setting Up a Job

11.2- Setting Job Defaults

11.3- Entering Beginning Balances for a Job

11.4- Making Purchases for Jobs

11.5- Invoicing for Job Purchases

11.6- Job Tracking
CHAPTER 11-
Job Tracking
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11.1- Setting Up a Job:

In Peachtree, you can set up Jobs for each client. You can then track income and expenses for
specific projects, including payroll hours or amounts. There are advantages to using jobs. You can
purchase items specifically for a job. When you invoice the client, you can bill them for the purchased items
You can also run several types of reports on jobs. While all Peachtree programs do include Jobs, the
flexibility and additional features (like Job Costing) are only available in Peachtree Complete.
To set up a job in Peachtree Complete, select Maintain| Job Costs| Jobs from the Menu Bar. In
Peachtree First Accounting and Peachtree Accounting, select Maintain| Jobs from the Menu Bar. From
the Maintain Jobs window, you can set up the jobs for the customers. Lets look at the fields on the
different tabs in the window.
At the top of the window, start by entering a code for the job into the Job ID: field. Then enter in a
description into the Description: field. Starting in Peachtree 2011, you can then enter the actual start date
of the job into the Start Date: field. You can then enter a projected end date for the job into the Projected
End Date: field. After you have completed the job, be sure to enter the actual end date into the Actual End
Date: field for reporting purposes. You can then use the Job Status: indicator to select the current job
status.
On the General tab, enter the supervisor for the job into the Supervisor: field, if applicable. Select
the ID of the customer for whom you are performing the job from the For Customer: field. If using
Peachtree 2006 or later, enter the job address information into the fields available. If you are using a version
of Peachtree prior to 2011, you then enter the start date for the job into the Start Date: field and enter the
end date of the job into the End Date: field when you finish the job.
In all versions, you can enter the job type in the Job Type: field. Job types give you a way to
classify jobs that you perform for reporting purposes. Enter the purchase order number from the customer
for the job into the PO Number: field, if applicable. As you complete the job, you can return to this screen
to indicate what percentage of the job is complete in the % Complete: field. Notice that there is also a
button for beginning balances for the job if you need to enter jobs when initially creating your company file.
If using Peachtree 2008:2012, you can next enter the custom field values for jobs. In Peachtree
2003:2007, click the Custom Fields tab, and then enter information into the fields that you selected to add
to the jobs you perform when you set up the Job Defaults.
Next, click the Estimated Exp./Rev. tab to enter in the estimated expenses and revenues from this
job. You can then enter any notes for the job into the Notes tab that appears in Peachtree 2009:2012.
Click the Save button on the toolbar in this window when you are done.
Job Tracking
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Job Tracking
11.2- Setting Job Defaults:

If you want to go back and change the custom fields that you use to record job-related information in
Peachtree, you will need to access the Job Defaults. You can access this information by selecting
Maintain| Default Information| Jobs from the Menu Bar. This will allow you to access the Job Defaults
window. Here you can set the custom fields (up to five) that you want to track for your jobs that you perform
for your customers.
11.3- Entering Beginning Balances for a Job:

If you have beginning balance information for your jobs, you can record this. You can enter in one
figure for the jobs beginning balance. If you use Peachtree Complete, you can make the entries by cost
code or job phase. To set up beginning balances for jobs, select Maintain| Job Costs| Jobs from the
Menu Bar. In Peachtree First Accounting and Peachtree Accounting, select Maintain| Jobs from the
Menu Bar. This will bring up the Maintain Jobs window. On the General tab, click the Job Beginning
Balances button to display the Job Beginning Balances window. Click the Job Entries for tab to make
the detail entries for a specific job. Enter a job beginning date for the job beginning balance amount. You
can enter multiple balances for each job. Enter an amount for expenses or an amount for revenues. You
cant enter an expense and a revenue on the same line. The total balance for the job will be the net balance
between what you have spent and what you have earned. You will see this information on the Job
Balances tab. When you are finished entering in your beginning balances, click the Save button to save
the information.
11.4- Making Purchases for a Job:

As you create purchase orders and enter and pay bills for which you want to invoice the customer,
you can simply use the Job column at the right end of these screens to assign the amount to a customer
job. When you go to invoice the customer in the future, you will be able to bill them for the items and
materials that you purchased for their job.
11.5- Invoicing for Customer Purchases:

After you have reimbursable expenses incurred from a customer job, you can invoice them for the
amounts. You will need to bring up the Sales/Invoicing window, and select the customer that you want to
bill for their job costs. Then click the Apply Tickets/Expenses button. Peachtree will then display all job-
related expenses. Click the appropriate tab to view the expenses there, and click the Use checkbox for
any listed expenses to use them in the invoice. To delete any expenses, click the Delete checkbox to
remove them from this window. You can use the WriteUp button to markup specified items by an amount
or a percentage. You could also type in any markups to the amount by manually changing the amounts
listed in the invoice.
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11.6- Job Tracking:

As you are invoicing for your services, you can optionally assign these items and services to
different jobs. This will allow you to compare your actual costs to your estimated costs. You can print out
several reports that allow you to track the status of the different jobs. If you want to print out a report
showing the transactions for the different jobs that you have, you can run the Jobs Ledger report. You can
access this by selecting Reports & Forms (Reports in Peachtree 2003:2007)| Jobs from the Menu Bar.
If using Peachtree 2008:2012, ensure that the Reports tab has been selected. Then select the Jobs
Ledger from the list of report categories on the right. Click the Preview button at the top of the Select a
Report or Form window to view the transactions for the different jobs, and the totals for the jobs.
Notice that there are several different reports that you can pull for the jobs that you have. We will
discuss the features of some of these reports in a later section of this class.
Job Tracking
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ACTIONS-
Job Tracking
SETTING UP A JOB:

1. To set up a job in Peachtree Complete, select Maintain| Job Costs| Jobs from the Menu Bar. In
Peachtree First Accounting and Peachtree Accounting, select Maintain| Jobs from the Menu Bar.
2. At the top of the window, start by entering a code for the job into the Job ID: field.
3. Then enter in a description into the Description: field.
4. Starting in Peachtree 2011, you can then enter the actual start date of the job into the Start Date: field.
You can then enter a projected end date for the job into the Projected End Date: field. After you have
completed the job, be sure to enter the actual end date into the Actual End Date: field for reporting
purposes. You can then use the Job Status: indicator to select the current job status.
5. On the General tab, enter the supervisor for the job into the Supervisor: field, if applicable. Select the
ID of the customer for whom you are performing the job from the For Customer: field. If using
Peachtree 2006 or later, enter the job address information into the fields available. If you are using a
version of Peachtree prior to 2011, you then enter the start date for the job into the Start Date: field
and enter the end date of the job into the End Date: field when you finish the job.
6. In all versions, you can enter the job type in the Job Type: field. Job types give you a way to classify
jobs that you perform for reporting purposes. Enter the purchase order number from the customer for the
job into the PO Number: field, if applicable. As you complete the job, you can return to this screen to
indicate what percentage of the job is complete in the % Complete: field. Notice that there is also a
button for beginning balances for the job if you need to enter jobs when initially creating your company
file. If using Peachtree 2008:2012, you can next enter the custom field values for jobs. In Peachtree
2003:2007, click the Custom Fields tab, and then enter information into the fields that you selected to
add to the jobs you perform when you set up the Job Defaults.
7. Next, click the Estimated Exp./Rev. tab to enter in the estimated expenses and revenues from this job.
You can then enter any notes for the job into the Notes tab that appears in Peachtree 2009:2012. Click
the Save button on the toolbar in this window when you are done.
SETTING YOUR JOB DEFAULTS:

1. Select Maintain| Default Information| Jobs from the Menu Bar.
2. This will allow you to access the Job Defaults window. Here you can set the custom fields (up to five)
that you want to track for your jobs that you perform for your customers.
ENTERING BEGINNING BALANCES FOR A JOB:

1. To set up a job in Peachtree Complete, select Maintain| Job Costs| Jobs from the Menu Bar. If you
are using Peachtree First Accounting or Peachtree Accounting, select Maintain| Jobs instead.
2. On the General tab, click the Job Beginning Balances button to display the Job Beginning Balances
window.
3. Click the Job Entries for tab to make the detail entries for a specific job.
4. Enter a job beginning date for the job beginning balance amount in the Date field.
5. Enter an amount for expenses or an amount for revenues under either the Expenses or Revenues
field.
6. When you are finished entering in your beginning balances, click the Save button to save the
information.
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ACTIONS-
Job Tracking
MAKING PURCHASES FOR A JOB:

1. Select Tasks| Purchases/Receive Inventory from the Menu Bar.
2. Enter the information as usual, but in the line items section, be sure to assign each amount that you want
to be reimbursed for to the customer job that you incurred the expense for. You cannot do this for stock
items.
3. Click the Save button to save the purchase information.

Note: You can use the Payments window to record cash purchases you make for a customer job, as well.
INVOICING FOR JOB PURCHASES:

1. Select Tasks| Sales/ Invoicing from the Menu Bar.
2. Enter the customer that you incurred the expenses for.
3. Click the Apply Tickets/Expenses button (Apply Tickets/Reimbursable Expenses in 2003).
4. Click on the tab that has the expenses that you wish to be reimbursed for.
5. Click the Use check box to select the item amounts to be reimbursed for.
6. If you want to markup the items by an amount or a percentage, click the WriteUp button to select the
items that you want to mark up or down by a percentage, and also the amount or percentage needed.
7. Click the OK button to apply the amounts to the invoice. You can also manually adjust the amounts
directly in the invoice if you want.
8. Click Save to save the invoice.
TRACKING JOBS:

1. As you are invoicing for your services, assign these items and services to different jobs. This will allow
you to compare your actual costs to your estimated costs.
2. You can run the Jobs Ledger report by selecting Reports| Jobs from the Menu Bar.
3. Then select the Jobs Ledger from the list of reports on the right.
4. Click the Preview button at the top of the Select a Report or Form window to view the transactions for
the different jobs, and the totals for the jobs.
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12.1- Adding Time Ticket Employees

12.2- Entering Activity Items

12.3- Entering Charge Items

12.4- Entering Time Tickets- 2009:2012

12.5- Entering Time Tickets- 2003:2008

12.6- Entering Expense Tickets- 2009:2012

12.7- Entering Expense Tickets- 2003:2008

12.8- Billing Time and Expense Tickets
CHAPTER 12-
Time and Billing
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12.1- Adding Time Ticket Employees:

You can use the Time & Billing features to enter time tickets and expense tickets that track the
amounts of time and money spent on a customer. You can use Time Tickets to pay employees who are
paid based on time ticket hours. However, you have to set up the employee to be paid with Hourly- Time
Ticket Hours from the Pay Method drop-down on the Pay Info tab of the Maintain Employees/ Sales
Reps window. You can also set the Hourly Billing Rate here if you want to bill the customer for the hours
that an employee worked on their tasks. You can use both Time and Expense Tickets to bill customers. Any
job-related tickets update the job costs only after being applied to a paycheck or a sales invoice.
Time and Billing
12.2- Entering Activity Items:

In the Maintain Inventory Items window, you can create an item with a class of Activity Item to
indicate how time is spent for a customer, job, or internal administrative work. You can then use the activity
items that you create in the employee or vendor time tickets. The charges are then able to be billed to the
customer.
12.3- Entering Charge Items:

In the Maintain Inventory Items window, you can create an item with a class of Charge Item to
indicate expenses recorded by an employee or vendor when company resources are used for a customer or
job. They can be used to record administrative expenses and even employee out-of-pocket expenses (like
parking). You record charge items on employee or vendor expense tickets.
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12.4- Entering Time Tickets- 2009:2012:

You can use Time Tickets to record the time spent performing activities by employees and vendors.
You can record information for many days, or for a single day, by using either one of the two different
windows provided for time ticket entry. If you prefer to enter detailed notes about a single day, you may
prefer to use the Time Tickets window. If you wish to enter activity for several days, then you may prefer to
use the Weekly Timesheet window. Regardless of which window you enter data into, note that you can
view time tickets that have been entered into one window through the other window, as well. These
windows simply provide two different views of the same time ticket data entered into the Peachtree
company file by the users. To enter a single time ticket, select Tasks| Time/Expense| Time Tickets from
the Menu Bar to open the Time Tickets window. To enter multiple time tickets into a weekly worksheet,
just select Tasks| Time/Expense| Weekly Timesheet from the Menu Bar, instead.
In either window, you begin by selecting whether the time ticket that you will enter is for an
employee or a vendor by choosing the desired option button. Then select the specific employee or vendor
for whom you are recording the ticket for by using the drop-down that appears below the option buttons.
Next, if using the Weekly Timesheet view, ensure that you are viewing the correct week for time
ticket entry. You can use the Week including: drop-down to select a day of the week that includes your
time ticket entry days, or you can use the Previous Week and Next Week buttons to select a week for
time ticket entry. The days will then display in the grid below.
Next, you need to select the purpose of the time ticket entry from the To be applied: drop-down that
appears in the Time Tickets window. You can select either To a Customer Invoice, Against a Job, or As
an Administrative task from the drop-down. Note that this drop-down in the Time Tickets window
corresponds to the same drop-down for Customer/Job/Administrative that appears within the Weekly
Timesheet window. If you select either the Customer or Job options, use the adjacent drop-down within
either window to select the correct customer or job for which the ticket is being recorded.
If entering a time ticket through the Time Tickets window, you can select the date to record from
the Time Details area. Next, in either window, enter the activity item that identifies the type of timed
activity to be recorded.
Then, for the Time Tickets window, you can enter the duration of the selected activity item into the
Time Details section. If using the Weekly Timesheet, note that you can enter the same durations into the
boxes provided within each day shown.
Note that if the timed activity recorded in the ticket is for an employee, you can also select a pay
level associated with their employee record. Note that the employee must be paid by time tickets when the
employee record is created in order to accomplish this. If the time recorded is for a customer or a job, then
select a billing type for the ticket. You can also enter a billable rate, if needed for future customer billing.
You can then set the billing status for the ticket. When you are finished recording your time data, just click
the Save button in the toolbar at the top of either window to save the time ticket.
Time and Billing
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12.5- Entering Time Tickets- 2003:2008:

You can use Time Tickets to record the time spent performing activities by employees and vendors.
You can record information for many days or a single day, and you can record as many daily time tickets for
vendors and employees as needed. To do this, select Tasks| Time/Expense| Time Tickets from the
Menu Bar. You can either use the Daily tab or the Weekly tab to enter the information.
You have to select whether this is a time ticket for an employee or a vendor by using the drop-down
in the upper left corner of the screen. Then select the employee or vendor that you are recording the ticket
for by using the drop-down. Then enter the date for the time ticket. Below that, fill in the activity item that
identifies the event to be recorded. Select whether this is being recorded for a customer, job, or
administrative purposes. If you select either a customer or job, youll have to use the drop-down to select for
which customer or job this amount is specifically attributable.
If this is being recorded for an employee, you can select a pay level associated with their payroll
setup. You can then type in the duration of the activity. Then select a billing type for the ticket. You can then
set the billing status for the ticket, and just click Save to save the time ticket.
Time and Billing
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12.6- Entering Expense Tickets- 2009:2012:

You can enter an expense ticket to record resources that were used for a customer, a job, or
administrative purposes. You can also choose to bill your customers or jobs for charge items included on
billable expense tickets. To create an expense ticket, simply select Tasks| Time/Expense| Expense
Tickets from the Menu Bar, which displays the Expense Tickets window.
First, select whether this is an expense to be recorded for an employee or a vendor by selecting the
desired option button within the Whose Expense Is Being Recorded? section. You can then use the
adjacent drop-down within the same section to select the specific employee or vendor for whom you are
recording the expense.
Next, within the Why Is This Ticket Being Recorded? section, you use the drop-down to select
whether this ticket is being recorded to be applied to a customer invoice for future billing, or to record job
expenses, or simply being recorded for administrative purposes. If you select either the To a Customer
Invoice or Against a Job from the drop-down, then use the adjacent drop-down that appears within the
same section to select the customer or job for which this ticket is being recorded.
Next, in the Item Details section, select the charge item for which you are recording an expense
ticket. If the charge is to be used in future invoicing, you can enter a description that can be used within the
invoice into the Invoice description: field.
Then in the Ticket Details section, use the drop-down to select the date for the expense ticket. If
the expense is to be reimbursed to the employee, you can check the Reimbursable to employee?
checkbox.
In the Billing Details section, you can use the Billing status: drop-down to select a billing status for
the expense ticket, if it is being recorded for a customer or a job. You can then use the Quantity:, Unit
Price:, and/or Billing Amount: fields to record the necessary information for billing the customer or job.
To record the expense ticket, simply click the Save button in the toolbar at the top of the window.
Time and Billing
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12.7- Entering Expense Tickets- 2003:2008:

You can enter an expense ticket to record resources that were used for a customer, a job, or
administrative purposes. You can also choose to bill your customers or jobs for charge items included on
billable expense tickets. To create an expense ticket, simply select Tasks| Time/Expense| Expense
Tickets from the Menu Bar, which displays the Expense Tickets window.
First, select whether this is an expense to be recorded for an employee or a vendor by using the
drop-down in the upper left corner of the screen. Then select the employee or vendor that you are recording
the ticket for from the drop-down. Then select the date of the ticket using the calendar drop-down for
Calendar Date.
Then select the charge item that you set up in your inventory to record this type of expense. Select
whether this is for a customer, a job, or administrative purposes. If you selected a customer or a job, use the
drop-down to select which one. If this is an employee expense ticket, you can click the Reimbursable to
Employee check box to track expenses that are reimbursable to the employee. Then enter a brief
description for invoicing. You can then also enter in an internal note, if needed. Then enter a quantity for the
charge items, if necessary. Then enter the unit price and billing status for the charge item and the ticket. To
record the expense ticket, simply click the Save button.
Time and Billing
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12.8- Billing Time and Expense Tickets:

After you have time and expense tickets entered for a customer or job, you can invoice them for the
amounts. You will need to bring up the Sales/Invoicing window, and select the customer that you want to
bill. Then click the Apply Tickets/Expenses button. Peachtree will then display the tickets that you have
entered for the customer or job on the Time Tickets and Expense Tickets tabs. Click the appropriate tab
to view the tickets listed there, and click the Use checkbox for any listed tickets to use them in the invoice.
You can use the WriteUp button to markup specified ticket amounts by an amount or a percentage. You
could also type in any markups to the amount by manually changing the amounts listed in the invoice.
Time and Billing
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ACTIONS-
Time and Billing
ADDING TIME TICKET EMPLOYEES:

1. Select Maintain| Employees/ Sales Reps from the Menu Bar.
2. Create the employees general information in the General tab.
3. Click the Pay Info tab.
4. Select Hourly- Time Ticket Hours from the Pay Method drop-down.
5. If you want to bill customers an hourly rate for this employee, type their billable rate into the Hourly
Billing Rate text box.
6. Complete the rest of the employees information, and Save the record.
CREATING ACTIVITY ITEMS:

1. Select Maintain| Inventory Items from the Menu Bar.
2. Create an item, and use the Item Class: drop-down to select Activity item.
3. Fill in the rest of the fields, and Save the record.
CREATING CHARGE ITEMS:

1. Select Maintain| Inventory Items from the Menu Bar.
2. Create an item, and use the Item Class: drop-down to select Charge item.
3. Fill in the rest of the fields, and Save the record.
RECORDING TIME TICKETS- 2009:2012:

1. To enter a single time ticket, select Tasks| Time/Expense| Time Tickets from the Menu Bar to open
the Time Tickets window. To enter multiple time tickets into a weekly worksheet, just select Tasks|
Time/Expense| Weekly Timesheet from the Menu Bar, instead.
2. In either window, you begin by selecting whether the time ticket that you will enter is for an employee or
a vendor by choosing the desired option button.
3. Then select the specific employee or vendor for whom you are recording the ticket for by using the drop-
down that appears below the option buttons.
4. Next, if using the Weekly Timesheet view, ensure that you are viewing the correct week for time ticket
entry. You can use the Week including: drop-down to select a day of the week that includes your time
ticket entry days, or you can use the Previous Week and Next Week buttons to select a week for time
ticket entry. The days will then display in the grid below.
5. Next you need to select the purpose of the time ticket entry from the To be applied: drop-down that
appears in the Time Tickets window. You can select either To a Customer Invoice, Against a Job, or
As an Administrative task from the drop-down. Note that this drop-down in the Time Tickets window
corresponds to the same drop-down for Customer/Job/Administrative that appears within the Weekly
Timesheet window.
6. If you select either the Customer or Job options in step 5, use the adjacent drop-down within either
window to select the correct customer or job for which the ticket is being recorded.
7. If entering a time ticket through the Time Tickets window, you can select the date to record from the
Time Details area.
(cont.)
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ACTIONS-
Time and Billing
RECORDING TIME TICKETS- 2009:2012 (CONT.):

8. Next, in either window, enter the activity item that identifies the type of timed activity to be recorded.
9. Then, for the Time Tickets window, you can enter the duration of the selected activity item into the
Time Details section. If using the Weekly Timesheet, note that you can enter the same durations into
the boxes provided within each day shown.
10. Note that if the timed activity recorded in the ticket is for an employee, you can also select a pay level
associated with their employee record. Note that the employee must be paid by time tickets when the
employee record is created in order to accomplish this.
11. If the time recorded is for a customer or a job, then select a billing type for the ticket.
12. You can also enter a billable rate, if needed for future customer billing.
13. You can then set the billing status for the ticket.
14. When you are finished recording your time data, just click the Save button in the toolbar at the top of
either window to save the time ticket.
RECORDING TIME TICKETS- 2003:2008:

1. Select Tasks| Time/ Expense| Time Tickets from the Menu Bar.
2. Select either the Daily tab, or the Weekly tab. Each row in the Weekly tab represents a week of
daily tickets. Click the Daily tab to enter a daily time ticket.
3. Select whether this is a ticket for an employee or a vendor by selecting from the drop-down available.
4. Select the employee or vendor that you are entering the ticket for from the drop-down.
5. Enter the date of the ticket using the Ticket Date: calendar selector.
6. Select the activity item set up in the inventory that you want to record the time for.
7. Use the drop-down to select whether this item is being completed for a Customer, Job, or
Administrative purpose. If you select either Customer, or Job then select which one from the drop-
down next to it.
8. If this ticket is for an employee, you can select a Pay Level to associate with this time.
9. Enter a description for invoicing, if necessary.
10. You can also type a description for internal purposes, if necessary.
11. Select a timing option button, and either manually record the time, or time the actual duration.
12. Select a Billing Type for the ticket using the drop-down available. If you select Flat Fee, enter the
amount in the Billing Amount field.
13. Select a Billing Status for the ticket.
14. Click the Save button to record the time ticket.
RECORDING EXPENSE TICKETS- 2009:2012:

1. First, select whether this is an expense to be recorded for an employee or a vendor by selecting the
desired option button within the Whose Expense Is Being Recorded? section. You can then use the
adjacent drop-down within the same section to select the specific employee or vendor for whom you are
recording the expense.
2. Next, within the Why Is This Ticket Being Recorded? section, you use the drop-down to select whether
this ticket is being recorded to be applied to a customer invoice for future billing, or to record job
expenses, or simply being recorded for administrative purposes.
(cont.)
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ACTIONS-
Time and Billing
RECORDING EXPENSE TICKETS- 2009:2012 (CONT.):

3. If you select either the To a Customer Invoice or Against a Job from the drop-down, then use the
adjacent drop-down that appears within the same section to select the customer or job for which this
ticket is being recorded.
4. Next, in the Item Details section, select the charge item for which you are recording an expense
ticket.
5. If the charge is to be used in future invoicing, you can enter a description that can be used within the
invoice into the Invoice description: field.
6. Then in the Ticket Details section, use the drop-down to select the date for the expense ticket.
7. If the expense is to be reimbursed to the employee, you can check the Reimbursable to employee?
checkbox.
8. In the Billing Details section, you can use the Billing status: drop-down to select a billing status for the
expense ticket, if it is being recorded for a customer or a job.
9. You can then use the Quantity:, Unit Price:, and/or Billing Amount: fields to record the necessary
information for billing the customer or job.
10. To record the expense ticket, simply click the Save button in the toolbar at the top of the window.
INVOICING FOR TIME AND EXPENSE TICKETS:

1. Select Tasks| Sales/ Invoicing from the Menu Bar.
2. Enter the customer or job for which you have entered time and/or expense tickets, and then click the
Apply Tickets/Expenses button.
3. Click on the tab that has the time tickets or expense tickets for which you wish to invoice.
4. Click the Use check box to select the ticket item amounts to be invoiced.
5. If you want to markup the ticket amounts by an amount or a percentage, click the WriteUp button to
select the items that you want to mark up or down by a percentage, and also the amount or percentage.
6. Click the OK button to apply the amounts to the invoice. You can also manually adjust the amounts
directly in the invoice, if you want.
7. Click Save to save the invoice.
RECORDING EXPENSE TICKETS- 2003:2008:

1. Select Tasks| Time/ Expense| Expense Tickets from the Menu Bar.
2. Select whether this is an expense ticket for an employee or a vendor from the drop-down available.
3. Select the employee or vendor that you are entering the expense ticket for from the drop-down.
4. Enter the date of the ticket using the Ticket Date: calendar selector.
5. Select the charge item set up in the inventory that you want to record the expense for.
6. Use the drop-down to select whether this item is being completed for a Customer, Job, or
Administrative purpose. If you select either Customer, or Job, then select the specific customer or
job from the adjacent drop-down.
7. If this ticket is reimbursable to an employee, you can check the Reimbursable to Employee check box.
8. Enter a description for invoicing, if necessary. You can also type an internal description, if necessary.
9. You can enter a Quantity for the charge item, if necessary.
10. You can select the Unit Price for the item from the drop-down, if necessary.
11. To record the expense ticket, click the Save button.
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13.1- Changing Your Companys Posting Method

13.2- Posting/Unposting

13.3- Memorized Transactions

13.4- Using the Purge Wizard

13.5- Using the Year-End Wizard
CHAPTER 13-
Changing System Settings
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Changing System Settings
13.1- Changing Your Companys Posting Method:

When you set up your company, you had to make a decision as to what type of posting method you
wanted to use to post transactions to the General Ledger. It may be useful to note that you can change this
at any time by selecting Maintain| Company Information from the Menu Bar. There are two methods of
posting transactions to the General Ledger: Real-Time Posting and Batch Posting.
With Real-Time Posting, your companys transactions are posted to the appropriate journals and the
General Ledger as they are entered. This method is very common, as it saves you time and is best for most
businesses and networks.
With Batch Posting, transactions are saved in Peachtree and then posted to the General Ledger as
a group. When you use Batch Posting, you can print registers to review a batch of transactions prior to
posting them to the General Ledger. When you choose to post information from all of the journals,
Peachtree will find any unposted transactions and post them to the General Ledger. Transactions can still
be edited and deleted, even after they are posted.
If you wish to change the method of posting transactions, you can do it by selecting Maintain|
Company Information from the Menu Bar. Click the Posting Method gray arrow button, and then select
either Batch or Real Time. Click the OK button when you are finished.
13.2- Posting/Unposting:

If you are using Real-Time Posting, when you click the Save button on a transaction, it is instantly
posted to the appropriate journals and to the General Ledger. Most companies use this method.
However, if you are using the Batch Posting method, you must post all of your transactions before
you print certain reports, change accounting periods, or close the fiscal year. Before you post your
transactions, you must save all of your transactions, first. Also, if you are using Peachtree in a network
environment, you must have all users (except yourself) exit the Peachtree company file before you can post
the transactions.
To post the transactions, select Tasks| System| Post from the Menu Bar. This will bring up the
Post window. Here you check all of the journals that you want to post the transaction from by clicking them
to put a checkmark in the checkbox for the journal. Then click OK to post the information from all of the
selected journals to the General Ledger.
If you need to edit a batch of journal entries that have already been posted to the General Ledger,
then you can unpost them. This will remove all transactions from the General Ledger from the current
accounting period and forward.
To unpost the transactions, select Tasks| System| Unpost from the Menu Bar. This will bring up
the Unpost window. Here you check all of the journals that you want to unpost the transactions from by
clicking them to put a checkmark in the checkbox for the journal. Then click OK to unpost the information
back to all of the selected journals from the General Ledger.
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Changing System Settings
13.3- Memorized Transactions:

You can enter and save transactions that you create for use at a later date. These types of
transactions are called Memorized Transactions. Peachtree can memorize and save quotes, sales
invoices, purchase orders, payments, and General Journal entries that you make frequently, so that you can
use them again in the future without having to retype them in their entirety. When you use a transaction that
you have memorized, you can still edit the information so that it works for the particular situation. That way
they are more flexible and usable while still saving typing time.
The first step is to create the transaction that you would like to memorize. You will have to use the
Maintain Memorized (transaction type) window to do this. You can access it by selecting Maintain|
Memorized Transactions from the Menu Bar. You will then click on the type of memorized transaction you
wish to create. You will enter in the information that you would like to have reappear whenever you use the
transaction in the future. You do not have to enter information into every field, just what you want to have
appear in the future. You will have to enter information each time you use the transaction in the future for
fields like the Invoice number and Date. Once you have created the transaction, just click the Save
button to save the memorized transaction.
You can then use the transaction in the future by accessing it through the window that you use to
enter that type of transaction you memorized (like the Sales/Invoicing screen for memorized invoices).
Here just, click the drop-down button next to the List button (Open in Peachtree 2003:2007) in the toolbar
at the top of this screen. Click the Select button in the drop-down menu that displays. Peachtree will then
show you a listing of the memorized transactions that you created for this type of transaction. Just select the
one that you want to use and click the OK button. The memorized information for that transaction will
appear in the form. You will then just have to add in any unique information that you need to complete the
transaction, and then click Save to save the information.
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Changing System Settings
13.4- Using the Purge Wizard:

When you purge Peachtree companies, you remove inactive customers, vendors, employees, jobs,
quotes, invoices, purchases, and other items from the company file. You can only purge the information for
years that are closed. This will clear space on your computer by reducing the file size. You can purge your
company file at anytime. Some good time to purge would be at the close of the fiscal year or the payroll tax
year. However, since the purge process may take a long time to complete, you should start it at the end of
your business day, making sure that you leave the computer running. You should also make sure that all
other applications are closed prior to performing the purge.
You use the Purge Wizard to assist you in the process of purging your company file. The wizard
simplifies the process by prompting you for all of the necessary information. You must create a backup
before purging your company file. Peachtree actually recommends that you create two backups, one for the
current file, and one to store offsite in case of emergencies. The Purge Wizard helps you facilitate this
process by allowing you to create the needed backups.
It is also worthwhile to note that this is not the process that you would use to repair corrupt data.
That would be restoring your company from a backup file.
Peachtree also recommends that if you have extensive data, you may want to consider purging in
sections rather than all at once. This allows for shorter, controlled sessions of purging which save time and
memory resources.
To start the purge, select Tasks| System| Purge Wizard from the Menu Bar. This will bring up the
window shown below. It shows you the date of the most recently closed fiscal and payroll years. Just as
with any other wizard, you simply click the < Back and Next > buttons to step through the Wizard,
answering the questions and responding to the prompts.
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Changing System Settings
13.4- Using the Purge Wizard (cont.):

Click the Next > button to continue after you have read the information on the Welcome screen.
This will bring up the Back Up Company Data screen. Here you can choose to create one or preferably
two copies of your company (backup files) on hand before proceeding.
To include your company name in the backup file, select the Include company name check box.
Click the Back Up button to decide where you want to save your Peachtree backup file. In the Save
Backup As window, use the Look in: drop-down at the top of the window to navigate to the folder where
you want to store the file. You can rename the file, if desired, in the File Name: text box. Peachtree gives
you a default name that includes the name of your company file and the date. Click Save when you are
ready. Peachtree will then tell you the size of the backup file if you are saving it to the computer, or the
number of diskettes that you will need if you are using diskettes. Click OK. The backup will then occur. If
you are saving to diskettes, the program will prompt you as to when you should switch disks. Keep them
labeled, and in sequential order. Dont interrupt the backup process, as this may corrupt the data.
Click the Next > button to continue after you have made the backups. This will take you to the Old
Transactions screen. Here you select the transactions that you want to purge. First, enter the date on or
before which your transactions can be purged. In the Transactions group box, select the transactions that
you want to purge. You can delete Receivables (quotes, invoices, receipts), Payables (P.O.s in Peachtree
Accounting and Complete, purchases, payments), Payroll (payroll transactions), General Journals (journals
and their entries), Audit Trails(Peachtree Complete only), Used Tickets (time and expense tickets used in
payroll and sales- only in Peachtree Complete), and Unused Tickets (unused time and expense tickets-
also enter a date on or before which such tickets can be purged. When you are finished, click the Next >
button to continue.
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13.4- Using the Purge Wizard (cont.):

This will bring up the Account Reconciliation screen. This lets you select whether you want to do
account reconciliation or not. If you do, you decide which accounts you need to reconcile before the purge.
Select the Yes option to reconcile, or select the no option to skip the reconciliation. If you select Yes,
you must select the accounts that you wish to reconcile prior to purging. For each account category, like
Cash, double-click the black arrow to drop-down a list of individual accounts. Any accounts that havent
been reconciled in the past will be marked by default. Select the check box to place a red check next to any
accounts that you want to reconcile. If an account is selected here, any transactions that use the account
but are not reconciled, regardless of date, will not be purged. Click the Next > button to continue.
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13.4- Using the Purge Wizard (cont.):

This will bring up the Inactive Maintenance Records screen. This lets you decide the types of
inactive maintenance records to purge. You can only purge inactive records only if they are not used in
transactions and also have zero balances. Select the check box next to the types of inactive records you
wish to purge. When you are ready, click Next > to continue.
This will then bring up the Summary of Options screen. Here you see a summary of the different
options that you set for the purge. If you are satisfied with your selected options, then just click the Begin
Purge button to begin the purge. If you are not satisfied, click the <Back button to return to the previous
screens and change any options that you need to.
When you click the Begin Purge button, a window appears that lets you know that the purge wizard
is removing your old company data. You can see the progress in the middle of the window. When the purge
is complete, it will announce that the Purge Is Complete. To see a detailed log, click the Log button. To
close, click the Close button.
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Changing System Settings
13.5- Using the Year-End Wizard:

The Year-End Wizard assists you in the process of closing out your first open fiscal year, payroll
tax year, or both. Before you start this wizard, there are a few tasks that you should perform. You should
print out any unprinted items, such as invoices and payroll checks. You should also clear the Waiting on
Bill check box in the Purchases/Receive Inventory window for any outstanding vendor purchases. If you
start the wizard before you have done this, it will not proceed. You may also want to purge inactive records
before this, although it isnt required. Also, since this process takes a long time to run, it is recommended
that you do it at the end of the business day. Also make sure that all other applications are closed before
you begin.
Just like the Purge Wizard, in this wizard you read the screens and answer any questions and
provide it with the information that it requests. When you have finished with a screen, you simply click the
Next > button to continue to the end of the wizard. You can click the < Back button to go back to previous
screens and change your answers, if necessary.
To start the Year-End Wizard, select Tasks| System| Year-End Wizard from the Menu Bar. The
first window is the Welcome screen, which tells you the date range of your two open fiscal and payroll tax
years. Click the Next > button to continue.
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Changing System Settings
13.5- Using the Year-End Wizard (cont.):

The next screen asks you which years do you want to close. Depending on the available options,
you can close either the displayed fiscal year, the displayed payroll tax year, or both the fiscal and the
payroll tax years. You may not have all of the options available, depending on the structure of your fiscal
and payroll tax years. The Wizard will prompt you as to what it thinks is the correct choice. Select the
correct option, and click the Next > button to continue. If you still have unprinted items waiting to be printed
for the year which you are trying to close, Peachtree displays the Unprinted Items window. You should
print out any unprinted items, as you cannot do this once you have closed the year.
The next screen is the Print Fiscal Year-End Reports screen. So that you have a proper audit trail
for your company, Peachtree strongly recommends that you print all fiscal year-end reports. You cant do
that once this process is complete. However, if there are any reports that you dont want to print, you can
deselect the box for that report from the table in this window. When you click the Next > button to continue,
all the selected reports will print to your default printer. So you should check toner and add paper, if needed.
If you are using Peachtree Premium Accounting or higher, you will then see a screen that
recommends you run the Internal Accounting Review. If you want to run it, click the Internal Accounting
Review button. Otherwise, click Next >. We will be discussing this feature later in the tutorial.
The next screen will be the Back Up Company Data screen. To make a backup, click the Back
Up button. The Back Up Company window appears. If you want to be prompted to backup your files again
in a specified number of days, click the Reminder check box. Select the Include Company Name if you
want Peachtree to use your company name in the name of the backup file that it creates. Click the Back
Up button to begin the backup.
In the Save Backup As window, enter or select where to save your backup file. Peachtree will
create a name for the file using the date and the company name. If you want to change this, enter a new
name in the File Name: text box. Click the Save button to make the backup. If you are using diskettes,
Peachtree will prompt you when it needs you to replace the diskettes. Keep them labeled and in sequential
order. Click the OK button to backup the data. Click the Next > button when you are ready to proceed.
This will bring up the New Open Fiscal Years window. In this window, the wizard lets you review
the accounting periods in your current open fiscal year and the next fiscal year. If you need to restructure
your companys next fiscal year for tax purposes, you can change the date range of the accounting periods
in that year. However, it is generally not necessary. If in doubt, check with your accountant before making
the changes.
You can click the Current Fiscal Year option to see the ranges of the current open fiscal year. You
cannot change these dates. To see the dates of the accounting period for the next fiscal year, click the
Next Fiscal Year option. This will display the accounting period for the next fiscal year. To change the end
dates of any of the displayed accounting periods, click the accounting period whose date you want to
change. In the To: column, type or select a new date. When you change the To: field, the From: date in
the next accounting period changes as well. Click the Next > button to continue when you are finished.
The next screen is the Confirm Year-End Close screen. This will confirm the years that you will be
closing. If you think that any of this is incorrect, you can click the < Back button to find the previous screen
where you need to make corrections and change the incorrect options. If things look correct, just click the
Next > button to continue.
This will bring up the Begin Close-Year Process screen. Just click the Begin Close to close out
the year(s). Once this process starts, however, it is imperative that you do not disrupt it. Do NOT turn off
your computer. This will take a while, so it is always best to do these processes at the end of the business
day. When it is finished, the Congratulations! window will appear, showing a summary of the information
closed and new accounting period information. Click the Finish button to finish the process.
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ACTIONS-
Changing System Settings
CHANGING YOUR COMPANYS POSTING METHOD:

1. Select Maintain| Company Information from the Menu Bar.
2. Click the Posting Method gray arrow button, and then select either Batch or Real Time.
3. Click the OK button when you are finished.
4. Click the OK button to save your company information changes.
POSTING BATCH TRANSACTIONS (BATCH-MODE ONLY):

1. To post the transactions, select Tasks| System| Post from the Menu Bar.
2. Check all of the journals that you want to post the transaction from by clicking them to put a checkmark
in the checkbox for the journal.
3. Click OK to post the information from all of the selected journals to the General Ledger.
UNPOSTING BATCH TRANSACTIONS (BATCH-MODE ONLY):

1. To unpost the transactions, select Tasks| System| Unpost from the Menu Bar.
2. Check all of the journals that you want to unpost the transactions from by clicking them to put a
checkmark in the checkbox for the journal.
3. Click OK to unpost the information back to all of the selected journals from the General Ledger.
CREATING A MEMORIZED TRANSACTION:

1. Select Maintain| Memorized Transactions from the Menu Bar.
2. Select the type of transaction that you want to create.
3. Type an id for the transaction in the Transaction ID: text box, and type a name for the transaction in
the Description: text box.
4. Fill in any information that you want to memorize for the transaction.
5. Click Save to save the memorized transaction.
USING A MEMORIZED TRANSACTION:

1. Select the transaction window that corresponds to the type of transaction that you memorized and now
wish to use.
2. Click the drop-down button next to the List button (Open in Peachtree 2003:2007) in the toolbar at
the top of this screen.
3. Click the Select button in the drop-down menu that displays.
4. In the window that appears, click on the memorized transaction that you want to use in order to select it.
Then click the OK button.
5. Complete the information, changing it as needed for this particular situation.
6. Click Save to save the transaction.
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ACTIONS-
Changing System Settings
USING THE PURGE WIZARD:

1. To start the purge, select Tasks| System| Purge Wizard from the Menu Bar.
2. Click the Next > button to continue after you have read the information on the Welcome screen.
3. This will bring up the Back Up Company Data screen.
4. To include your company name in the backup file, select the Include company name check box.
5. Click the Back Up button to decide where you want to save your Peachtree backup file.
6. In the Save Backup As window, use the Look in: drop-down at the top of the window to navigate to the
folder where you want to store the file.
7. You can rename the file, if desired, in the File Name: text box. Peachtree gives you a default name that
includes the name of your company file and the date.
8. Click Save when you are ready.
9. Peachtree will then tell you the size of the backup file if you are saving it to the computer, or the number
of diskettes that you will need if you are using diskettes. Click OK. The backup will then occur. If you
are saving to diskettes, the program will prompt you as to when you should switch disks. Keep them
labeled, and in sequential order. Dont interrupt the backup process, as this may corrupt the data.
10. Click the Next > button to continue after you have made the backups.
11. This will take you to the Old Transactions screen.
12. First, enter the date on or before which your transactions can be purged.
13. In the Transactions group box, select the transactions that you want to purge.
14. When you are finished, click the Next > button to continue.
15. This will bring up the Account Reconciliation screen.
16. Select the Yes option to reconcile, or select the no option to skip the reconciliation. If you select
Yes, you must select the accounts that you wish to reconcile prior to purging. For each account
category, like Cash, double-click the black arrow to drop-down a list of individual accounts. Any
accounts that havent been reconciled in the past will be marked by default. Select the check box to
place a red check next to any accounts that you want to reconcile. If an account is selected here, any
transactions that use the account but are not reconciled, regardless of date, will not be purged.
17. Click the Next > button to continue.
18. This will bring up the Inactive Maintenance Records screen.
19. Select the check box next to the types of inactive records you wish to purge.
20. When you are ready, click Next > to continue.
21. This will then bring up the Summary of Options screen.
22. Here you see a summary of the different options that you set for the purge. If you are satisfied with your
selected options, then just click the Begin Purge button to begin the purge. If you are not satisfied,
click the < Back button to return to the previous screens and change any options that you need to.
23. When you click the Begin Purge button, a window appears that lets you know that the purge wizard is
removing your old company data. You can see the progress in the middle of the window.
24. When the purge is complete, it will announce that the Purge Is Complete. To see a detailed log, click
the Log button.
25. To close, click the Close button.
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ACTIONS-
Changing System Settings
USING THE YEAR-END WIZARD:

1. To start the Year-End Wizard, select Tasks| System| Year-End Wizard from the Menu Bar.
2. The first window is the Welcome screen, which tells you the date range of your two open fiscal and
payroll tax years.
3. Click the Next > button to continue.
4. The Wizard will prompt you as to what it thinks is the correct choice for years that you can close. Select
the correct option, and click the Next > button to continue.
5. If you havent printed out items from the year which you are trying to close, Peachtree displays the
Unprinted Items window. You should close the wizard and print out these items if this happens, as you
cannot print them after closing the year.
6. The next screen is the Print Fiscal Year-End Reports screen.
7. If there are any reports that you dont want to print, you can deselect the box for that report from the table
in this window. When you click the Next > button to continue, all the selected reports will print to your
default printer. So you should check toner and add paper, if needed.
8. If using Peachtree Premium Accounting, or higher, and you want to run the Internal Accounting Review,
click the button of that name in this screen. Otherwise, click the Next > button.
9. The next screen will be the Back Up Company Data screen.
10. To make a backup, click the Back Up button.
11. The Back Up company window appears. If you want to be prompted to backup your files again in a
specified number of days, click the Reminder check box.
12. Select the Include Company Name if you want Peachtree to use your company name in the name of
the backup file that it creates.
13. Click the Back Up Now button to begin the backup.
14. In the Save Backup As window, enter or select where to save your backup file.
15. If you want to change this, enter a new name in the File Name: text box.
16. Click the Save button to make the backup.
17. If you are using diskettes, Peachtree will prompt you when it needs you to replace the diskettes. Keep
them labeled and in sequential order.
18. Click the OK button to backup the data.
19. Click the Next > button when you are ready to proceed.
20. This will bring up the New Open Fiscal Years window.
21. You can click the Current Fiscal Year option to see the ranges of the current open fiscal year.
22. To see the dates of the accounting period for the next fiscal year, click the Next Fiscal Year option.
23. To change the end dates of any of the displayed accounting periods, click the accounting period whose
date you want to change. In the To: column, type or select a new date. When you change the To:
field, the From: date in the next accounting period changes as well. This is generally not a necessary
step.
24. Click the Next > button to continue when you are finished.
25. The next screen is the Confirm Year-End Close screen.
26. If things look correct, just click the Next > button to continue. If they dont, you can click the < Back
buttons to go back and edit your choices.
27. This will bring up the Begin Close-Year Process screen.
28. Just click the Begin Close to close out the year(s). Once this process starts, however, it is imperative
that you do not disrupt it. Do NOT turn off your computer.
29. When it is finished, the Congratulations! window will appear, showing a summary of the information
closed and new accounting period information. Click the Finish button to finish the process.
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14.1- The Cash Manager

14.2- The Collection Manager

14.3- The Payment Manager

14.4- The Financial Manager

14.5- Find on Report- 2005:2012

14.6- Preset Reports

14.7- Report Groups

14.8- Modifying Reports

14.9- Exporting Reports to Excel

14.10- Importing and Exporting Data

14.11- Exporting Reports to PDF- 2005:2012

14.12- Modifying Screen Templates

14.13- Modifying Forms
CHAPTER 14-
Reporting
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14.1- The Cash Manager:

The Cash Manager is available only in the Peachtree Accounting or higher. It has been
reformatted starting in 2009, while in Peachtree 2003:2008 it resembled the other managers, like the
Collection Manager or the Payment Manager. In order to open it in Peachtree 2003:2008, select
Analysis| Cash Manager from the Menu Bar. In Peachtree 2009:2012, select Analysis| Cash Flow
Manager from the Menu Bar.
This report shows the projected cash flow status for your company for a certain period of time. You
can see balances for receipts, payments, payroll, and other cash broken down by due dates. In the
Peachtree 2003:2008 versions, you can select the Numeric, Spreadsheet, Cash Source, or Detail
buttons to view the varying levels of detail on transactions. The Cash Manager lists current cash levels
and expected cash levels after scheduled transactions occur. These include sales to collect, payments to
make, and payroll to pay. Both the Numeric and Graph display the same amounts.
In the 2003:2008 versions, you can click the Spreadsheet button on the toolbar of this window to
see the next level of detail for Sales to Collect, Payments to Make, Payroll to Pay, or any of the
Adjustments rows. From the spreadsheet window, you can view the information from the original
transaction. In the Spreadsheet view, you can change the information for the bracket of information that
you selected in the Numeric view, which is the default view. If you change the amounts in the spreadsheet
view, it only affects the Cash Manager. It doesnt affect the General Ledger unless you select a transaction,
click the Source button, select the reference to change, and then click the Detail button to view the
original transaction. You would have to change and save the transaction to affect the General Ledger.
In 2009:2012, you can more easily see your starting cash. As part of the re-design, you can choose
to include or exclude selected accounts by clicking the Include checkbox for any accounts shown. You can
still click the Details hyperlink that appears to view the account register and view the transactions. You can
also click the Expected Incoming Cash tab to view your invoices and other incoming cash. You can click
the Expected Outgoing Cash tab to view purchases and other bills. To add adjustment transactions to any
of these three tabs, you can simply click into the topmost row on the desired tab, and then enter the
information for the adjustment entry into the blank row. Be sure that you check the Include checkbox for
any adjustment rows that you create in order to add the amount you enter to the cash flow forecast. You
should also remember to click the Save button that appears at the top of the window to save your
adjustment entries. Otherwise, they may be removed when you close the Cash Flow Manger window.
At the bottom of the window, you will see your projected cash flow totals. You can check the
Balance, Incoming, and Outgoing checkboxes in this area to show those amounts in the graph. When
you are finished with the Cash Flow Manager, click the Close button to close the window.
Reporting
14.2- The Collection Manager:

The Collection Manager is available only in the Peachtree Accounting or higher. You can view the
Collection Manager by selecting Analysis| Collection Manager from the Menu Bar.
The Collection Manager provides you with a bracket (numeric) and graphical analysis of your
accounts receivable. You can see the detail for the various aging brackets that are displayed. They are 0-30
days, 31-60 days, 61-90 days, and over 90 days. Double-click on a column in the graphical version or an
entry in the bracket version to view the detail data for that range. In this view, to see the totals for a selected
customer just select the customer and click the Source button. Then if you want to view the original
transaction, select the source transaction that you want to view, and click the Detail button to bring up the
original transaction.
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14.4- The Financial Manager:

The Financial Manager provides a brief, overall financial picture of how your business is
performing. Like the other Peachtree business managers, the Financial Manager is based on multiple levels
of analysis. In this case, there are two levels:
Numeric level: a set of business-summary data or account balances at a specified point in time,
which can be viewed in a numeric table
Spreadsheet level: a set of business-summary data or account balances projected for the end of
sequential periods for comparison purposes
The Date field at the top of the window on the right defaults to the current system date if the current
system date falls within the current accounting period. When you change the date, the system refreshes the
Financial Manager data displayed. You can also refresh the financial data by selecting the Refresh button
at the top of the window.
Reporting
14.5- Find on Report- 2005:2012:

Starting in Peachtree 2005, the Find on Report window makes it even easier to find information on
reports and financial statements. When previewing a report or financial statement, click the Find button in
the toolbar at the top of the preview window to open the Find on Report dialog box. Use this dialog box to
search for text within a report or financial statement.
14.3- The Payment Manager:

The Payment Manager is available only in Peachtree Accounting or higher. You can view the
Payment Manager by selecting Analysis| Payment Manager from the Menu Bar.
The Payment Manager can be viewed either graphically or numerically. Use this to see your aging
status on payments to vendors, as well as your discount status with vendors. You can change the
information shown as of a specific date in the As of Date: field at the top of this window. You can also
switch the view to either a Bracket or Graph by clicking either button in the toolbar at the top of this
window. If you select to view the information in the Bracket view, you can select an aging bracket for a
vendor and click the Vendor button to view the aging information for that vendor. You can then click the
Detail button to view the original transaction.
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14.6- Preset Reports:

Peachtree installs several preset reports which you can use to analyze information entered into the
Peachtree application. The reports are grouped into various categories, but they can all be accessed in the
Select a Report or Form (Select a Report in 2003:2007) window in Peachtree.
If you select the Reports & Forms command in the Menu Bar, you will see the report categories
shown in the drop-down menu. Selecting any one of these categories will invoke the Select a Report or
Form window. Starting in Peachtree 2008, ensure that the tab in the upper left corner of this window is set
to show Reports. The report categories are displayed in the list at the left side of the Select a Report or
Form window. The category which you selected to invoke this dialog box will be the category selected.
The reports within the selected category will be displayed at the right side of the dialog box. When
you click on the name of a report shown in the report list, a description of the functionality of the report will
appear in the box to the right.
To preview one of the reports, select the report that you want to preview from the list at the right side
of the window and then click the Display (Preview in 2003:2007) button at the top of the window. This will
display the report data. You can then click the Print button in the preview window that appears to print the
data after verifying that it is displaying the data you wish to print. You could also skip the preview process
entirely by just clicking the Print button directly from the Select a Report or Form window.
Reporting
14.7- Report Groups:

You can list related reports together and print the entire related grouping of reports simultaneously
by creating report groups. Report groups can include reports from any report category. To create a report
group, click the Group button in the Select a Report or Form windows toolbar. This will bring up the
Report Groups window where we create our report groups. All reports are listed in the Report Index:
column, but you can display a list of all the reports for a selected category using the Report Index drop-
down list. Just select a report from the list on the left, and click the Add button to move the report to the
window on the right. If you accidentally add a report that you want to remove from the group, select the
report from the window on the right and click the Remove button. As the reports are added to the group,
they are listed in the box to the right. Once all of the reports that you want to place into the group are in the
box to the right, you can save the group for later use. Do this by clicking the Save button in the Report
Groups window toolbar. This will launch the Save As dialog box, where you can give the report group a
name and a description. Just click the Save button to save the group.
When you want to print a report group in the future, just select Reports & Forms (Reports in
2003:2007)| Report Groups from the Menu Bar. Then select the report group folder that you want to print
from the list on the right, and click the Print button in the toolbar above to print the selected report group.
You can also double-click the report group folder icon to view the individual reports in the group. You can
then select and print or display these reports independently, if desired.
14.8- Modifying Reports:

You can modify the reports that are provided with Peachtree to create your own custom reports. To
modify a report, select the report that you want to use as a basis for your custom report within the Select a
Report or Form window. Then click the Options (Design in 2003:2007) button to bring up the reports
modification window. In Peachtree 2003:2007, this window consists of three tabs: Filters, Fields, and
Fonts. In Peachtree 2008:2012, the same options are simply shown within a single window.
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14.8- Modifying Reports (cont.):

In Peachtree 2003:2007, on the Filters tab, you will see the filters that are in place for the report.
These are now shown by default within the initially displayed screen in Peachtree 2008:2012. Here you can
change the criteria used to filter the report data. The available options will change based on what data is
used for the report.
In Peachtree 2003:2007, if you click to the Fields tab, you will see a listing of the fields used in the
report. You can click the Columns hyperlink that appears within the Modify Report window in Peachtree
2008:2012 to display this same window, although it is called the Columns tab in Peachtree 2008:2012. In
all versions, you can check the Show check box for the columns (fields) that you want to show within the
report. As you add the additional columns(fields), they will be added to the end of the columns within the
report. If you look in the Col # column, you will see their order from left to right displayed as a numeric,
ascending ranking starting with column number 1 at the far left. If you want to change this, you can click on
the one that you want to change the position of, and either click the Move Up or Move Down button in
this tab.
In Peachtree 2003:2007, if you click to the Fonts tab, you can click on the A button for any
available font style listed to bring up the Font dialog box. You can simply click the Fonts hyperlink that
appears within the Modify Report window in Peachtree 2008:2012 to display this same window.
Alternately, if you had opened the Columns tab, you can simply click the Fonts tab within the same
dialog box to also view this same information. On this tab you can set the font to whatever you would like for
each report section shown. Click OK when you are done to apply your changes to the font.
Click OK when you are done modifying the report in order to view the layout for the report. Here
you can change the width of the columns by clicking and dragging on the blue double-pointed arrows
between the column headings to change the column width. When you are done, click the Save button to
save your report. Give it a new name, and click the Save button again to save it. It will then appear in the
Select a Report or Form window in the future. All customized reports have a red arrow or a blue wrench
(depending on the version of Peachtree that you are using) appear next to them within the Select a Report
or Form window.
Reporting
14.9- Exporting Reports to Excel:

Any report in Peachtree can be exported to Excel in order to do further analysis on the data. If you
need to do this, select the report that you want to export to Excel in the Select a Report or Form window.
Then click the Send To button in the toolbar at the top of the Select a Report or Form window. Click the
Excel button in the button drop-down menu. At this point, set any reporting options as needed. In the next
dialog box which appears, select the option to either send it to an existing Excel spreadsheet or to a new
one. Then click OK to export it.
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14.10- Importing and Exporting Data:

One way to import and export data in Peachtree is to export a .CSV file (Comma Separated Value)
that can be opened in Excel or one of many other spreadsheet-style programs compatible with .CSV files. In
order to do this, you must access the Select Import/Export window by selecting File| Select
Import/Export from the Menu Bar. Once the window appears, select the file you would like to export and
click the Export button.
Once you have clicked the Export button, you can use the Filter and Fields tabs to select
options for the report as usual. On the Options tab, you click the gray arrow button in the upper-left corner
to specify a name and location for the file to be created. To ensure you will be able to import the data later,
you should leave the file name as whatever Peachtree makes it. In the Export Options section, you can
select or deselect options as necessary to create the data file as you would like it. When you are finished,
click OK. When Peachtree is finished exporting the report, it will return to the Select Import/Export
window and will not display the report. If you want to see it, you will need to open it on your own.
After you have exported the report as a .CSV file, you may want to change some of the data or send
it to an accountant to check and/or change the data. Once this has been done, you can import the changes
back into Peachtree! However, before you attempt to import data into your company file, you should
understand and have experience with data transfer as it is complicated and can cause your company file to
become corrupted if not done properly.
To import a .CSV file you have exported and changed, again you must have the Select
Import/Export window open. Once it is, select the type of file to import and click the Import button. Once
you do this, you will see the Fields tab where you can select which fields you want to import. Be sure your
selections here match the selections you made when you exported the file, or your data may become
corrupt. Then, on the Options tab, you can click the gray arrow button in the upper-left corner to select the
correct file location. Then, if you clicked the Include Headings checkbox when you exported the data, be
sure to select the First Row Contains Headings checkbox in the Import Options section of this tab. When
you are ready, click OK. You will be notified that you should create a backup before attempting to import
data. If you do want to create a backup, click No when Peachtree asks if you want to continue. Then,
create your backup and repeat the steps you just took to import the file. If you do not want to create a
backup first, simply click Yes.
Reporting
14.11- Exporting Reports to PDF- 2005:2012:

You can create and save an Adobe PDF version of a Peachtree report or financial statement. The
advantage of the PDF version is that you can easily attach it to an e-mail message for delivery to a
customer, and the report will appear exactly as it does when you display or print it in Peachtree, with all
formatting (including page breaks) intact.
To do this, select the report that you want to export to PDF in the Select a Report or Form window.
Then click the Send To button in the windows toolbar and then click the PDF button. The options
window of the selected report will then appear, allowing you to set any desired filters for the reports, choose
which fields of information to display, and set the display of the fonts in the report. Set the options as you
would like and then click OK to continue.
In the Save As dialog box which appears, use the Save in: drop-down to select into which folder
on your computer system you wish to save the PDF file. You can then type a name for the file into the File
name: text box. Click Save when you are ready to save the PDF file.
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14.12- Modifying Screen Templates:

You can modify the screen entry templates for the task windows in Peachtree. You can select from
different predefined templates, or you can create your own. For example, you could remove fields that you
dont use from the invoice form to speed up data entry.
If you look on the toolbar of a task window like the Sales/Invoicing window, youll see a Layout
button (Template in 2003:2007). If you click it, you can switch between some predefined templates, or you
can create your own. If you click the Customize (form name) Layout command (Customize Template in
2003:2007) from the buttons drop-down list of choices, youll be presented with a template of the task
window that you can modify. To make a new template, click the New button in the toolbar at the top of the
window to create a new template.
If using Peachtree 2008:2012, you simply check or uncheck the checkboxes for the fields shown in
order to include or remove them from the display within both the Entry Screen and the Printed Form
versions of the selected form template. If using Peachtree 2003:2007, in the data entry screen template that
appears, you simply double-click the fields available in order to toggle them between the Hide and Show
modes. Note that you cannot change the template of the printed version of the form in this window in
Peachtree 2003:2007. When you have decided what fields will appear in the screen template, click the
Save button to save the template with the name that you desire. Also in the 2003:2007 versions, you can
click the Set template as default checkbox to set the template you created as the default data entry
template to use within the associated task window.
Reporting
14.13- Modifying Forms:

You can modify the templates of the printed versions used by the task windows in Peachtree, or
create your own. All of the printed forms, including invoices, payroll checks, and mailing labels can be
modified to fit your needs. In order to modify one of the printed form templates you must first open the
Select a Report or Form (Select a Report in 2003:2007) window.
If using Peachtree 2008:2012, select the Forms tab within the Select a Report or Form window,
and then choose the name of the form to customize from the listing shown. In these versions, you can then
click the Customize button that appears in the lower right corner of the window to open the design editor
for the selected form.
If using Peachtree 2003:2007, select the report group on the left side of the Select a Report
window that matches the type of printed transaction you want to customize. For example, if you wanted to
customize an invoice, you would select the Accounts Receivable group. Then, in the list of reports that
appears to the right, scroll to the bottom of the list where you will see folders. The printed templates are
contained in these folders. To view the contents of a folder, simply click it once. Next, click the form you
would like to customize, and then click the Design button at the top of the Select a Report window to
open the design editor for the selected form.
The design editor is a window that allows you to add, remove and change data fields, text fields and
other shapes and images. Before you begin adding new items to your form, however, you should examine
the options in this window. If you click the Options button at the top of the window, you will see a set of
checkboxes on the Display tab that you can use to turn features on or off. The Grid/Copies tab offers
options for how you would like the grid to be displayed and measured, as well as how many copies of the
form you would like to print each time you print a record. When you have selected the desired options, click
OK.
Down the left side of the design editor window, you will see a toolbar that contains buttons you can
use to insert objects into your form. To modify an object within the form, you can click the desired objcect in
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14.13- Modifying Forms (cont.):

order to select it, and then click the Properties button within the design editor. Notice that when an object
within the form has been selected, it will display small squares at each of the corners and midpoints of the
object that you clicked. Depending on the type of object you select, the properties and options available to
change will vary. Set any properties of the selected object as desired within the properties dialog box that
appears, and then click the OK button in the dialog box to apply your changes to the selected object.
To insert a new object into the form in Peachtree 2008:2012, first click the Add button shown in the
toolbar within the design editor, and select the type of object that you wish to add to the form. Next, answer
any prompts that are needed in order to insert an object of that type in the ensuing prompt windows that
appear. Finally, click and drag over the area in the form you want the object to cover.
To insert a new object into the form in Peachtree 2003:2007, first click the button for the type of
object that you want to insert from the choices shown in the toolbar within the design editor, and then click
and drag over the area in the form you want the object to cover. If you click the Object button, you will first
get a dialog box that allows you to select what type of object you want to insert.
To change the type of paper you want to use for the form, click the drop-down next to the Print
button in the toolbar at the top of the design editor window and then select the Setup command from the
drop-down menu if using Peachtree 2008:2012. If using Peachtree 2003:2007, instead directly click the
Setup button at the top of the design editor window.
In the Page Setup dialog box that then appears, you will find several preset page sizes and
layouts. While the form editing window can be used to make forms look however you want, ensure that you
do not place content in your form outside of the printable area of the form. For example, if your printer does
not have a continuous feed option, do not select a continuous page style.
When you are finished customizing your form, click the Save button. If you do not want to save
your changes, click the Close button and click No when Peachtree asks if you want to save your
changes.
Reporting
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ACTIONS-
Reporting
USING THE CASH MANAGER:

1. Select Analysis| Cash Manager from the Menu Bar if using Peachtree 2003:2008. In Peachtree
2009:2012, select Analysis| Cash Flow Manager from the Menu Bar.
2. In the Peachtree 2003:2008 versions, you can select the Numeric, Spreadsheet, Cash Source, or
Detail buttons to view the varying levels of detail on transactions. You can click the Spreadsheet
button on the toolbar of this window to see the next level of detail for Sales to Collect, Payments to
Make, Payroll to Pay, or any of the Adjustments rows.
3. In Peachtree 2009:2012, you can more easily see your starting cash. You can also choose to include or
exclude selected accounts by clicking the Include checkbox for any accounts shown. You can still click
the Detail hyperlink that appears to view the account register and view the transactions. You can click
the Expected Incoming Cash tab to view your invoices and other incoming cash. You can click the
Expected Outgoing Cash tab to view purchases and other bills.
4. To add adjustment transactions to any of these three tabs, you can simply click into the topmost row on
the desired tab, and then enter the information for the adjustment entry into the blank row.
5. When you are finished with the Cash Flow Manager, click the Close button to close the window.
USING THE COLLECTION MANAGER:

1. Select Analysis| Collection Manager from the Menu Bar to open the Collection Manager.
2. Double-click on a column in the graphical version or an entry in the bracket version to view the detail
data for that range.
3. In this view, to see the totals for a selected customer just select the customer and click the Source
button.
4. Then if you want to view the original transaction, select the source transaction that you want to view,
and click the Detail button to bring up the original transaction.
USING THE PAYMENT MANAGER:

1. Select Analysis| Payment Manager from the Menu Bar to open the Payment Manager.
2. You can change the information shown as of a specific date in the As of Date: field at the top of this
window.
3. You can also switch the view to either a Bracket or Graph by clicking either button in the toolbar at
the top of this window.
4. If you select to view the information in the Bracket view, you can select an aging bracket for a vendor
and click the Vendor button to view the aging information for that vendor.
5. You can then click the Detail button to view the original transaction.
USING THE FINANCIAL MANAGER:

1. Select Analysis| Financial Manager from the Menu Bar to open the Financial Manager.
2. You can change the information shown as of a specific date in the date field at the top right of this
window.
3. Select either the Numeric or Spreadsheet buttons to change the display of the financial information.
4. Decide if you want to see the display in Business Summary or in Key Balances by selecting either
button.
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ACTIONS-
Reporting
PREVIEWING REPORTS:

1. In the Select a Report or Form window, click on a report in the Report List at the right that you want to
preview.
2. Click the Display (Preview in 2003:2007) button on the toolbar at the top of the Select a Report or
Form window to preview the report.
3. You can print the report from the Preview window by clicking the Print button in the reports toolbar.
PRINTING REPORTS:

1. In the Select a Report or Form window, click on a report in the Report List at the right that you want to
print.
2. Click the Print button on the toolbar in the Select a Report or Form window.
SELECTING REPORTS IN THE SELECT A REPORT OR FORM WINDOW:

1. To run a report, select Reports & Forms (Reports in 2003:2007) from the Menu Bar.
2. Select the desired report category from the drop-down menu of choices.
3. This will open the Select a Report or Form (Select a Report in 2003:2007) window.
4. Click on a report in the Report List at the right side of the screen to select it.
USING THE FIND ON REPORT FEATURE- 2005:2012:

1. Open any report in the Display (Preview in 2003:2007) report view.
2. Click the Find button in the reports toolbar.
3. Enter the words or numbers for which you want to search through the report to find.
4. Select any additional options needed to refine or enhance your search in the dialog box, as well.
5. Click Find Next to see the next matching entry within the report.
CREATING A REPORT GROUP:

1. Select Reports & Forms (Reports in 2003:2007)| Report Groups from the Menu Bar.
2. Click the Group button in the Select a Report or Form (Select a Report in 2003:2007) windows
toolbar.
3. Use the Report Index: drop-down to select the reports that you want to add to the group.
4. Select a report to add to the group in the left list and click the Add button to move them to the right list.
5. You can remove a report by clicking on its name in the right list window and then clicking the Remove
button to send it back to the list on the left.
6. When the report group is finished, click the Save button in the Report Groups window.
7. In the Save As dialog box, type a name for the group in the Name: field, and a description for the
group in the Description text box. Then click Save to save the report group.
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ACTIONS-
Reporting
MODIFYING REPORTS:

1. To modify a report, first select the report that you want to use as a basis for your custom report within
the Select a Report or Form window.
2. Click the Options (Design in 2003:2007) button to bring up the reports modification window. In
Peachtree 2003:2007, this window consists of three tabs: Filters, Fields, and Fonts. In Peachtree
2008:2012, the same options are simply shown within a single window.
3. In Peachtree 2003:2007, on the Filters tab, you will see the filters that are in place for the report. These
are now shown by default within the initially displayed screen in Peachtree 2008:2009. Here you can
change the criteria used to filter the report data. The available options will change based on what data is
used for the report.
4. In Peachtree 2003:2007, if you click to the Fields tab, you will see a listing of the fields used in the
report. You can click the Columns hyperlink that appears within the Modify Report window in
Peachtree 2008:2012 to display this window, but it is called the Columns tab in Peachtree 2008:2012.
5. In all versions, you can check the Show check box for the columns (fields) that you want to show
within the report. As you add the additional columns(fields), they will be added to the end of the columns
within the report. If you look in the Col # column, you will see their order from left to right displayed as
a numeric, ascending ranking starting with column number 1 at the far left. If you want to change this,
you can click on the one that you want to change the position of, and either click the Move Up or
Move Down button in this tab.
6. In Peachtree 2003:2007, if you click to the Fonts tab, you can click on the A button for any available
font style listed to bring up the Font dialog box. You can simply click the Fonts hyperlink that appears
within the Modify Report window in Peachtree 2008:2012 to display this same window. Alternately, if
you had opened the Columns tab, you can simply click the Fonts tab within the same dialog box to
also view this same information. On this tab you can set the font to whatever you would like for each
report section shown. Click OK when you are done to apply your changes to the font.
7. Click OK when you are done modifying the report in order to view the layout for the report. Here you
can change the width of the columns by clicking and dragging on the blue double-pointed arrows
between the column headings to change the column width.
8. When you are done, click the Save button to save your report.
9. Give it a new name, and click the Save button again to save it. It will then appear in the Select a
Report or Form window in the future. All customized reports have a red arrow or a blue wrench
(depending on the version of Peachtree that you are using) appear next to them within the Select a
Report or Form window.
EXPORTING REPORTS TO EXCEL:

1. Select the report that you want to export to Excel in the Select a Report or Form window.
2. Click the Send To button in the Select a Report or Form windows toolbar.
3. From the drop-down listing of buttons which appears, click the Excel button.
4. The options window of the selected report will then appear, allowing you to set any desired filters for the
reports, choose which fields of information to display, and set the display of the fonts in the report. Set
the options as you would like and then click OK to continue.
5. In the next dialog box which appears, you select the option to either send it to an existing Excel
spreadsheet or to a new one.
6. Click OK to export it.
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ACTIONS-
Reporting
EXPORTING REPORTS TO PDF- 2005:2012:

1. Select the report that you want to export to PDF in the Select a Report or Form window.
2. Click the Send To button in the Select a Report or Form windows toolbar.
3. From the drop-down listing of buttons which appears, click the PDF button.
4. The options window of the selected report will then appear, allowing you to set any desired filters for the
reports, choose which fields of information to display, and set the display of the fonts in the report. Set
the options as you would like and then click OK to continue.
5. In the Save As dialog box which appears, use the Save in: drop-down to select into which folder on
your computer system you wish to save the PDF file.
6. You can then type a name for the file into the File name: text box.
7. Click Save when you are ready to save the PDF file.
IMPORTING AND EXPORTING PEACHTREE DATA:

1. One way to import and export data in Peachtree is to export a .CSV file (Comma Separated Value) that
can be opened in Excel or one of many other spreadsheet-style programs compatible with .CSV files. In
order to do this, you must access the Select Import/Export window by selecting File| Select
Import/Export from the Menu Bar.
2. Once the window appears, select the type of file you would like to export and click the Export button.
3. Once you have clicked the Export button, you can use the Filter and Fields tabs to select options for
the report, as usual.
4. On the Options tab, you click the gray arrow button in the upper-left corner to specify a name and
location for the file to be created. To ensure you will be able to import the data later, you should leave
the file name as whatever Peachtree makes it.
5. In the Export Options section, you can select or deselect options as necessary to create the data file as
you would like it.
6. When you are finished, click OK. When Peachtree is finished exporting the report, it will return to the
Select Import/Export window and will not display the report. If you want to see it, you will need to open
it on your own.
7. After you have exported the report as a .CSV file, you may want to change some of the data or send it to
an accountant to check and/or change the data. Once this has been done, you can import the changes
back into Peachtree! However, before you attempt to import data into your company file, you should
understand and have experience with data transfer as it is complicated and can cause your company file
to become corrupted if not done properly.
8. To import a .CSV file you have exported and changed, again you must have the Select Import/Export
window open. Once it is, select the type of file to import and click the Import button.
9. Once you do this, you will see the Fields tab where you can select which fields you want to import. Be
sure your selections here match the selections you made when you exported the file, or your data may
become corrupt.
10. Then, on the Options tab, you can click the gray arrow button in the upper-left corner to select the
correct file location.
11. Then, if you clicked the Include Headings checkbox when you exported the data, be sure to select the
First Row Contains Headings checkbox in the Import Options section of this tab.
12. When you are ready, click OK. You will be notified that you should create a backup before attempting
to import data. Create your backup and repeat the steps you just took to import the file.
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ACTIONS-
Reporting
MODIFYING FORMS:

1. Open the Select a Report or Form (Select a Report in 2003:2007) window.
2. If using Peachtree 2008:2012, select the Forms tab within the Select a Report or Form window, and
then choose the name of the form to customize from the listing shown. In these versions, you can then
click the Customize button that appears in the lower right corner of the window to open the design
editor for the selected form. If using Peachtree 2003:2007, select the report group on the left side of the
Select a Report window that matches the type of printed transaction you want to customize. For
example, if you wanted to customize an invoice, you would select the Accounts Receivable group.
Then, in the list of reports that appears to the right, scroll to the bottom of the list where you will see
folders. The printed templates are contained in these folders. To view the contents of a folder, simply
click it once. Next, click the form you would like to customize, and then click the Design button at the
top of the Select a Report window to open the design editor for the selected form.
3. You can select an object by giving it a click to select it. It is selected when you see 8 black resizing
squares around its perimeter. If you hold down the Shift key and click on several objects, you can
simultaneously select them.
4. You can click on an object to select it, and then drag it to a new location to move it.
5. You can click and drag while holding your mouse pointer over one of the black resizing squares to
resize the selected object.
6. You can right-click on an object and select the Properties command from the pop-up menu that
appears to view and change the objects properties in a separate dialog box.
7. When you have multiple objects selected (see #5 above), you can use the buttons in the toolbar at the
top or side of the screen (depending on version) to align their sides, or make them the same size.

(cont.)
CUSTOMIZING A DATA ENTRY SCREEN TEMPLATE:

1. Open up the task window for which you want to customize the template. Note that not every screen can
have its data entry template modified.
2. Click the Layout button (Template in 2003:2007). If you click it, you can switch between some
predefined templates, or you can create your own.
3. If you click the Customize (form name) Layout command (Customize Template in 2003:2007) from
the buttons drop-down list of choices, youll be presented with a template of the task window that you
can modify.
4. To make a new template, click the New button in the toolbar at the top of the window to create a new
template.
5. If using Peachtree 2008:2012, you simply check or uncheck the checkboxes for the fields shown in
order to include or remove them from the display within both the Entry Screen and the Printed Form
versions of the selected form template.
6. If using Peachtree 2003:2007, in the data entry screen template that appears, you simply double-click
the fields available in order to toggle them between the Hide and Show modes. Note that you cannot
change the template of the printed version of the form in this window in Peachtree 2003:2007. Also in
the 2003:2007 versions, you can click the Set template as default checkbox to set the template you
created as the default data entry template to use within the associated task window.
7. When you have decided what fields will appear in the screen template, click the Save button to save
the template with the name that you desire.
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ACTIONS-
Reporting
MODIFYING FORMS (CONT.):

8. To insert a new object into the form in Peachtree 2008:2012, first click the Add button shown in the
toolbar within the design editor, and select the type of object that you wish to add to the form. Next,
answer any prompts that are needed in order to insert an object of that type in the ensuing prompt
windows that appear. Finally, click and drag over the area in the form you want the object to cover.
9. To insert a new object into the form in Peachtree 2003:2007, first click the button for the type of object
that you want to insert from the choices shown in the toolbar within the design editor, and then click and
drag over the area in the form you want the object to cover. If you click the Object button, you will first
get a dialog box that allows you to select what type of object you want to insert.
10. To change the type of paper you want to use for the form, click the drop-down next to the Print button
in the toolbar at the top of the design editor window and then select the Setup command from the drop-
down menu if using Peachtree 2008:2012. If using Peachtree 2003:2007, instead directly click the
Setup button at the top of the design editor window.
11. When you are finished customizing your form, click the Save button to save your changes.
12. To preview the form, bring up the task window that is associated with the type of form you just
customized.
13. Enter or open a transaction, and click the drop-down next to the Print button. Click the Preview
button.
14. In the dialog box that appears, click the Change Form button.
15. Scroll through the list until you find your customized form, and then double-click on it to select it.
16. Click the Display (Preview in 2003:2007) button to preview the form, and close it or print it when you
are finished.
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15.1- Using the Internal Accounting Review- 2006:2012
CHAPTER 15-
The Internal Accounting Review
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15.1- Using the Internal Accounting Review- 2006:2012:

A helpful feature in Peachtree Complete Accounting and higher starting in 2006 is the Internal
Accounting Review. This feature will run a quick check of your accounts and transactions to check for
minor accounting errors, such as selecting an incorrect account type when writing a check, for example.
The Internal Accounting Review will then display an easy-to-read list you can use to help find and fix your
minor accounting errors.
To start the Internal Accounting Review select Reports & Forms (Reports in 2006:2008)| Internal
Accounting Review from the Menu Bar. When the report is displayed, you can click any of the transaction
lines to open the source transaction and fix the problem that is stated in the review window. Be sure to save
any changes you make when fixing transaction problems. When you are finished with the Internal
Accounting Review, simply close the window.
The Internal Accounting Review
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ACTIONS-
The Internal Accounting Review
USING THE INTERNAL ACCOUNTING REVIEW- 2006:2012:

1. Select Reports & Forms (Reports in 2006:2009)| Internal Accounting Review from the Menu Bar.
2. Click any of the transaction lines to open the source transaction.
3. Fix the problem that is stated in the review window. Be sure to save any changes you make when fixing
transaction problems.
4. When you are finished with the Internal Accounting Review, simply close the window.
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16.1- Events

16.2- To Do Items

16.3- Alerts
CHAPTER 16-
Action Items
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16.1- Events:

Events are the first of the three types of action items that Peachtree provides with its Accounting and
Complete Accounting applications. You can use these features to help you set up alerts for events for
Peachtree and your contacts. To view the action items, select Tasks| Action Items from the Menu Bar.
This will bring up the Action Items window as shown below. There are three tabs in this window: Alerts,
To Do, and Events. At the top of the window is a Date: field. You can enter in a specific date to view
here. Depending on what you select in the Show: box, this will list events and to do items before and on
the day you selected. If you want to see future events, select a future date here. If you click either the
Events or To Do tab, the Show: field at the top of the window becomes active. Use the Show: drop-
down to list all To Do items and events, completed To Do items and events, or uncompleted To Do
items and events. These will then display those types of items in the To Do and Events tabs in
conjunction with the Date: that you entered.
If you click the Events tab, you will see the two type of events that can be shown in Peachtree:
system-generated events and Activities. System-generated events are events generated by Peachtree
for certain types of transactions. You can set up ones that would be generated every time you created an
invoice, for example. The Activities are events that you create for company contacts (vendors, employees,
and customers). You could use this to note important vendor meeting dates, or employees birthdays.
To create an activity, click the Event button in the Action Items windows toolbar. This will bring
up the Create Event window. Here you select the type of contact that you are creating the event for in the
Type: field. Then select a specific ID from the ID: field for the Type: you chose. Enter the date that you
want the event to be created on, if it is something other than the current system date in the Date: field.
Then select or enter the event type in the Event Type: section. Enter a note about the event in the Note:
field. If you want it to display in the Action Items window, select the check box for Display in Action Items
and enter in the number of days before or after the event that you want the event to appear. Check the
Completed on check box and enter the date that you expect the event to be finished in the Completed on
date field.
If you want the event to automatically recur, then click the Recur button on the toolbar in this
window. This will bring up the Create Recurring Event window. Here you select the number of times to
have the event recur, and the frequency of the recurrence in the When to Recur: drop-down field. Click
OK to set the recurrence and Cancel to cancel the recurrence. Click Save in the Create Event window
to save the event.
Action Items
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16.1- Events (cont.):

Back in the Action Items window, you can also set the System-generated events. To set the
System-generated events, click the Options button in the Action Items window. This will bring up the
Action Items and Event Log Options window. Here you see three tabs: Activities, Transactions, and
Start Up. If you click the Activities tab, you can select which Activities you want displayed on the
Events tab on the Action Items window. These are the activities that you create. Check the ones that you
want to display by clicking in the Display in Action Items column for the Activity type you select, and then
entering in the number of days before or after the event that you want it to display under the # of Days
column, and then selecting either before the event date or after the event date from the last drop-down
choice.
You can also set up System-generated events for the Transactions your company makes by
clicking that tab. Here you will see the transaction types that you can create events for. Check any that you
want to create events for by clicking the check box under the Create Event column for the transaction
type. Then, if you want the event to display in the Action Items window, click the check box under the
Display in Action Items column. Then enter in the number of days before or after the event that you want it
to display under the # of Days column, and then select either before the event date or after the event
date from the last drop-down choice.
If you click the Start Up tab, you will be able to select or de-select the Display Action Items each
time a new company is opened check box.
When you are done setting your system-generated events, click the OK button.
Action Items
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16.2- To Do Items:

Click the To Do tab in the Action Items window. Here you can set up a list of tasks that you need
to complete. These are tasks not associated with a particular customer, vendor, or employee. You can only
enter To Do items here. When an item is complete, just click the Done check box for the To Do item.
This will fill-in the date that you clicked the Done check box in the Completed column.
To enter a To Do item, select a blank line in the list. Then enter the date in the Date column, and
a brief note about the item in the Notes column. To Do items will stay in the list even after they are
complete. When you want to delete them, select the To Do item to delete, and press the Delete button in
the toolbar of the Action Items window. Note that you can also set recurrence for a To Do item, so that if
it is a regularly recurring task, you wont have to enter it in every time.
Action Items
16.3- Alerts:

If you click the Alerts tab, you can see any alerts for your company. Alerts notify you of certain
activities or events occurring in Peachtree. You can also send e-mail messages that notify people of the
alert. You can view your alerts here. Alerts stay active until the list of conditions that created the alert have
been satisfied.
To set up alerts and their conditions, click the Alert button at the top of the Action Items window.
This will bring up the Set Company Alerts window. To create a new alert, select a blank line in the Alert
Conditions list. Click the E-mail check box if you want to send an e-mail out to alert others about this alert.
If you do this, type the e-mail address of the person that you want to send the e-mail to in the To: field of
the Email Information section. You can also fill-in the Cc: and Bcc: fields for copies to others. To enter
multiple addresses, separate them with a semicolon (;). Click the Standard Message check box to deliver
the standard message information of the Alert Condition. Click the E-mail Note: check box and then type
in the message that you want them to see when they get this alert. It could be a comment or instructions.
After setting up the e-mail conditions, enter the area of your company that the alert relates to back in
the alert condition row under the Apply To column. You can select either customer, vendor, employee,
inventory item, or G/L Account. Select what to include in the alert condition using the From and To
columns. This can be a range of items. Next, select the type of information that the alert is going to monitor
under the Type column. The choices will vary here by the type of alert you selected. Select a condition
and amount for the alert to monitor for in the Condition and Amount fields.
When you are done setting up alerts, click the OK button in the toolbar of the Set Company Alerts
window to save the alerts.
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ACTIONS-
Action Items
CREATING ACTIVITY EVENTS:

1. Select Tasks| Action Items from the Menu Bar.
2. Click the Events tab.
3. Click the Event button in the Action Items windows toolbar.
4. This will bring up the Create Event window.
5. Here you select the type of contact that you are creating the event for in the Type: field.
6. Then select a specific ID from the ID: field for the Type: you chose.
7. Enter the date that you want the event to be created on, if it is something other than the current system
date in the Date: field.
8. Then select or enter the event type in the Event Type: section.
9. Enter a note about the event in the Note: field.
10. If you want it to display in the Action Items window, select the check box for Display in Action Items
and enter in the number of days before or after the event that you want the event to appear.
11. Check the Completed on check box and enter the date that you expect the event to be finished in the
Completed on date field.
12. If you want the event to automatically recur, then click the Recur button on the toolbar in this window.
This will bring up the Create Recurring Event window.
13. Here you select the number of times to have the event recur, and the frequency of the recurrence in the
When to Recur: drop-down field.
14. Click OK to set the recurrence and Cancel to cancel the recurrence.
15. Click Save in the Create Event window to save the event.
CREATING SYSTEM-GENERATED EVENTS:

1. Select Tasks| Action Items from the Menu Bar.
2. Click the Events tab.
3. Click the Options button in the Action Items window.
4. Click the Activities tab.
5. Check the activities that you want to display in the Action Items window by clicking in the Display in
Action Items column for the Activity type you select.
6. Enter in the number of days before or after the event that you want it to display under the # of Days
column.
7. Select either before the event date or after the event date from the last drop-down choice.
8. Click the Transactions tab.
9. Check any that you want to create events for by clicking the check box under the Create Event column
for the transaction type.
10. If you want the event to display in the Action Items window, click the check box under the Display in
Action Items column.
11. Then enter in the number of days before or after the event that you want it to display under the # of
Days column.
12. Select either before the event date or after the event date from the last drop-down choice.
13. If you click the Start Up tab, you will be able to select or de-select the Display Action Items each time
a new company is opened check box.
14. When you are done setting your System-generated events, click the OK button.
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ACTIONS-
Action Items
VIEWING ACTIVITY ITEMS:

1. Select Tasks| Action Items from the Menu Bar.
2. You can enter in a specific date to view items before or on at the top of the window in the Date: field.
3. If you click either the Events or To Do tab, the Show: field at the top of the window becomes active.
4. Use the Show: drop-down to list all To Do items and events, completed To Do items and events, or
uncompleted To Do items and events. These will then display those types of items in the To Do and
Events tabs in conjunction with the Date: that you entered.
CREATING TO DO ITEMS:

1. Select Tasks| Action Items from the Menu Bar.
2. Click the To Do tab in the Action Items window.
3. To enter a To Do item, select a blank line in the list.
4. Then enter the date in the Date column.
5. Type a brief note about the item in the Notes column.
6. If you want the event to automatically recur, then click the Recur button on the toolbar in this window.
This will bring up the Create Recurring Event window.
7. Here you select the number of times to have the event recur, and the frequency of the recurrence in the
When to Recur: drop-down field.
8. Click OK to set the recurrence and Cancel to cancel the recurrence.
9. When you want to delete a To Do Item, select the To Do item to delete, and press the Delete button
in the toolbar of the Action Items window.
CREATING ALERTS:

1. Select Tasks| Action Items from the Menu Bar and click the Alerts tab in the Action Items window.
2. Click the Alert button in the Action Items window to launch the Set Company Alerts window.
3. To create a new alert, select a blank line in the Alert Conditions list.
4. Click the E-mail check box if you want to send an e-mail out to alert others about this alert.
5. If you do this, type the e-mail address of the person that you want to send the e-mail to in the To: field
of the Email Information section.
6. You can also fill-in the Cc: and Bcc: fields for copies to others. To enter multiple addresses, separate
them with a semicolon (;).
7. Click the Standard Message check box to deliver the standard Alert Condition message.
8. Click the E-mail Note: check box and then type in the message that you want them to see when they
get this alert. It could be a comment or instructions.
9. Enter the area of your company that the alert relates to back in the alert condition row under the Apply
To column. You can select either customer, vendor, employee, inventory item, or G/L Account.
10. Select what to include in the alert condition using the From and To columns.
11. Next, select the type of information that the alert is going to monitor under the Type column. The
choices will vary here by the type of alert you selected.
12. Select a condition and amount for the alert to monitor for in the Condition and Amount fields.
13. When you are done setting up alerts, click the OK button in the toolbar of the Set Company Alerts
window to save the alerts.
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17.1- Changing Global Options

17.2- Changing The System Date
CHAPTER 17-
Options
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17.1- Changing Global Options:

You can view and change the default options at any time for preferences that affect all Peachtree
companies by selecting Options| Global from the Menu Bar. This will bring up the Maintain Global
Options window. The tabs here are: Accounting, General, Peachtree Partners and Spelling.
The Accounting tab, has the different options to set: Decimal Entry, Hide General Ledger
Accounts, and Other Options. Under the Decimal Entry, select either Automatic or Manual decimal
entry. If you want Manual decimal entry, set the number of digits of decimal display you would like. Under
the Hide General Ledger Accounts section, click the check box next to the types of forms which you want
to hide the accounts. Under the Other Options section, select any other options that you want to set. In
2005 a new option is deciding how the secondary sort will be performed on lists and reports. You can select
either to sort by Reference Number or Posting Order.
The General tab, has other options to set. These are: Improve Performance, Line Item Entry
Display, Smart Data Entry, and Color Scheme. Under the Improve Performance section, you can
select to Do not print total page length of reports in report headers, and Do not show quantity on hand in
inventory item lookup lists. Under the Line Item Entry Display section, you select either 1 Line or 2
Line. Under Smart Data Entry, you can select Automatic Field Completion, or Drop-down list displays
automatically. These should both be checked for ease in using the program. The Color Scheme of the
program can be changed by selecting a different color scheme. Starting in 2005 is Reset all one time
messages, this allows you to reset all the pop up messages in Peachtree to show again.
On the Peachtree Partners tab, you select the level of security for programs that access
Peachtrees data. On the Spelling tab, which was added in 2004, you can select when you want
Peachtree to check for spelling errors: Check spelling as you type, and/or Check spelling on save or
close. You can set the speed and accuracy of the spell check by selecting the desired rate in the
Suggestion speed and accuracy section. In the Running options section, check or uncheck any of the
spelling options that you wish to enforce or ignore. Once you have the options set as your would like, you
can just click OK to close the Maintain Global Options dialog box.
Options
17.2- Changing the System Date:

You can easily change the system date in Peachtree by selecting Options| Change System Date
from the Menu Bar. This will being up the Change System Date dialog box, where you set a new system
date. Just click OK when you are done to set the date.
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ACTIONS-
Options
CHANGING GLOBAL OPTIONS:

1. Select Options| Global from the Menu Bar.
2. This will bring up the Maintain Global Options window.
3. Click the Accounting tab.
4. Under Decimal Entry, select whether you want Automatic or Manual decimal entry. If you want
Manual decimal entry, set the number of digits of decimal display you would like.
5. Under Hide General Ledger Accounts section, click the check box next to the types of forms in which
you want to hide the GL accounts.
6. Under the Other Options section, select any other options that you want to set.
7. Click the General tab.
8. Under the Improve Performance section, you can select to Do not print total page length of reports in
report headers, and/or Do not show quantity on hand in inventory item lookup lists.
9. Under the Line Item Entry Display section, you select either 1 Line or 2 Line.
10. Under Smart Data Entry, select both Automatic Field Completion and Drop-down list displays
automatically.
11. You could also change the Color Scheme of the program by selecting a different color scheme.
12. Click the Peachtree Partners tab to set the level of security for programs that access Peachtrees data.
13. If using Peachtree 2004 or 2005, click the Spelling tab to set the spelling options.
14. Select when you want Peachtree to check for spelling errors: Check spelling as you type, and/or
Check spelling on save or close.
15. You can set the speed and accuracy of the spell check by selecting the desired rate in the Suggestion
speed and accuracy section.
16. In the Running options section, you can check or uncheck any of the spelling options that you wish to
enforce or ignore.
17. Click OK when you are done setting these defaults to apply them.
CHANGING THE SYSTEM DATE:

1. Select Options| Change System Date from the Menu Bar.
2. This will being up the Change System Date dialog box, where you set a new system date.
3. Click OK when you are done to set the date.
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18.1- Assets and Liabilities

18.2- Creating an Other Current Assets Account

18.3- Subtracting Value from an Other Current Assets
Account

18.4- Creating a Fixed Assets Account

18.5- Accumulated Depreciation

18.6- Liability Accounts

18.7- Paying on a Long Term Liability

18.8- Equity
CHAPTER 18-
Assets and Liabilities
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18.1- Assets and Liabilities:

In this lesson, youll learn about more account types available to you in Peachtree. The different
types of accounts that we will cover are listed in the table below.
Assets and Liabilities
Account Name: Description:
Asset Accounts Used to track both current assets (assets that youre likely to convert into cash within one year)
and fixed assets (loans you made to others, equipment, buildings).
Liability Accounts Used to track both current liabilities (scheduled to be paid within the year), and long-term
liabilities (loans you have to pay back over more than one year).
Equity Accounts Used to track owners equity, including capital investment, draws, and retained earnings.
Peachtree has two account types for tracking the value of your short-term and long-term assets. The
Other Current Assets account type tracks assets that are likely to be converted into cash or used up within
one year. Examples of other current assets might include amounts for treasury bills, certificates of deposit,
prepaid expenses (amounts already paid for services your business has yet to receive), prepaid deposits
(which will be returned to you at a later date), reimbursable expenses, and notes receivable (if due within
one year). Other examples of current assets are accounts receivable, bank accounts, and cash. Peachtree
provides three types of current asset accounts for you to use as you create the asset accounts for your
company: Cash, which tracks each bank account, as well as petty cash; Accounts Receivable, which
tracks money owed to your business; and Other Current Assets to track current assets that are going to be
converted to cash or used up within a year but are neither accounts receivable nor cash.
A Fixed Assets account tracks assets your business owns that are NOT likely to be converted into
cash within a year. A fixed asset is usually something necessary for the operation of your business, like
vehicles, computers, and office equipment. These will also tend to be assets that have a considerable
value, which you use up over a period of several years in a process known as depreciation.
18.2- Creating an Other Current Assets Account:

You set up your accounts in the Maintain Chart of Accounts window, which you can access by
selecting Maintain| Chart of Accounts from the Menu Bar. In this window you will need to assign the
account an account number, a name, and the Other Current Assets account type.
Take a Prepaid Rent account as an example. Suppose your landlord requires a six month
prepayment of the rent for your building. Also assume that you are spending $1000 per month on rent. You
wouldnt want to write a check for $6000 and just apply it to the Rent expense account, as that skews
when the expense was actually incurred in your balance sheet. Instead, you would want to track the amount
paid to cover the next six month of rent in an Other Current Assets account, from which you will deduct the
amount of the rent as it is then expensed over the next six months.
First off, you would need to create an Other Current Assets account called something like Prepaid
Rent in the Maintain Chart of Accounts window. Then you would write the check to the landlord for the
next six months of rent. However, instead of just attributing the amount of the check to the Rent expense
account, you want to show that it is actually increasing the value of the Prepaid Rent account. You are
essentially trading a decrease to the Cash or Checking asset account for an increase to the Prepaid
Rent asset account.
This will then set the opening balance for the Prepaid Rent account. All you have to do then is

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18.3- Subtracting Value from an Other Current Assets Account:

As you use up the other current asset, you enter each change to the value of the account as a
General Journal Entry. Take the Prepaid Rent example from the last lesson into which you have placed
six months of rent. For each month after that, you would subtract the amount of the rent from the Prepaid
Rent other current asset account and assign the value to the Rent expense account through a General
Journal Entry.
To make a General Journal Entry, select Tasks| General Journal Entry from the Menu Bar. This
will bring up the General Journal Entry screen. Here you create a balanced transaction that can then be
posted to the General Ledger. Using the Prepaid Rent example, you would select that account in the first
row and assign the value ($1000) of the rent used up for the first month as a Credit to that account. This
will cause the value of the other current asset to decrease. In the next row, you would then select the Rent
Expense account and place a balancing entry ($1000) as a Debit to that account. You would note the
month used up by the entry in the Description field. Then you just need to click the Save button in the
General Journal Entry toolbar to save the record and post the transaction to the General Journal.
Assets and Liabilities
18.2- Creating an Other Current Assets Account (cont.):

ensure that each month, instead of writing a check for the rent, you will decrease the value of the Prepaid
Rent account and attribute the amount to the Rent Expense account at that time.
18.4- Creating a Fixed Assets Account:

Another type of asset account that you can create is the Fixed Assets account type. Fixed assets
are assets that contribute value to your company for a period greater than a year. Generally speaking, if you
wont be converting the asset into cash in the next year, it is a fixed asset. Furniture, some office equipment,
automobiles, and land could all be examples of fixed assets.
You can create a Fixed Assets account in the Maintain Chart of Accounts window by selecting
Maintain| Chart of Accounts from the Menu Bar. Enter an account id number and then type a description
for the account into the Description field. Make sure that you select the Account Type of Fixed Assets
from the Account Type: drop-down. Then click Save button in the Maintain Chart of Accounts window to
save the account.
The value of a fixed asset is usually the original cost of the asset (assuming it is purchased after the
Peachtree start date). If you are purchasing a fixed asset after you have started to use Peachtree, you will
need to tell Peachtree exactly where you received the money to purchase (and thus create the balance of)
the Fixed Asset. This money will usually come from a Long Term Liability (like a loan), from one of your
cash accounts, or both. You can enter another General Journal Entry to give the asset its value.
18.5- Accumulated Depreciation:

When the value of fixed assets decline, that is called depreciation. We will now look at tracking
depreciation for our fixed assets. There are many ways to track depreciation, and this is just one suggested
method. If you are currently tracking your asset depreciation in other ways, you can rest assured that you
can continue using your own method.
Fixed assets are not for immediate sale, but they do have a value. Since they last for a long time,

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Assets and Liabilities
18.5- Accumulated Depreciation (cont.):

you dont completely charge (expense) their purchase price to the year in which you purchased them.
Instead, you spread their cost over several years, which is called the assets useful life. But, because fixed
assets wear out or become obsolete (like computers), their value declines constantly from the day you
purchase them. The amount of this decline is called depreciation.
So when you refer to the value of a fixed asset at any point, it is really only an estimate. To
determine the estimated value of a fixed asset at any point in time, you need to subtract its accumulated
depreciation (the total amount of depreciation since the assets purchase) from its original purchase cost.
To set up an accumulated depreciation account in Peachtree, youll need to use the Maintain Chart
of Accounts window. You can do this by selecting Maintain| Chart of Accounts from the Menu Bar. Type
an id number for the accumulated depreciation account that you want to create to track the amount of the
depreciation for the fixed asset. Give the account a description, and make sure that it clearly references the
fixed asset account for which it will track the accumulated depreciation. Finally, make the Account Type
Accumulated Depreciation by using the Account Type: drop-down. At this point, youll just click the
Save button to save the account.
When you need to enter the amount of depreciation for the fixed asset, you can create a General
Journal Entry that will consist of two rows. In the first row we will place the Accumulated Depreciation
account, and put the amount of depreciation to record for the asset into the Credit column (which will
decrease its worth, but then it tracks lost worth, so its OK that the balance in these accounts is always
negative). In the next row, we would place an expense account like Depreciation Expense. In this row, we
will place the amount of depreciation for the fixed asset as a Debit to the expenses (increasing the amount
of the depreciation expense). Click Save to then update the General Ledger.
18.6- Liability Accounts:

Just as Peachtree has two account types that track long-term and short-term assets, it also has two
account types that track short-term and long-term liabilities. The Other Current Liabilities account type
tracks liabilities (amounts that you owe) that your company expects to pay within a year. Examples of other
current liabilities might include short-term loans, or a line of credit. Additional examples would be accounts
payable, credit card accounts, accrued sales tax, and accrued payroll taxes. The Long Term Liabilities
account type tracks debt that your business is not likely to pay off within a year. The most common long
term liabilities are loans that you will pay off in over a period greater than one year. If you buy a fixed asset
with a loan, you will need to create a long-term liability account to track the value of the loan as you pay it
off. The amount of the loan will probably also set the original cost of the fixed asset account created to track
the value of the asset you purchased with the loaned money.
You create both types of accounts in the Maintain Chart of Accounts window. As you set up the
liabilities, you will need to give each one an account number and a description. Then you select the type of
account for each by selecting either Other Current Liability or Long Term Liability from the Account
type: drop-down. To create the balances for the liability accounts, record a General Journal Entry.
For example, if you were going to purchase a $30,000 trailer with a loan borrowed from a bank, you
would create both the Fixed Asset account for the trailer and the Long Term Liability account for the loan.
Then create a General Journal Entry in which you would place the amount of the loan as a Credit to the
long term liability account and the record the same amount as a Debit to the trailer fixed asset account.
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18.7- Paying on a Long Term Liability:

When you go to make loan payment, you can simply write a check for the amount owed. You can
write checks by selecting Tasks| Write Checks from the Menu Bar. Record the total amount of the
payment in the top portion of the window. Then assign the interest portion of the payment to a loan interest
expense account and the remainder against the loans liability account. You will click the Split button to
bring up the Split window where you will assign the amounts to the different accounts. Assign the part of
the payment that will reduce the principal on the loan to the Long Term Liability account. The remainder of
the payment will be assigned to an Interest Expense account.
Once you have done this, Peachtree will automatically subtract the amount of the check from the
Checking account, enter the interest amount as an increase to your companys interest expense, and
subtract the principal amount assigned from the value of the current liability account (reducing your debt).
Assets and Liabilities
18.8- Equity:

Equity can be a complicated subject, especially for new business owners, and a full discussion of
the subject isnt the focus of this lesson. This section does introduce the concept of equity, and helps you
understand why Peachtree creates some default equity accounts.
Equity is basically the difference between what you have (your assets) and what you owe (your
liabilities). If you sold all your assets today and paid off your liabilities using the money received from the
sale of your assets, the money youd have left over would be your equity.
A balance sheet shows your company assets, liabilities, and equity as of a particular date. Because
equity is the difference between total assets and total liabilities, its also true that total assets equal the sum
of total liabilities and equity.
Peachtree will create different equity accounts based on your response during the setup of the
company file as to what type of legal structure your company has. As you enter the opening balances of
your assets and liabilities, Peachtree calculates the amount of equity and records it in an equity account.
Peachtree also creates the other equity accounts needed by your business.
If your company is a sole proprietorship, all the equity belongs to the companys sole owner.
However, you can get as involved in tracking your equity as you like. Some people like to track owner
investments, owners draws, and retained earnings prior to their Peachtree start date by putting them in
separate equity accounts. If your business is a partnership, youll probably want to set up separate equity
accounts for each partner.
To learn more about equity and to learn how to set up equity account in more detail, open the
Peachtree Help window. In the Search tab, type the word equity, and click the List Topics button to find
informative results for it.
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ACTIONS-
Assets and Liabilities
CREATING AN OTHER CURRENT ASSET ACCOUNT:

1. Select Maintain| Chart of Accounts from the Menu Bar.
2. In the Maintain Chart of Accounts window, type an id for the account in the Account ID: field.
3. Type a description for the account in the Description field.
4. Select Other Current Asset from the Account type: drop-down.
5. Click the Save button.
SUBTRACTING VALUE FROM AN OTHER CURRENT ASSET ACCOUNT:

1. Select Tasks| General Journal Entry from the Menu Bar.
2. Enter a reference code into the Reference text box.
3. In the first available row in the entry, select the Other Current Asset account from which you want to
subtract value by using the Account No. drop-down.
4. Type a description for the transaction in the Description column.
5. Enter the amount to reduce the Other Current Asset account by under the Credit column.
6. Click into the next available row.
7. Select the expense account that you are using to track the value lost from the Other Current Asset
account.
8. Enter in a description for this row in the Description column.
9. Type the amount to increase the expense account by under the Debit column.
10. Click the Save button to save the transaction.
ADDING VALUE TO AN OTHER CURRENT ASSET ACCOUNT:

1. Select Tasks| General Journal Entry from the Menu Bar.
2. Enter a unique reference code of your choosing into the Reference text box.
3. In the first available row in the entry, select the Other Current Asset account to which you want to add
value by using the Account No. drop-down.
4. Type a description for the transaction in the Description column.
5. Enter the amount to add to the Other Current Asset account by under the Debit column.
6. Click into the next available row.
7. Select the cash account that you are using to give value to the Other Current Asset account.
8. Enter in a description for this row in the Description column.
9. Type the amount to decrease the cash account by under the Credit column.
10. Click the Save button to save the transaction.
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ACTIONS-
Assets and Liabilities
CREATING A FIXED ASSET ACCOUNT:

1. Select Maintain| Chart of Accounts from the Menu Bar.
2. In the Maintain Chart of Accounts window, type an id for the account in the Account ID: field.
3. Type a description for the account in the Description field.
4. Select Fixed Asset from the Account type: drop-down.
5. Click the Save button.
ADDING VALUE TO A FIXED ASSET ACCOUNT FROM A CASH ACCOUNT:

1. Select Tasks| General Journal Entry from the Menu Bar.
2. Enter a reference code into the Reference text box.
3. In the first available row in the entry, select the Fixed Asset account to which you want to add value by
using the Account No. drop-down.
4. Type a description for the transaction in the Description column.
5. Enter the amount to add to the Fixed Asset account by under the Debit column.
6. Click into the next available row.
7. Select the cash account that you are using to give value to the Fixed Asset account.
8. Enter in a description for this row in the Description column.
9. Type the amount to decrease the cash account by under the Credit column.
10. Click the Save button to save the transaction.
ADDING VALUE TO A FIXED ASSET ACCOUNT FROM A LONG TERM LIABILITY ACCOUNT:

1. Select Tasks| General Journal Entry from the Menu Bar.
2. Enter a reference code into the Reference text box.
3. In the first available row in the entry, select the Fixed Asset account to which you want to add value by
using the Account No. drop-down.
4. Type a description for the transaction into the Description column.
5. Enter the amount to add to the Fixed Asset account by under the Debit column.
6. Click into the next available row.
7. Select the Long Term Liability account that you are using to give value to the Fixed Asset account.
8. Enter in a description for this row in the Description column.
9. Type the same amount to decrease the Long Term Liability account under the Credit column.
10. Click the Save button to save the transaction.
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ACTIONS-
Assets and Liabilities
ADDING VALUE TO A FIXED ASSET ACCOUNT FROM A LONG TERM LIABILITY ACCOUNT AND A
CASH ACCOUNT (LIKE A DOWNPAYMENT PLUS A LOAN):

1. Select Tasks| General Journal Entry from the Menu Bar.
2. Enter a reference code into the Reference text box.
3. In the first available row in the entry, select the Fixed Asset account to which you want to add value by
using the Account No. drop-down.
4. Type a description for the transaction in the Description column.
5. Enter the amount to add to the Fixed Asset account by under the Debit column.
6. Click into the next available row.
7. Select the Long Term Liability account that you are using to give value to the Fixed Asset account.
8. Enter in a description for this row in the Description column.
9. Type the amount taken from the loan to decrease the Long Term Liability account under the Credit
column.
10. Click into the next available row.
11. Select the cash account that you are using to give value to the Fixed Asset account.
12. Enter in a description for this row in the Description column.
13. Type the amount to decrease the cash account by under the Credit column.
14. Click the Save button to save the transaction.
CREATING AN ACCUMULATED DEPRECIATION ACCOUNT:

1. Select Maintain| Chart of Accounts from the Menu Bar.
2. In the Maintain Chart of Accounts window, type an id for the account in the Account ID: field.
3. Type a description for the account in the Description field. Be sure to include a reference to the account
or item that this account will track the accumulated depreciation of.
4. Select Accumulated Depreciation from the Account type: drop-down.
5. Click the Save button.
SUBTRACTING VALUE FROM A FIXED ASSET ACCOUNT (OR RECORDING ACCUMULATED
DEPRECIATION):

1. Select Tasks| General Journal Entry from the Menu Bar.
2. Enter a reference code into the Reference text box.
3. In the first available row in the entry, select the Accumulated Depreciation account of the fixed asset for
which you want to enter a depreciation transaction by using the Account No. drop-down.
4. Type a description for the transaction in the Description column.
5. Enter the amount of depreciation for the Accumulated Depreciation account under the Credit column.
6. Click into the next available row.
7. Select the expense account that you are using to track depreciation expense from the Account No.
drop-down.
8. Enter in a description for this row in the Description column.
9. Type the amount to increase the expense account by under the Debit column.
10. Click the Save button to save the transaction.
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ACTIONS-
Assets and Liabilities
CREATING AN OTHER CURRENT LIABILITY ACCOUNT:

1. Select Maintain| Chart of Accounts from the Menu Bar.
2. In the Maintain Chart of Accounts window, type an id for the account in the Account ID: field.
3. Type a description for the account in the Description field.
4. Select Other Current Liability from the Account type: drop-down.
5. Click the Save button.
CREATING A LONG TERM LIABILITY ACCOUNT:

1. Select Maintain| Chart of Accounts from the Menu Bar.
2. In the Maintain Chart of Accounts window, type an id for the account in the Account ID: field.
3. Type a description for the account in the Description field.
4. Select Long Term Liability from the Account type: drop-down.
5. Click the Save button.
MAKING A LOAN PAYMENT:

1. Select Tasks| Write Checks from the Menu Bar.
2. Select the Vendor ID: of the bank through which you made the loan, or type the information in the Pay
to the Order of: field.
3. If you want to print the check, leave the Check Number: blank, otherwise, fill-in the check number that
you used to make the loan payment.
4. Select the correct account from which the payment should draw its funds from by using the Cash
Account: drop-down.
5. Enter the amount of the payment into the Dollars field.
6. Click the Split button at the bottom of the window.
7. In the Split Transaction window, use the Account No. drop-down to select the Long Term Liability
account that you are making a payment on.
8. Enter in the amount of the payment that is being applied to the principal of the loan in the Amount
column for that row.
9. Click into the next available row.
10. Use the Account No. drop-down to select the account that is used to track interest expense for your
company.
11. Type in the amount of the payment that is being applied to interest in the Amount column for that row.
12. Click the OK button in the Split Transaction window to save the split.
13. Click the Save button in the Write Checks window to save the payment.
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19.1- Entering Credit Memos

19.2- Applying Credit Memos

19.3- Entering Vendor Credit Memos
CHAPTER 19-
Credits
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19.1- Entering Credit Memos:

You can issue credit memos to your customers for returned merchandise, discounts, and other types
of credits. To issue a credit memo to one of your customers, you use the Credit Memos window. You can
access this window by selecting Tasks| Credit Memos from the Menu Bar. Lets look at this screen and
the fields that we have available to use.
Credits
In the Header area, you have a Customer ID drop-down that you can use to select the customer to
whom you are issuing the credit. You leave the Credit No. field blank if you plan on printing the credit
memo. Otherwise, fill in this field with the credit memo number that was assigned to this transaction.
Below the header area, you should see two different tabs into which you can enter the credit
information. One is called Apply to Invoice and the other is called Apply to Sales. You input the credit
information in the Apply to Sales tab to give credits to customers with no open invoices. You input the
credit information on the Apply to Invoice tab if the customer selected has one or more current invoices to
which you will apply the credit. If you use this tab, then you must use the Apply to Invoice No. drop-down
to select an invoice to apply the credit towards. You would use this situation when a customer returns
merchandise and their invoice is still on file.
When you fill in the information on either of these tabs, you will need to enter the number of items
returned and what item was returned. If the information is being applied to an invoice currently outstanding
using the Apply to Invoice No. tab, then the information from the selected invoice will display. You will just

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91 Advanced Peachtree TeachUcomp, Inc.
19.1- Entering Credit Memos (cont.):

enter the quantity and type of items returned. If using the Apply to Sales tab, then you will need to set the
number and type of items that are being returned, or that you are crediting the customer for. Fill in the other
fields as needed. Remember to click the Save button when you are done to save the credit memo.
Credits
19.2- Applying Credit Memos:

If you selected the Apply to Sales tab when you created the credit memo for the customer, then the
credit memo will appear in the Receipts window when you go to take payment from the customer for their
next order. If you applied the credit to an actual invoice using the Apply to Invoice: tab, then the amount
due for the invoice will actually change, and when you go to the Receipts window and select to Apply to
Invoices, the amount of the invoice should reflect that applied credit.
19.3- Entering Vendor Credit Memos:

You use the Vendor Credit Memo window to enter credits that you receive from vendors for broken
merchandise, vendor discounts, and other types of vendor credits you are given. To do this, select Tasks|
Vendor Credit Memos from the Menu Bar. This will bring up the Vendor Credit Memo window.
At the top of the window, you can select the Vendor ID: of the vendor used for this transaction. The
Name:, Terms:, and Remit To: fields will fill-in based on your selection. Then, enter the Credit No.
from the vendors credit memo. You can then select the Accounts Payable account that this purchase will
debit in the A/P Account: field. Once you select an invoice to apply the credit to, this field wont be
available (as it will use the account associated with the invoice). You could also enter an optional Return
Authorization to the field with the same name.
If you select a vendor with no open invoices, the Apply to Purchases tab will appear at the bottom
of this window. This tab is used to enter credits that wont be applied to an existing invoice. You can enter in
returned inventory items using the fields on this tab, or you can enter in an amount in the Amount field.
If you selected a vendor that has open invoices, then the Apply to Invoices tab will appear at the
bottom of the screen instead of the Apply to Purchases tab. Here you can select the appropriate invoice to
credit, and also specify the number returned, price, etc . Here you would enter in the number of items to
return from the invoice in the Returned column for the item you are returning.
Just click the Save button on the toolbar at the top of this window to save the credit memo.
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92 Advanced Peachtree TeachUcomp, Inc.
ACTIONS-
Credits
ISSUING CREDIT MEMOS:

1. Select Tasks| Credit Memos from the Menu Bar.
2. Select the customer to apply the credit to from the Customer ID: drop-down.
3. Leave the Credit No. field blank if you intend to print the credit memo. Otherwise, fill-in the field with the
credit memo number assigned to the transaction.
4. If you want to apply the credit to a customers open invoice, then use the Apply to Invoice No. tab at the
bottom of this window. Then select the invoice number that you want to apply this credit to using the
drop-down on that tab. If you want to apply the credit to a customer with no open invoice, click the
Apply to Sales tab at the bottom instead.
5. If you used the Apply to Invoice: tab, then enter in the number of items that were returned from that
invoice.
6. If you used the Apply to Sales: tab, then enter in the items returned, or the amount of the credit in the
Amount column.
7. Click the Save button to generate the credit memo.
APPLYING CREDIT MEMOS:

1. Select Tasks| Receipts from the Menu Bar.
2. If you applied the credit to an actual invoice, the amount of the customers invoice should appear as
changed here. Just collect the amount as normal.
3. If you just generated a credit for no particular invoice, then the credit will appear here, and you can select
it to reduce the amount of their bill by the credit amount.
4. Click Save to save the record.
ISSUING VENDOR CREDIT MEMOS:

1. Select Tasks| Vendor Credit Memos from the Menu Bar.
2. Select the vendor to apply the credit to from the Vendor ID: drop-down.
3. Enter the Credit #: into that field.
4. If you want to apply the credit to an open invoice, then use the Apply to Invoice tab at the bottom of this
window. Then select the invoice number that you want to apply this credit to using the drop-down on
that tab. If you want to create the credit but have no open invoice, click the Apply to Purchases tab at
the bottom instead.
5. If you used the Apply to Invoice: tab, then enter in the number of items that you are returning from that
invoice.
6. If you used the Apply to Purchases: tab, then enter in the items returned, or the amount of the credit in
the Amount column.
7. Click the Save button to generate the credit memo.
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93 Advanced Peachtree TeachUcomp, Inc.
20.1- Using the Contents

20.2-Using the Index

20.3- Using the Search Feature
CHAPTER 20-
Help
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94 Advanced Peachtree TeachUcomp, Inc.
20.1- Using the Contents:

When you want help on a topic or subject in Peachtree, the best place to go is the Help menu.
There are a variety of help topics available. Here we will look at using the Contents and Index help file. To
bring this up, select Help| Contents and Index from the Menu Bar in Peachtree 2003:2007. If using
Peachtree 2008:2012, select Help| Peachtree Accounting Help from the Menu Bar, instead. In all versions
of Peachtree, the Peachtree Accounting Help window will appear. Note that at the left side of this window
are three tabs: Contents, Index, and Search.
If you click the Contents tab, you will see the Peachtree manual (in electronic format). Each large
purple book is a chapter of the help manual. Click the + sign next to the chapter to view the different sub-
chapters and pages. The pages are the files in each chapter. Click on these to have them display in the
window to the right.
Help
20.2- Using the Index:

You can also look up information by topic. If you click the Index tab, you can start to type in the first
few letters of the word that you are trying to find information about in the Type in the keyword to find: text
box. The window below will bring up any associated information for the keyword that you are using. Double-
click on a topic in the list below to have it appear in the window to the right.
20.3- Using the Search Feature:

You can also look up information by doing a full-text search for the word(s) that you are looking for
in all of the text of all of the help files. Just click the Search tab. Type in the words to search for in the
Type in the word(s) to search for: text box. Then click the List Topics button. It will bring up the help
topics that have the most occurrences of the word(s) that you typed in them. These will display in a list
below. Double-click on an item in the list to have it display in the window to the right. To print a topic that is
showing in the window at the right of the Contents and Index window, just click the Print button in the
toolbar at the top of the window.
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95 Advanced Peachtree TeachUcomp, Inc.
ACTIONS-
Help
USING THE CONTENTS:

1. If using Peachtree 2003:2007, select Help| Contents and Index from the Menu Bar. If using
Peachtree 2008:2012, select Help| Peachtree Accounting Help from the Menu Bar, instead. In all
versions of Peachtree, the Peachtree Accounting Help window will appear. Note that at the left side of
this window are three tabs: Contents, Index, and Search.
2. If you click the Contents tab, you will see the Peachtree manual (in electronic format). Each large
purple book is a chapter of the help manual. Click the + sign next to the chapter to view the different
sub-chapters and pages.
3. The pages are the files in each chapter. Click on these to have them display in the window to the right.
4. To print a topic that is showing in the window at the right of the Contents and Index window, just click
the Print button in the toolbar at the top of the window.
USING THE INDEX:

1. If using Peachtree 2003:2007, select Help| Contents and Index from the Menu Bar. If using
Peachtree 2008:2012, select Help| Peachtree Accounting Help from the Menu Bar, instead. In all
versions of Peachtree, the Peachtree Accounting Help window will appear. Note that at the left side of
this window are three tabs: Contents, Index, and Search.
2. If you click the Index tab, you can start to type in the first few letters of the word that you are trying to
find information about in the Type in the keyword to find: text box.
3. The window below will bring up any associated information for the keyword that you are using in the list
below.
4. Double-click on a topic in the list below to have it appear in the window to the right.
5. To print a topic that is showing in the window at the right of the Contents and Index window, just click
the Print button in the toolbar at the top of the window.
USING THE SEARCH FEATURE:

1. If using Peachtree 2003:2007, select Help| Contents and Index from the Menu Bar. If using
Peachtree 2008:2012, select Help| Peachtree Accounting Help from the Menu Bar, instead. In all
versions of Peachtree, the Peachtree Accounting Help window will appear. Note that at the left side of
this window are three tabs: Contents, Index, and Search.
2. Click the Search tab.
3. Type in the words to search for in the Type in the word(s) to search for: text box.
4. Then click the List Topics button. It will bring up the help topics that have the most occurrences of the
word(s) that you typed in them. These will display in a list below.
5. Double-click on an item in the list to have it display in the window to the right.
6. To print a topic that is showing in the window at the right of the Contents and Index window, just click
the Print button in the toolbar at the top of the window.
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96 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up a Company
Purpose:

To be able to create a sample Peachtree company file.
Exercises:

1. Start the Peachtree application.
2. If the Peachtree Accounting window appears, you can create a new company by clicking the Create a
new company button (Set up a new company- 2003:2004). If you already have a company file open,
you can select File| New Company from the Menu Bar. If you have another company file open,
Peachtree will close that company file before creating a new company file.
3. Read the information in the introduction screen, and click the Next > button to continue.
4. Fill-in the information for your company file as shown in the screen shot below:
5. Click the Next > button to continue.
6. Select the Use a sample business type option, if using Peachtree 2007:2012. If using Peachtree
2004 through 2006, select the Set up a new company using an extensive chart of accounts from one of
many sample companies option.
7. Click Next > to continue.
8. Select the Sales & Service Company option from the scrollable list of company choices.
9. Click Next > to continue.
10. Select Accrual as the accounting method, and then click Next > to continue.
11. Select Real Time as your posting method.
12. Click Next > to continue.
13. Select the 12 monthly accounting periods option, and click Next > to continue.
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97 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up a Company
Exercises (cont.):

14. For the next screen, select the answers using the drop-downs as given below. For Peachtree
2007:2012, you will only need to answer the first question shown:
When do you want your first fiscal year to start? January 2011
What is the first month you will be entering data? February 2011
What is the first year you will be entering payroll? 2011
15. Click Next > to continue.
16. If using Peachtree 2008:2012, then click the Finish button. If using Peachtree 2004:2006, review the
defaults that Peachtree set up for your company file and then click Next > to continue. You can then
click the Finish button.
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98 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Using the General Ledger
Purpose:

To be able to effectively use the chart of accounts, and to be able to create General Journal Entries.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Maintain| Default Information| General Ledger from the Menu Bar.
4. Check to ensure that the Rounding Account is set to 39005, the Retained Earnings account.
5. Click OK in the General Ledger Defaults window to close it.
6. Select Reports & Forms (Reports in 2003:2007)| General Ledger from the Menu Bar.
7. Click the Chart of Accounts report to make sure it is selected, and then click the Display (Preview in
2003:2007) button at the top of the Select a Report or Form (Select a Report in 2003:2007) window.
In 2003:2007, you will need to click the OK button within in the Chart of Accounts dialog box that
appears.
8. Click the Close button within the report when you are finished reviewing the report data.
9. Click the Close button in the Select a Report or Form (Select a Report in 2003:2007) window.
10. Select Maintain| Chart of Accounts from the Menu Bar.
11. Select account 10200 from the Account ID lookup list.
12. Change the description to Master Checking Account.
13. Click the Save button.
14. Select account 50000 from the Account ID lookup list.
15. Change the description to Cost of Services Sold.
16. Click the Save button.
17. Select account 75500 from the Account ID lookup list.
18. Change the description to Photostat Expense.
19. Click the Save button.
20. Select account 76000 from the Account ID lookup list.
21. Change the description to Printing and Copying Expense.
22. Click the Save button.
23. Select account 15400 from the Account ID lookup list.
24. Click the Delete button, and click Yes to delete the record.
25. Select account 40200 from the Account ID lookup list.
26. Click the Delete button, and click Yes to delete the record.
27. Select account 40400 from the Account ID lookup list.
28. Click the Delete button, and click Yes to delete the record.
29. Select account 40600 from the Account ID lookup list.
30. Click the Delete button, and click Yes to delete the record.
31. Click the New button.
32. Enter the Account ID of 40200-C.
33. Enter a Description of Consultation- Commercial.
34. Use the Account Type drop-down to select Income.
35. Click the Save button.
36. Click the New button.
37. Enter the Account ID of 40200-P.
38. Enter a Description of Consultation- Personal.
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99 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Using the General Ledger
Exercises (cont.):

39. Use the Account Type drop-down to select Income.
40. Click the Save button.
41. Click the New button.
42. Enter the Account ID of 40400-C.
43. Enter a Description of Design- Commercial.
44. Use the Account Type drop-down to select Income.
45. Click the Save button.
46. Click the New button.
47. Enter the Account ID of 40400-P.
48. Enter a Description of Design- Personal.
49. Use the Account Type drop-down to select Income.
50. Click the Save button.
51. Click the New button.
52. Enter the Account ID of 40600-C.
53. Enter a Description of Product Sales- Commercial.
54. Use the Account Type drop-down to select Income.
55. Click the Save button.
56. Click the New button.
57. Enter the Account ID of 40600-P.
58. Enter a Description of Product Sales- Personal.
59. Use the Account Type drop-down to select Income.
60. Click the Save button.
61. Click the Account Beginning Balances button (The Beginning Balances button on the General tab in
2003:2007) to bring up the Select Period window.
62. Scroll through the list and select From 1/1/11 through 1/31/11.
63. Click OK.
64. Use the chart below to enter the amounts listed for the selected accounts under the appropriate column.
Account ID Description Account Type
Assets,
Expenses
Liabilities,
Equity,
Income
10000 Petty Cash Cash 500.00
10200 Master Checking Account Cash 27764.45
10300 Payroll Checking Cash 12000.00
10400 Savings Account Cash 16746.00
11000 Accounts Receivable Accounts Receivable 16547.44
12000 Inventory Inventory 508.00
15000 Furniture & Fixtures Fixed Assets 2000.00
15100 Equipment Fixed Assets 8000.00
15200 Automobiles Fixed Assets 12000.00
Continued
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100 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Using the General Ledger
Exercises (cont.):

Account ID Description Account Type
Assets,
Expenses
Liabilities,
Equity,
Income
17000 Accumulated Depreciation- Furniture Accumulated Depreciation 200.00
17100 Accumulated Depreciation- Equipment Accumulated Depreciation 600.00
17200 Accumulated Depreciation- Automobiles Accumulated Depreciation 800.00
20000 Accounts Payable Accounts Payable 9007.00
23100 Sales Tax Payable Other Current Liabilities 532.44
23400 Federal Payroll Taxes Payable Other Current Liabilities 1969.24
23500 FUTA Tax Payable Other Current Liabilities 81.60
23600 State Payroll Taxes Payable Other Current Liabilities 328.42
23700 SUTA Payable Other Current Liabilities 306.00
39005 Retained Earnings Equity- Retained Earnings 83814.69
40200-C Consultation- Commercial Income 4890.92
40400-C Design- Commercial Income 2553.68
50000 Cost of Services Sold Cost of Sales 1877.52
65000 Employee Benefits Program Expense Expenses 30.54
72000 Payroll Tax Expense Expenses 1581.00
77500 Wages Expense Expenses 5529.04
65. When you have finished, the Trial Balance should be zero.
66. Click the OK button within the Chart of Accounts Beginning Balances window.
67. Click the Close button to close the Maintain Chart of Accounts window.
68. Select Tasks| General Journal Entry from the Menu Bar.
69. Enter 02/12/11 in the Date field.
70. Enter Petty Cash in the Reference field.
71. In the first Account No. field, type 71000.
72. Enter a Description of Bought paper.
73. Under the Debit column, type 18.00.
74. In the next line, under the Account No. column, type 68000.
75. Enter a Description of Steam cleaning of office carpet.
76. Under the Debit column, type 50.00.
77. In the next line, under the Account No. column, type 10000.
78. Enter a Description of Petty Cash expenses through 2/12/11.
79. Under the Credit column, type 68.00.
80. Click Save to save the entry, and click Yes, if needed.
81. Click Close to close the General Journal Entry window.
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101 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Vendors and Payables
Purpose:

To be able to effectively set up our companies to use the vendor and payable features.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Maintain| Default Information| Vendors from the Menu Bar.
4. Change the Credit Limit to 3000.00.
5. Enter an Expense Account (Purchase Acct. in Peachtree 2003:2006) of 60000.
6. Click the Account Aging tab.
7. Select the Invoice date option under the Age Invoices by section.
8. Click OK.
9. Select Maintain| Vendors from the Menu Bar.
10. Type 03mitrea in the Vendor ID field.
11. Type State of Michigan in the Name field.
12. Enter the following mailing address:
550 Michigan Ave.
Lansing, MI 48901
13. If using Peachtree 2009:2012, enter 23100 into the Expense Account: field on the General tab. If
using 2003:2008, instead click the Purchase Defaults tab, and then enter an Expense Account
(Purchase Acct in Peachtree 2003:2006) of 23100.
14. If using Peachtree 2009:2012, click the Purchase Info tab, and then use the drop-down in the Terms
and Credit section to select Customize terms for this vendor. If using 2003:2008, first click the Terms
button, and then click the Use Standard Terms check box to remove the check from the checkbox.
15. Select the Due on day of next month (Due on Day of Month in 2003:2008) option button.
16. Enter 20 in the Due on the __ next month.
17. Enter 0 on the Discount in __ days.
18. Enter 0.0 in the Discount % field.
19. Enter a Credit Limit of 0.
20. If using Peachtree 2003:2008, click OK to close the Vendor Terms window.
21. Click the Save button at the top of the Maintain Vendors window, and then click the New button.
22. Enter these vendors using the steps above. Remember to click Save and then New between each!
Vendor 1 Vendor 2 Vendor 3
Vendor ID 02bnl 01comp 01paper
Name Board of Water & Light Computers N More Paper Image
Address 450 Water Way
Lansing, MI 48910
160 Pine St.
Lansing, MI 48910
345 Cedar St.
Holt, MI 48842
Expense
Acct.
78000 60000 76000
Terms Net due in 15 days. No discount or
credit.
Standard Terms Standard Terms
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102 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Vendors and Payables
Exercises (cont.):

23. Continue to enter these vendors using the steps on the previous page. Remember to click Save and
then New between each!
Vendor 4 Vendor 5 Vendor 6
Vendor ID 03bank 01rent 01things
Name Bank of Michigan Smith Properties Marketing Designs
Address 450 Michigan Ave.
Lansing, MI 48910
1234 Shadyside St.
Grand Rapids, MI 48867
647 Larch St.
Lansing, MI 48912
Purchase
Acct.
62000 74000 12000
Terms Net 30. No discounts or credits. Due at end of month. No
discounts or credits.
Standard Terms
24. If using Peachtree 2009:2012, click the History tab and then click the Vendor Beginning Balances
button. If using 2003:2008, click the General tab and then click the Beginning Balances arrow button.
25. In the Vendor Beginning Balances window, click the Vendor Balances tab.
26. Double-click on Paper Image to view the Purchases from: 01paper Paper Image tab.
27. In the first row under the Invoice Number column, type 1000.
28. Under the Date column, type 1/17/11.
29. Under the Amount column, type 30.00.
30. Under the A/P Account, type 20000.
31. Now enter the following invoices into the following rows:
Invoice Number Date Amount A/P Account
1110 1/17/11 30.00 20000
1950 1/27/11 30.00 20000
32. Click Save within the Vendor Beginning Balances window.
33. Click the Vendor Balances tab.
34. Double-click on the Computers N More entry, and the enter the following vendor bills:
Invoice Number Date Amount A/P Account
9876 12/6/10 8917.00 20000
35. Click Save in the Vendor Beginning Balances window.
36. Click Close in the Vendor Beginning Balances window.
37. Click Close within the Maintain Vendors window.
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103 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Inventory
Purpose:

To be able to effectively set up inventory and set beginning balances for our inventory.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Maintain| Default Information| Inventory Items from the Menu Bar.
4. Click the Ordering tab.
5. For the Sales Invoice/Receipt Out of Stock Warning Message, select Warn if inventory item is out of
stock based on quantity on hand.
6. For the Sales Order Out of Stock Warning Message, select Warn if inventory item is out of stock based
on quantity on hand.
7. Click the GL Accts/Costing tab.
8. Enter the following GL accounts for the inventory items:
Item Class GL Sales/ Inc GL Invtry/Wage GL Cost Sales Costing
Stock Item 40600-C 12000 50500 FIFO
Master Stock Item 40600-C 12000 50500 FIFO
Non-stock Item 40600-C 60000 51000
Service 40000 77500 50000
Labor 40000 77500 57000
Assembly 40000 12000 50000 FIFO
Activity 40000
Charge Item 41000
9. Click the Taxes/Shipping tab.
10. Enter the following for the first four lines of the Item Tax Type tab:
Field Description Tax
1 Taxable Checked
2 Non-taxable Sales Not checked
3 Non-taxable Labor Not checked
4 Out-of-State Sales Not checked
11. Click the Price Levels tab.
12. For the Level Name of Price Level 1, type List Price.
13. For the Level Name of Price Level 2, type Residential.
14. For the Level Name of Price Level 3, type Commercial.
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104 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Inventory
Exercises (cont.):

15. Click the Edit button for List Price.
16. In the Default Price Level Calculation dialog box, type Use Last Cost and Increase by Percent,
50%, Round Price Specific Cent, .99.
17. Click OK.
18. Click the Edit button for Residential.
19. In the Default Price Level Calculation dialog box, type Use List Price and Decrease by Percent,
10%, Round Price No Rounding.
20. Click OK.
21. Click the Edit button for Commercial.
22. In the Default Price Level Calculation dialog box, type Use List Price and Decrease by Percent,
25%, Round Price No Rounding.
23. Click OK.
24. Click OK in the Inventory Item Defaults window.
25. Select Maintain| Inventory Items from the Menu Bar.
26. Enter an Item ID of 01netfun.
27. Enter a Description of Networking Fundamentals.
28. Select Stock Item from the Item Class drop-down.
29. Click the Subject to Commission check box.
30. Use the Description: drop-down to select for Sales.
31. In the box to the right, type Networking Fundamentals: An Introduction to Computer Networks.
32. Use the Description: drop-down to select for Purchases.
33. In the box to the right, type Networking Fundamentals, ISBN 0012345678.
34. Use the GL account lookup lists to select 40600-C for the GL Sales Account.
35. Use the GL account lookup lists to select 12000 for the GL Inventory Acct.
36. Use the GL account lookup lists to select 50500 for the GL Cost of Sales Acct.
37. Enter Each in the Stocking U/M field.
38. Type 5 for both the Minimum Stock and Reorder Quantity.
39. Select 01comp from the Preferred Vendor ID lookup list.
40. Click Save.
41. Click New.
42. Enter the following Stock Item to your inventory, using the steps above and the information below:
Field Value Field Value
Item ID 01netsec Description Network Security
Item Class Stock Item Subject to Commission Checked
Description for Sales Network Security Description for Purchases Network Security, ISBN
0987654320
Item Tax Type 1 Costing Method FIFO
GL Sales Acct 40600-C GL Inventory Acct 12000
GL Cost of Sales Acct 50500 Stocking U/M Each
Minimum Stock &
Reorder Number
5 Preferred Vendor 01comp
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105 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Inventory
Exercises (cont.):

43. Click Save.
44. Click New.
45. Now set up a new service item by typing 02consult as the Item ID.
46. Type Consultation as the Description.
47. Select Service from the Item Class drop-down.
48. Do not select the Subject to Commission check box.
49. Use the Description: drop-down to select for Sales.
50. In the box to the right, type Computer Consulting Services.
51. Type 35 as the List Price.
52. Click the gray arrow next to the List Price to open up the Multiple Price Levels dialog box. Click the
Recalc button in this screen to recalculate the price levels for this service. Click OK to return to the
Maintain Inventory Items screen.
53. Select an Item Tax Type of Non-taxable Labor.
54. Change the GL Sales Account to 40200-C.
55. Change the GL Salary/Wages Account to 77500.
56. Change the GL Cost of Sales Acct to 50000.
57. For the Stocking U/M:, type Hour.
58. Click Save.
59. Click New.
60. Enter these service items, using the steps above:
Field Service Item #1 Service Item #2
Item ID 02network 02train
Description Networking Computer Training
Item Class Service Service
Description for Sales Network Installation and
Server Setup
Training on Network Maintenance
List Price 45.00 60.00
Item Tax Type Non-taxable Labor Non-taxable Labor
GL Sales Account 40400-C 40200-C
GL Salary/Wages Acct 77500 77500
GL Cost of Sales Acct 50000 50000
Unit/Measure Hour Hour
61. Click New to set up an assembly item.
62. Type 03persnet as the Item ID.
63. The Description is Home Based Business Networking.
64. Select Assembly from the Item Class drop-down.
65. Select the Subject to Commission check box.
66. In the Description for Sales, type Home Based Business Networking Package: Includes one free copy
of Networking Fundamentals, 8 hours of network setup, and 8 hours of network training.
67. For the List Price, type 800, and recalculate the prices for the other price levels.
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106 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Inventory
Exercises (cont.):

68. Select Non-taxable Labor from the Item Tax Type lookup list.
69. Select 40000 for the GL Sales Account.
70. Type 12000 as the GL Inventory Acct.
71. Type 50000 as the GL Cost of Sales Act.
72. Type Each in the Unit/Measure field.
73. Click the Bill of Materials tab.
74. In the first row, under the Item ID column, select 01netfun.
75. For the Quantity Needed, type 1.
76. For the next row, under the Item ID column, select 02network.
77. For the Quantity Needed, type 8.
78. For the next row, under the Item ID column, select 02train.
79. For the Quantity Needed, type 8.
80. Click Save.
81. Click New to set up a Master Stock Item.
82. Type 04discs, as the Item ID.
83. Enter Software Training Disc as the Description.
84. For the Item Class, select Master Stock item.
85. Click the Subject to Commission check box.
86. In the Description for Sales, type Software Training Disc.
87. In the Description for Purchases, type Software Training Disc.
88. Enter 200 in the List Price, and recalculate the prices for the price levels.
89. For the Stocking U/M, type Each.
90. For the Preferred Vendor, select 01comp.
91. Click the Item Attributes tab.
92. In the Primary Attributes section, click into the Name: text box and type Program.
93. In the ID field below it type acc, and then type Access in the Description field.
94. Click the Add button.
95. In the ID field type word, and then type Word in the Description field.
96. Click the Add button.
97. In the ID field type xl, and then type Excel in the Description field.
98. Click the Add button.
99. In the Secondary Attributes section, click into the Name: text box and type Version.
100. In the ID field type 2000, and then type 2000 in the Description field.
101. Click the Add button.
102. In the ID field type XP, and then type XP in the Description field.
103. Click the Add button.
104. In the ID field type 2003, and then type 2003 in the Description field.
105. Click the Add button.
106. Click Save.
107. Click New.
108. Enter inventory beginning balances. To do this, click the General tab. Then click the Beginning
Balances arrow button.

(cont.)
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107 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Inventory
Exercises (cont.):

109. Select 01netfun from the list of inventory items.
110. Enter 10.00 for the Quantity.
111. Enter 22.00 for the Unit Cost.
112. Click 01netsec from the list of inventory items.
113. Enter 12 for the Quantity.
114. Enter 24.00 for the Unit Cost.
115. Click OK.
116. Click Close.
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108 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Receivables
Purpose:

To be able to effectively set up defaults for the receivables and to add new customers.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Maintain| Default Information| Customers from the Menu Bar.
4. Enter 0 for the discount days and the discount percentage field.
5. In the GL Sales Account, type 40200-C.
6. Click the Finance Charges tab.
7. Click the Charge finance charges check box.
8. Enter the following:
It says: You type:
On invoices 30
Days overdue, up to 1.00
Annual interest rate 0
On balances above that 0
Minimum Finance Charge 5.00
9. Click the Print finance change warning message as check box.
10. Click the Pay Methods tab.
11. Enter the following pay methods in order from most frequently used to least:
12. Click OK to set the customer defaults.
13. Next you will set up sales taxes for the company. If using Peachtree 2008:2012, follow steps 14
through 17, and then skip to step 33. If using Peachtree 2003:2007, skip to step 18, and then continue.
14. If using Peachtree 2008:2012, select Maintain| Sales Taxes from the Menu Bar. In the Set Up Sales
Taxes window, select the option button for Set up a new sales tax. Then click the Next > button.
15. In the next screen, enter 6 into the What is the total rate that you will charge? text box. Then click the
Next > button to continue.
Field: Payment Method:
1 Check
2 VISA
3 Cash
4 AMEX
5 MasterCard
6 Discover
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109 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Receivables
Exercises (cont.):

16. In the next screen, enter MITAX as the Sales tax agency ID. Enter State of Michigan into the Sales
tax agency name: text box. Select 03mitrea from the Which vendor do you send the taxes youve
collected to? drop-down. Then enter 6 into the Rate: text box. Then select account 23100 from the
Select an account to track sales taxes: drop-down. Click the Next > button to continue.
17. In the next screen, enter TAXCODE into the Sales tax ID: text box. Then enter Michigan Sales Tax
into the Sales tax name: text box. Select Yes from the Do you charge sales tax on freight? drop-
down. Then click the Finish button to complete the sales tax setup. You may then close the window by
clicking the Cancel button.
18. If using Peachtree 2003:2007, select Maintain| Sales Taxes| Sales Tax Authorities from the Menu
Bar.
19. Type MITAX in the ID: field.
20. In the Description fields, type Sales Tax.
21. Select 03mitrea from the Tax Payable To: field.
22. Select account 23100 from the Sales Tax Payable GL Account lookup list.
23. Click the Single Tax Rate option button, and type 6.0 in the % text box.
24. Click Save to save the tax authority.
25. Click Close.
26. Select Maintain| Sales Taxes| Sales Tax Codes from the Menu Bar.
27. Type TAXCODE in the Sales Tax Code field.
28. Check the Tax Freight check box.
29. For the Description type Michigan Sales Tax.
30. Right-click in the first row under ID, and select MITAX from the list.
31. Click Save to save the code.
32. Click Close to close the window.
33. Select Maintain| Customers/Prospects from the Menu Bar.
34. Enter shaws in the Customer ID field.
35. Enter Sally Shaw in the Name field.
36. Enter Sally Shaw in the Contact field, if available. In 2012, enter this into the Contacts tab.
37. If using Peachtree 2003:2007, make sure that the drop-down says Bill to Address. If using Peachtree
2008:2012, enter this address info into the billing address fields:
150 Grand Ave.
Apt 4B
Lansing, MI 48843
38. Select the TAXCODE tax from the Sales Tax fields drop-down.
39. In the Customer Type field, type pers.
40. If using Peachtree 2008:2012, click the Sales Info tab. If using Peachtree 203:2007, click the Sales
Defaults tab.
41. Enter 40200-P as the GL Sales Acct fields value.
42. Select UPS Ground from the Ship Via: drop-down.
43. For the Pricing Level, select Residential.
44. Click Save to save the record.
45. Click New to create a new customer.
46. Create the customers below, using the steps above, and the information that is shown on the following
page:
(cont.)
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110 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Receivables
Exercises (cont.):
















47. Click New.
48. If using Peachtree 2008:2012, click the History tab. If using Peachtree 2003:2007, click the General
tab.
49. If using Peachtree 2008:2012, click the Customer Beginning Balances button. If using Peachtree
2003:2007, click the Beginning Balances arrow button in the lower right corner of the General tab.
50. On the Customer Balances tab, double-click on Sheldon Securities.
51. On the Invoice for: sheldon Sheldon Securities tab, click into the first row under the Invoice Number
column, and type 21009.
52. Enter the Date as 10/8/10.
53. Enter the Amount as 12705.44.
54. Click into the second row and enter these two other invoices for sheldon:
Invoice Number Date Amount A/R Account
21056 11/18/10 1950.00 11000
21077 12/18/10 1892.00 11000
55. Click Save when you are done.
56. Click Close.
57. Click Close.
Customer #1 Customer #2 Customer #3
Customer ID sheldon holiday smithb
Name Sheldon Securities Holiday Hotel Bob Smith
Contact Sam Sheldon Brian Cook Bob Smith
Address 100 Michigan Ave.
Lansing, MI 48912
350 Abbott Road
East Lansing, MI 48823
150 Shiawassee St.
Lansing, MI 48910
Sales Tax TAXCODE TAXCODE TAXCODE
Customer Type comm comm pers
GL Sales Account 40400-C 40200-C 40200-P
Ship Via UPS Ground UPS Ground UPS Ground
Pricing Level Commercial Commercial Residential
Terms Standard Standard Standard
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111 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Payroll
Purpose:

To be able to effectively set up the payroll information, employee defaults, and employees.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Maintain| Default Information| Payroll Setup Wizard from the Menu Bar.
4. Click Next >> to continue. If using Peachtree 2004:2005, click Next>> once again. If using
Peachtree 2006:2008, click the Payroll Setup Wizard hyperlink. Select the Check this box if you
have already ordered the service checkbox and then click Next > to continue. If using Peachtree
2009:2012, select the Do It Yourself In-House option, and then click the Next > button. In the next
screen, select the Tax Update Service option, and check the I have already ordered checkbox.
Then click Next > to continue. Click No in the warning message box that appears, as this is only a
sample company and you do not need to register the sample company. Then click the Next > button to
continue.
5. For the State: select MI.
6. For Peachtree 2003:2008, for the Locality, leave it blank. Do not fill in the Enter the Locality Tax Rate
field either.
7. For the unemployment percent, type 3.
8. Select the No option for the Do you want to record employee meals and tips? question.
9. Click Next > to continue.
10. If using Peachtree 2005 or older, leave the settings as they are, and click Next > to continue.
11. In all versions of Peachtree, click Next > once to continue. If using Peachtree 2009:2012, check the
checkboxes for Vacation and Sick Time, and then click the Next > button to continue.
12. In Peachtree 2003:2008, select 401(k) plan not offered. and then click Next>> to continue.
13. In Peachtree 2009:2012, enter 160 for the hours of vacation given. Then select the Accrued over each
pay period option. In Peachtree 2003:2005, select Vacation time accrues each payroll period
(Accrues in Peachtree 2006:2008). Then enter 160 in the Number of hours to be accrued each year
field.
14. In Peachtree 2009:2012, select the Yes option to allow vacation time to carry over. Then click the
Next > button to continue. In Peachtree 2003:2008, check the Balance of vacation hours carries
forward to the new year checkbox (Remaining vacation hours carry over to the new year in
2006:2008).
15. In Peachtree 2005 and older, click Next>> to continue.
16. In Peachtree 2009:2012, enter 40 for the hours of sick time given. Then select the Accrued over each
pay period option. In Peachtree 2003:2005, select Sick time accrues each payroll period (Accrues in
2006:2012). Then type 40 in the Number of hours to be accrued each year field.
17. If using Peachtree 2009:2012, click Next > twice more, and then click the Finish button. If using
Peachtree 2003:2008, click Next > to continue, and then click Finish.
18. If using Peachtree 2003:2008, close the help file that appears.
19. Select Maintain| Employees/Sales Reps from the Menu Bar.
20. Type brownellc in the Employee ID field.
21. Enter Cathy Brownell in the Name field, using the First and Last name fields.

(cont.)
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112 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Payroll
Exercises (cont.):

22. Click the Employee option button that appears next to the employees name.
23. Enter the employees address as follows:
111 Cedar St.
Holt, MI 48842
24. Enter a Social Security # of 123456789.
25. Enter date Hired of 04/02/01.
26. Click the Withholding Info tab and then enter the following information:
Payroll Field Filing Status Allow Additional Withholding State/Locality
Federal Married 1 0.00
State Married/Jointly 1 0.00 MI
Local Not Required 0 0.00
27. Click the Pay Info tab.
28. Select Salary from the Pay Method drop-down.
29. Select Bi-weekly from the Frequency drop-down.
30. Enter 1500.00 in the first Salary Pay Rate field.
31. Click Save to save her information.
32. Click New and click the General tab to bring up a new employee screen.
33. Using the steps above as a guide, enter the following three employee records:
Employee #1 Employee #2 Employee #3
Employee ID johnsond blackb whitew
Name David Johnson Betty Black William White
Employee/Sales
Rep/Both
Both Both Both
Address 500 Larch St.
Lansing, MI 48912
678 Grand River Ave.
Okemos, MI 48853
240 Pinecrest Dr.
Mason, MI 48934
Social Security # 111-11-1111 222-22-2222 333-33-3333
Hired Date 8/2/98 9/1/99 11/7/00
Federal Filing Status Married Single Single
Federal Allow 2 1 0
State Filing Status Married/Jointly Single Single
State Allow 0 0 0
State/Locality MI MI MI
Local Filing Status Not Required Not Required Not Required
Pay Method Salary Hourly- Hours per Pay Period Hourly- Hours per Pay Period
Frequency Bi-weekly Weekly Weekly
Salary Rate 1200.00
Regular Hourly Rate 15.00 15.00
Overtime Hourly Rate 22.50 22.50
34. After saving the new employee records, select brownellc from the Employee ID list.
(cont.)
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113 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Payroll
Exercises (cont.):

35. Click the General tab. If using Peachtree 2009:2012, click the Employee Beginning Balances button.
If using Peachtree 2003:2008, click the Beginning Balances arrow button in the lower right corner.
36. In Column 1, type 1/31/11.
37. Enter the following numbers underneath the column labeled 1/31/11:
Field Amount
Gross 3000.00
Fed_Income -320.76
Soc_Sec -186.00
Medicare -43.50
State -124.70
38. Click Save in the Employee Beginning Balances window.
39. Select johnsond from the Employee ID drop-down, and enter a date of 1/31/11 for column 1.
40. Enter the numbers below under column 1.
Field Amount
Gross 2400
Fed_Income -184.96
Soc_Sec -148.80
Medicare -34.80
State -95.76
41. Click Save when you are finished.
42. Select blackb from the Employee ID drop-down, and enter in a date of 1/31/11 for column 1.
43. Enter the numbers below under column 1.
Field Amount
Gross 1200
Fed_Income -139.56
Soc_Sec -74.40
Medicare -17.40
State -55.78
44. Click Save when you are finished.
45. Select whitew from the Employee ID drop-down, and enter in a date of 1/31/11 for column 1.
46. Enter the numbers below under column 1.
Field Amount
Gross 1200
Fed_Income -130.56
Soc_Sec -74.40
Medicare -17.40
State -52.18
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114 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Payroll
Exercises (cont.):

47. Click Save when you are finished.
48. Click Close to return to the Maintain Employees/Sales Reps screen.
49. We have just hired two new employees who will work with time ticket hours. We will create the new
records now. Click the New button to start. Remember to click the Save button, and then click the
New between each record.
Employee #1 Employee #2
Employee ID close jimenezc
Name Emily Clos Christine Jimenez
Employee/Sales Rep/Both Both Both
Address 333 Edgewood Blvd.
Lansing, MI 48842
655 Willoughby Rd.
Holt, MI 48842
Social Security # 444-44-4444 555-55-5555
Hired Date 2/1/11 2/1/11
Federal Filing Status Married Single
Federal Allow 2 1
State Filing Status Married/Jointly Single
State Allow 0 0
State/Locality MI MI
Local Filing Status Not Required Not Required
Pay Method Hourly- Time Ticket Hours Hourly- Time Ticket Hours
Hourly Billing Rate 50.00 45.00
Frequency Weekly Weekly
Regular Hourly Rate 16.00 13.00
Overtime Hourly Rate 24.00 20.50
50. Click Close when you are finished entering the two new time ticket employees.
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115 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Setting Up Time & Billing
Purpose:

To be able to effectively set up the items needed for time and billing activities.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Maintain| Inventory Items from the Menu Bar.
4. Enter the following Activity Items. Remember to click Save and click New between each record.
Also, you will not automatically recalculate each price level, but will instead enter them by hand. Click
the gray arrow next to the Billing Rate #1 box to bring up that screen for entry when needed.
Activity Item #1 Activity Item #2 Activity Item #3
Item ID 05trainc 05trainp 05admin
Description Computer Training-
Commercial
Computer Training-
Residential
Administrative Tasks
Item Class Activity Item Activity Item Activity Item
Description for Sales Computer Training for
Commercial Clients
Computer Training for
Residential Clients
Administrative Tasks
List Price 45 45 0
Residential 0 43.50 0
Commercial 42.25 0 0
GL Income Acct. 40200-C 40200-P 40000
Item Tax Type Non-Taxable Labor Non-Taxable Labor Non-Taxable Labor
Stocking U/M Hour Hour Hour
5. Click New. Now enter the following Charge Items. You will not set any pricing levels for these items.
They will be only set at the list price. Remember to click Save and click New between each. You can
click Close when you are finished.
Charge Item #1 Charge Item #2 Charge Item #3
Item ID 06copy 06fax 06park
Description Photocopies Faxes Parking
Item Class Charge Item Charge Item Charge Item
Description for Sales Photocopies Faxes Parking
List Price .13 5.00 10.00
GL Income Acct 41000 41000 41000
Item Tax Type Taxable Taxable Non-taxable Sales
Stocking U/M Each Each Each
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116 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Using Accounts Payable
Purpose:

To create purchase orders, take payments, take vendor credits, and write checks.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Tasks| Purchase Orders from the Menu Bar.
4. Select 01comp from the Vendor ID lookup list.
5. Enter a Date of 2/11/11.
6. Enter a PO No. of 1001.
7. In the line item area, type 5 under quantity in the first row.
8. In the Description field, type Mouse Pads.
9. Enter a GL Account of 71000.
10. Enter a Unit Price of 12.50.
11. Click Save to save the purchase order. Then click the New button.
12. Now we will enter a drop-shipment in the same window. Select 01comp as the Vendor ID.
13. Enter 2/12/11 as the Date.
14. Leave PO# 1002.
15. Click the Drop Ship checkbox to display the Customer ID: drop-down.
16. If using Peachtree 2003, click the Drop Ship checkbox in the Ship to Address window.
17. Select sheldon from the Customer ID lookup list.
18. Select the Bill To address from the drop-down that appears by the Ship To: field.
19. In the line item area, enter a Quantity of 5 in the first row.
20. Select an Item of 01netfun from the item lookup list.
21. Click Save to save the drop shipment.
22. Click Close to close the Purchase Orders window.
23. Select Tasks| Purchases/Receive Inventory from the Menu Bar.
24. Select 01paper from the Vendor ID drop-down.
25. Enter 2/12/11 as the Date.
26. Type 5342 in the Invoice No. field.
27. Enter the following items in the line items area of the form:
Description Amount
Printing of Manuals 543.45
Binding 145.00
Setup and Press 365.71
28. Click Save to save the bill.
29. Select 01rent from the Vendor ID drop-down
30. Enter a Date of 2/20/11.
31. In the first line item, type Rent in the Description column, and 1700.00 in the Amount column.
32. Click the Recur button at the top of the screen.
33. Type 11 in the Number of Times (End after in 2009:2012) field, and click the Monthly recurrence
option.
(cont.)
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117 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Using Accounts Payable
Exercises (cont.):

34. Type rent-02 in the Begin with # field.
35. Click OK to save this bill and automatically generate another in the future every month for 11 months.
36. Now we will receive the drop shipment. Lets pretend we were sent the invoice number #10232 from
Computers N More. Click the New button to continue and clear the screen, if needed.
37. Select 01comp from the Vendor ID lookup list.
38. Enter 2/15/11 as the Date.
39. Enter 10232 in the Invoice # field.
40. Select purchase order # 1002 from the Apply to Purchase Order # drop-down.
41. Enter 5 in the Received column.
42. Click Save to save the transaction.
43. Click Close to close the Purchases/Receive Inventory screen.
44. Select Tasks| Vendor Credit Memos from the Menu Bar.
45. Select 01comp from the Vendor ID lookup list.
46. Type 2/22/11 as the Date.
47. Type CM101 in the Credit No. field.
48. Select the Apply to Purchases tab.
49. Enter 1 for the Quantity.
50. Select 01netfun from the Item lookup list.
51. Click the Terms gray arrow button (at the right end of the Terms above the list item area).
52. Enter a 0.0 for the Discount Amount.
53. Click OK.
54. Back in the Vendor Credit Memo window, click Save.
55. Click Close.
56. Pay bills by selecting Tasks| Payments from the Menu Bar.
57. Select Master Checking Account as the cash account to use for this transaction.
58. Enter a Vendor ID of 01comp.
59. Assuming that we already wrote the check, enter a Check Number of 3285.
60. Enter a Date of 2/24/11
61. Click the Pay checkbox for invoices 9876 and 10232.
62. Click Save.
63. Enter a Vendor ID of 01paper.
64. Assuming that we already wrote the check, enter a Check Number of 3286.
65. Enter a Date of 2/24/11
66. Click the Pay checkbox for invoices 1000 and 1110 and 1950.
67. Click Save.
68. Click Close to leave the Payments window.
69. To enter a check written by hand, select Tasks| Write Checks from the Menu Bar.
70. In the Pay to the Order of field, type Holt Pizzeria.
71. Enter a Check Number of 3284.
72. Enter a Date of 2/18/11.
73. Enter a $ amount of 32.98.
74. Use the Expense Account lookup list to select account 70500.
75. Click Save.
76. Click Close.
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118 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Working with Inventory
Purpose:

To make inventory adjustments and change item prices.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Tasks| Inventory Adjustments from the Menu Bar.
4. Select 01netfun for the Item ID.
5. Enter a Reference of Water Damage.
6. Enter 2/15/11 for the Date.
7. Enter 50500 as the GL Source Acct.
8. Enter -1.00 in the Adjust Quantity By field.
9. Click Save.
10. Click Close.
11. Create assembled items by selecting Tasks| Assemblies from the Menu Bar.
12. Select 03persnet from the Item ID drop-down.
13. Type 2/15/11 for the Date.
14. Enter Build- 02/15/11 for the Reference.
15. Select Build for the Action, and enter 2 in the Qty field.
16. Click Save.
17. Click Close.
18. Select Maintain| Item Prices from the Menu Bar.
19. For the Item ID row, under the Type column, select Range from the drop-down.
20. For the From drop-down, select 01netfun.
21. For the To drop-down, select 01netsec.
22. Click OK.
23. Clear the check boxes from the price levels displayed in the upper left corner, EXCEPT for List Price.
24. Select the Calculation selected below option button.
25. Set the calculation to read: Use Last Cost and Increase by Percent 65.00 %.
26. Click the Recalc button in the toolbar.
27. Clear the check mark from the List Price check box, and place a check mark in front of the
Residential price levels check box.
28. Change the percentage to 20.00 in your calculation, and click the Recalc button.
29. Clear the check mark from the Residential check box, and place a check mark in front of the
Commercial price levels check box.
30. Change the percentage to 15.00 in your calculation, and click the Recalc button.
31. Click Save.
32. Click Close.
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119 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Working with Receivables
Purpose:

To make quotes, sales orders, sales invoices, issue credit memos, enter receipts, take
prepayments, and make deposits.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Tasks| Quotes/Sales Orders| Quotes from the Menu Bar.
4. Select shaws from the Customer ID lookup list.
5. Type 2/5/11 in the Date field.
6. Enter a Quote No. of 300.
7. In the line item area, type 3.00 for the Quantity.
8. Select 02consult from the Item lookup list.
9. Click Save.
10. Select sheldon from the Customer ID lookup list.
11. Type 2/8/11 in the Date field.
12. Enter a Quote No. of 301.
13. In the line item area, type 25.00 for the Quantity.
14. Select 02consult from the Item lookup list.
15. Click Save.
16. Click the List button (Open in 2003:2007) to open a quote, which we will now convert into an invoice.
17. If needed, select All transaction from the Date Range: drop-down, and double-click on quote #300.
18. Click the Convert button in the middle of the toolbar at the top of the screen.
19. Select the Sales/Invoice option. Enter Invoice # 100.
20. Click OK to convert the quote into an invoice.
21. Click the List button (Open in 2003:2007).
22. Double-click on quote #301.
23. Click the Convert button in the middle of the toolbar at the top of the screen.
24. Select the Sales Order option. Enter SO # 200.
25. Click OK to convert the quote into a sales order.
26. Click Close.
27. Select Tasks| Quotes/Sales Orders| Sales Orders from the Menu Bar to create a sales order.
28. Select holiday from the Customer ID lookup list.
29. Enter the Date as 2/8/11.
30. Enter 2/8/11 as the Ship By date.
31. Enter 201 in the SO No. field.
32. Type a Quantity of 5.
33. Select 01netfun as the Item.
34. Click Save.
35. Click Close.
36. Select Tasks| Sales/Invoicing from the Menu Bar.
37. Select smithb from the Customer ID lookup list.
38. Enter 2/10/11 as the Date.

(cont.)
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120 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Working with Receivables
Exercises (cont.):

39. Enter an Invoice No. of 101.
40. Enter a Quantity of 1.00 and and Item of 01netsec.
41. Click the Amount Paid at Sale button. This opens the Receive Payment window.
42. Enter 4362 as the Reference.
43. Enter 27.98 as the Receipt Amount.
44. Make sure that the cash account is set to 10200.
45. Click OK to record the payment at the time of sale.
46. Click Save.
47. Select sheldon from the Customer ID drop-down.
48. Enter 2/9/11 as the Date.
49. Enter Invoice No. 102.
50. Select sales order 200 from the drop-down list on the Apply to Sales Order # tab.
51. Enter 5 in the Shipped field.
52. Click Save.
53. Click Yes to let sheldon go over their credit limit. Click Close to exit the Sales/Invoicing window.
54. Select Tasks| Credit Memos from the Menu Bar.
55. Select shaws from the Customer ID lookup list.
56. Enter a Date of 2/21/11.
57. Enter CM101 in the Credit No. field.
58. Click the Apply to Sales tab below to bring that tab forward.
59. Enter a Quantity of 1.00 and select 04discs-word-2000 from the Item lookup list.
60. Click Save.
61. Click Close.
62. Select Tasks| Receipts from the Menu Bar to collect payments.
63. Select sheldon from the Customer ID lookup list.
64. Enter Reference 304.
65. Enter Receipt Number 10210.
66. Enter 2/12/11 as the Date.
67. Click the Pay check box on the Apply to Invoices tab for all of the invoices.
68. Click Save.
69. Next, we will take a prepayment from smithb by selecting that ID from the Customer ID drop-down.
70. Enter the check number 4363 into the Reference field.
71. Enter Receipt Number 10211.
72. Enter 2/10/11 as the date.
73. Set the Cash Account to 10200.
74. On the Apply to Revenues tab, click the Prepayment check box.
75. If needed, enter a GL Account of 24400.
76. Enter 200.00 in the Amount field.
77. Click Save.
78. Click Close.
79. To deposit funds, select Tasks| Select for Deposit from the Menu Bar.
80. Select 10200 as the Account ID.
81. Set 2/12/11 as the Deposit Ticket Date.
82. Enter 0212 as the Deposit Ticket ID.
(cont.)
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121 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Working with Receivables
Exercises (cont.):

83. Click the Deposit check box for all of the amounts listed.
84. Click Save.
85. Click Close.
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122 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Performing Payroll Activities
Purpose:

To be able to pay employees and create payroll fields.
Exercises:

1. Start the Peachtree application.
2. Open the Fakeco, Inc. company file from the previous exercise.
3. Select Tasks| Payroll Entry from the Menu Bar.
4. Select Payroll Checking Account from the Select a Cash Account drop-down, and then click OK.
5. Enter brownellc as the Employee ID. Click OK through the message box errors that appear. This is
only happening because we are using an unregistered tax table formula in a sample file, and Peachtree
cannot find the correct calculations.
6. Enter a Check Number of 1206.
7. Enter 2/2/11 as the Date. Click OK through the message box errors that appear. This is only
happening because we are using an unregistered tax table formula in a sample file, and Peachtree
cannot find the correct calculations.
8. Enter 2/2/11 as the Pay Period End.
9. Click Save then Close.
10. Now we will set up a flat rate deduction for dental that deducts $15 from employee paychecks.
11. Select Maintain| Default Information| Employees from the Menu Bar.
12. Click on the Employee Fields tab, and scroll down and find the first available line. Type Dental into
the Field Name column.
13. Select G/L Account 24100.
14. For the Amount, type -15.00 and then click OK.
15. Now we will set up a calculated garnishment for one of our employees.
16. Select File| Payroll Formulas (Payroll Tax Tables in 2003:2008)| User-Maintained from the Menu
Bar.
17. Enter a Formula ID: (Tax ID in 2003:2008) of GARNISH11.
18. Enter a Name: (Tax Name in 2003:2008) of GARNISH 11.
19. In Peachtree 2009:2012, select Deduction from the How do you classify this formula? drop-down.
20. If using 2003:2008, in the box Government, select Local. For the Type, select Deduction.
21. If using Peachtree 2009:2012, type the following into the Formula text box. You can use Ctrl+Enter
on your keyboard to create the necessary line breaks.
LIMIT =350;
PERCENT=20;
A=ADJUSTED_GROSS+Fed_Income+Soc_Sec+MEDICARE+St_Income;
B=A*PERCENT%;
ANSWER=-MAX_LIMIT(LIMIT,B)
22. If using Peachtree 2003:2008, type the following into the Formula text box. You can use Ctrl+Enter
on your keyboard to create the necessary line breaks.
LIMIT =350;
PERCENT=20;
A=ADJUSTED_GROSS+Fed_Income+Soc_Sec+Medicare+State;
B=A*PERCENT%;
ANSWER=-MAX_LIMIT(LIMIT,B)
(cont.)
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123 Advanced Peachtree TeachUcomp, Inc.
EXERCISES-
Performing Payroll Activities
Exercises (cont.):

23. Click Save.
24. Click Close.
25. Select Maintain| Default Information| Employees from the Menu Bar.
26. Select the Employee Fields tab.
27. Scroll down to the next available line, and type Garnish as the Field Name.
28. Select the G/L Account lookup list, and click the New button on the drop-down
29. In the Maintain Chart of Accounts window that appears, set up an new account with the following
information:
Account ID: 23950
Account Description: Garnishment Payable
Account Type: Other Current Liabilities.
30. Click Save in the Maintain Chart of Accounts window.
31. Click Close in the Maintain Chart of Accounts window.
32. Select 23950 as the new G/L Account.
33. Click OK.
34. Select Maintain| Employee/Sales Reps from the Menu Bar.
35. Select whitew from the Employee ID drop-down
36. Select the Employee Fields tab.
37. Scroll down to the Garnish line, and click the Use Defaults (Std in 2003:2008) check box to clear it.
38. Click the Calculated (Calc in 2003:2008) check box.
39. Select 23950 as the Account, if needed.
40. Use the Formula (Tax Name in 2003:2008) drop-down to select GARNISH.
41. Click the Adjust gray arrow button at the end of that row.
42. Click the Use check box for Gross.
43. Click OK.
44. Click Save.
45. Click Close.
46. Select Tasks| Payroll Entry from the Menu Bar.
47. Select whitew from the Employee ID drop-down, and then click OK until the warning message
boxes finish displaying.
48. In the Taxes-Benefits-Liabilities list, scroll down through the deductions shown and note that the
Garnish field is functional.
49. Click Close.
50. Click No to saving the transaction.
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124 Advanced Peachtree TeachUcomp, Inc.
Peachtree Keyboard Shortcuts
CTRL Functions Key
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Delete record Ctrl + E
Clear Del
Check Spelling F7
Find Ctrl + F
Find next Ctrl + D
Previous Record Ctrl + Alt + P
Next Record Ctrl + Alt + N
New Company Ctrl + N
Open Company Ctrl + O
Backup Company Ctrl + B
Restore Company Ctrl + R
Print Ctrl + P
Print Preview Ctrl + W
Function Keys Key
Displays online help topic F1
Changes mouse pointer to
Whats This? help selector
Shift + F1
Saves records and posts (or
saves) transactions in certain
windows
F5
Toggles between open window &
menu bar
F10
Closes current document window Ctrl + F4
Closes the application window Alt + F4
Moves to next window Ctrl + F6
Moves to the previous window Shift + Ctrl +
F6
Note:
The Ctrl keyboard shortcuts will behave differently than listed when the Peachtree Today window
is displayed. In this case, it will translate the shortcuts as if you were using Internet Explorer.
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