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© 2008 Sage Software, Inc. All rights reserved. The Sage Software logo, Peachtree,
Peachtree Premium, Peachtree Complete, Accounting Behind the Screens, Peachtree
Today, and the Peachtree logo are registered trademarks or trademarks of Sage Software,
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No part of this book may be reproduced or transmitted in any form; electronic,
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Inc. Printed in the United States of America.
FIRST EDITION, JUNE 2008
DISCLAIMER
Information in this book is subject to change without notice. Company names and data
used as examples herein are fictitious unless otherwise noted. The information in this
book is distributed “as is,” without warranty. While every precaution has been taken to
assure the quality and accurateness of the information contained herein, Sage Software
assumes no liability to any person or entity with respect to any loss or damage caused by
or presumed to be caused by the instructions contained in this book or by the software
described in it.
i
PEACHTREE BY SAGE QUANTUM 2009 ADVANCED
SELF-STUDY GUIDE
DESCRIPTION
This course was developed for Peachtree users who want to master Peachtree Quantum
2009. This training guide offers 50 activities to demonstrate how to use Peachtree to help
you run your business.
LEVEL ADVANCED
SOFTWARE RELEASE 2009
OBJECTIVES
You will learn to:
• Modify General Ledger Reports and create Report Groups
• Use advanced Accounts Payable features
• Use advanced Accounts Receivable features
• Set up and use fixed rate and calculated Payroll deductions
• Set up and use Time and Billing
• Set up and use Peachtree’s Job Cost features
*For a complete list of specific topics covered within each chapter of this guide, please
refer to the Table of Contents.
.....
T ABLE OF C ONTENTS
...................................
A
INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Using This Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
GENERAL LEDGER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Previewing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Select a Report or Form Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Select a Report or Form Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Report Preview Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Report Preview Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Report Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Report Groups Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Using Report Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Reconsolidating Companies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Reconsolidate Company Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Companies Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Passwords Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
ACCOUNTS PAYABLE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Entering Vendor Credit Memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Vendor Credit Memo Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Apply to Purchases Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Apply to Invoice Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Selecting For Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Select for Payment Filter Selection Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Select for Payment Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Automatic Purchase Order Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Ordering Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Drop Ship Orders and Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Non-Drop Ship Orders and Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Select for Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Select for Purchase Orders-Filter Selection window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Select for Purchase Orders window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
INVENTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Adding Inventory Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Maintain Inventory Items Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Bill of Materials Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Item Attributes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Serial Numbers tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Handling Serialized Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Building and Unbuilding Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Build/Unbuild Assemblies Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
iii
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TA B L E O F C O N T E N T S
ACCOUNTS RECEIVABLE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Entering Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Credit Memos Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Header Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Apply to Sales Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Footer Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Apply to Invoice Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Entering and Billing Proposals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Proposals Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Billing a Proposal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Applying Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Calculate Finance Charges Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Apply Finance Charges Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Finance Charge Report Selection Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Finance Charges Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Selecting Receipts for Deposit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Select for Deposit Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
PAYROLL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Paying a Group of Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Select Employees Filter Selection Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Select Employees to Pay Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Entering Flat-Rate Payroll Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Entering Calculated Payroll Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
User-Maintained Payroll Formulas Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
.....
Apply Tickets/Expenses Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Time and Expense Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Report Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
v
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TA B L E O F C O N T E N T S
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Customize Fields Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
SmartList Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Group Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Group Manager Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Group Manager Criteria Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
vii
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TA B L E O F C O N T E N T S
1
.....
1 INTRODUCTION
16 To ensure that the remaining activities in this guide work properly, you will
need to verify the Global Options in Peachtree. Select Options, Global from
the Menubar.
3
.....
1 INTRODUCTION
17 On the Accounting tab, ensure that each box in the Hide General Ledger
Accounts section is clear.
18 Select the General tab.
19 Ensure that the two options at the left of the Smart Data Entry options are
selected.
20 Uncheck Automatically create IDs on maintenance windows.
21 Click OK to return to the Peachtree desktop.
22 Next, we will restore a backup from the Activity CD included with this guide.
Or use the CD that this PDF file is stored on.
23 Insert the CD.
24 Select File, Restore from the Menubar.
25 Click Browse; then select your CD-ROM drive from the drop-down list. Open
the Activity Backups folder.
26 Click once on the file named 09-quantum-advanced.ptb.
Ensure that you have selected the correct file. If you select the wrong file, you may receive
error messages when you try to restore.
27 Click Open.
28 Click Next.
29 Select An Existing Company and ensure that Abracadabra Web Services is the
company selected and click Next.
30 Ensure that only Company Data is selected in the Restore Options window
and click Next.
31 Click Finish. A progress window appears as the company is restored.
Ge ner al General
Jo urn al En try Jou r n al
Ge ner al Acco un t
L ed ge r Reco nc iliatio n
5
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2 GENERAL LEDGER
Previewing Reports
PREVIEWING REPORTS
........................................
Reports are grouped by area in the Reports & Forms menu. When
you select an area, the Select a Report or Form window displays
a Report List showing the available reports. Reports for the
current period can be previewed by double-clicking the report
name. Reports can also be customized in a variety of ways to
change the information presented or the look of the report. To
preview a report, select the Reports & Forms menu and the area
in which the report can be found.
The Select a Report or Form window appears when you choose a report area from the
Reports & Forms menu. Choose the section in the Report Area box on the left and then
7
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2 GENERAL LEDGER
Previewing Reports
• Copy: Opens the Copy Reports and Financial Statements window on which you can
copy reports and financial statements from one company to another.
• Help: Displays topics related to the current window.
When you double-click a report name or select the Display button, the Report Preview
window opens. This window can be used to view information, as well as to customize the
content and appearance of the report. Changes made to the report can be saved for later
use by selecting the Save button. These saved reports appear as customized reports in the
Select a Report or Form window.
On most transaction reports, you can drill down on a transaction to open the window on
which the transaction was originally entered. To drill down, move the mouse pointer over
a transaction until a magnifying glass appears. Then, double-click to open the window on
which the original transaction was entered. You can view the transaction or make changes
and save the transaction. When you close the transaction window and return to the report,
it will be updated based on your changes.
R E P O R T P R E V I EW T O O L B AR
9
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2 GENERAL LEDGER
Previewing Reports
10 The columns may need to be resized so that each column title is visible. To
resize a column, move the mouse pointer over the vertical line to the right of a
column heading until it changes to a double-sided arrow. Click and hold the left
mouse button and move the line to the desired position. Then, release the mouse
button.
11 Resize each column until each column title is visible.
12 Now, the report needs to be renamed. Click the Fonts button.
13 On the Fonts tab, change Title 1 Report Label to Inventory Movement Report
and click OK.
14 Select Save and enter a Name of Inventory Movement Report.
11
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2 GENERAL LEDGER
Previewing Reports
15 Click Save; then click Close. The new report will appear at the top of the
Report List.
16 Click Close to return to the desktop.
• Report Index: Select an area from the drop-down list to show only reports for the
selected area. By default, Index to All Reports is selected and all reports are listed.
• Add: Highlight a report in the Report Index and select this button to include the report
in the report group.
• Remove: Highlight a report in the report group on the right and select this button to
remove the report from the report group.
13
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2 GENERAL LEDGER
Report Groups
Select Reports & Forms, Report Groups to view the existing report groups. Each group
appears on the Select a Report or Form window as a folder in the Report List.
To print the entire report group, click a folder to highlight it and then click the Print
button on the toolbar. Each report will be printed based on the dates listed on the Filter
screen in the case of a customized report.
To view the reports in a report group, click a report group folder. Each report is listed
under the open folder. Double-click an individual report to preview it.
6 Select General Ledger Trial Balance in the list of reports, and click the Add
button to include it in the report group.
7 Select Financial Statements in the Report Index drop-down list.
8 Select <Standard> Balance Sheet in the list of reports, and click the Add
button to include it in the report group.
9 Select <Standard> Cash Flow in the list of reports, and click the Add button to
include it in the report group.
10 Select <Standard> Income Stmnt in the list of reports, and click the Add
button to include it in the report group.
11 Select the Save button, and enter a Name of Month End Reports.
12 Enter a Description of GL and Financials to be printed at the end of each
month.
13 Click Save; then click Close.
14 The report group now shows in the Report List.
15 Click Close to return to the Peachtree desktop.
15
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2 GENERAL LEDGER
Reconsolidating Companies
RECONSOLIDATING COMPANIES
........................................
Peachtree Quantum provides you the power to maintain multiple companies and
consolidate their financials using a consolidated company. You can create General Ledger
entries that cross multiple companies, maintain budgets for multiple companies, and print
consolidated financial statements while working in the consolidated company.
You can reconsolidate the consolidated company at any time by selecting File,
Reconsolidate Company, and using the Reconsolidate Company window.
C O M P AN I E S T A B
On the Companies Tab, you can add or remove the companies that make up your
consolidated company. Fields of interest are described below:
• Reconsolidate budgets: Select this check box to have Peachtree automatically
reconsolidate budget information when Reconsolidate is selected.
• Reconsolidate: Click to reconsolidate the companies using the new configuration.
Peachtree will automatically reconsolidate the charts of accounts and budget figures for
reporting.
The reconsolidation process deletes all transactions created within the consolidated
company. If you have added any new subsidiary companies during reconsolidation,
transaction data is instead imported into the consolidated company from those added
subcompanies.
17
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2 GENERAL LEDGER
Reconsolidating Companies
9 Select Real Time, and click Next. Since we chose to copy the accounting
period structure of Abracadabra Web Services when we copied the chart of
accounts, it is not necessary to select accounting periods.
10 Click Finish.
11 Click OK on the Peachtree Payment Solutions window.
12 Close the Setup Guide.
13 Now, we will restore a backup of data for Merlin Software. Insert the Activity
CD from the back of this guide into your CD-ROM drive.
14 Select File, Restore from the Menubar. The Restore Wizard opens.
15 Select the Browse button, and choose your CD-ROM drive from the drop-down
list.
16 Click once on the file named 10–quantum-merlin.ptb and click Open.
Ensure that you have selected the correct file. If you select the wrong file, you may receive
error messages when you try to restore.
17 Click Next.
18 On the Restore Wizard-Select Company window, select An Existing
Company, and verify that Merlin Software is the company listed. Click Next.
19 Ensure that only Company Data is checked in the Restore Options window,
and click Next.
20 Click Finish on the Confirmation window. A progress window opens as the
company is restored.
19
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2 GENERAL LEDGER
Reconsolidating Companies
11 Click Reconsolidate.
12 Now, select Reports & Forms, Financial Statements.
21
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2 GENERAL LEDGER
Reconsolidating Companies
13 Select <Standard> Balance Sheet, and click Display. Note that the balance in
Cash on Hand has been updated.
14 Place the cursor over the balance for Cash on Hand. It changes to a zoom lens.
Double-click the mouse button to open the General Ledger report, and see that
the transaction from Abracadabra Web Services is listed.
Pu rch ase s/
Pu rch ase s General
R ece ive In ven tory
J ou r n al L edg er
Cre dit Mem o
Vo id Checks
23
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3 ACCOUNTS PAYABLE
Entering Vendor Credit Memos
25
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3 ACCOUNTS PAYABLE
Entering Vendor Credit Memos
A P P L Y T O I NV O I C E T A B
You can use the Apply to Invoice tab to apply credits to open invoices. Select the
appropriate invoice and specify the number returned, price, and so on.
27
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3 ACCOUNTS PAYABLE
Selecting For Payment
29
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3 ACCOUNTS PAYABLE
Selecting For Payment
single check regardless of the number of bills being paid. Fields of interest are described
below:
• Discount Amt: If an invoice is eligible for a discount, the discount amount will show
in this field. If necessary, the value in this field can be changed.
• Pay Amount: This amount will be the full amount of the invoice or the amount of the
invoice minus the discount amount. To make a partial payment, change this amount to
a value less than the balance of the invoice.
Ordering Tab
There are three options at the bottom of the Ordering tab that control the way the auto
creation of purchase orders works. You can choose whether or not you want to auto create
POs for either drop ship Sales Orders and Invoices and/or non-drop ship Sales Orders and
31
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3 ACCOUNTS PAYABLE
Automatic Purchase Order Creation
Invoices. Also, you can choose to activate this feature for Work Tickets. If none of these
options is selected, there will not be any automatic creation of Purchase Orders.
4 Click OK.
5 Select Tasks, Quotes/Sales Orders/Proposals, Sales Orders.
6 Enter langley in the Customer ID field.
7 Enter 2/28/08 in the Date field.
33
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3 ACCOUNTS PAYABLE
Automatic Purchase Order Creation
35
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3 ACCOUNTS PAYABLE
Select for Purchase Orders
For instance, for item selection, you can choose a single item, all items, or a range of
items; and then you can select the basis for selection of items, such as those that are out of
stock or below minimum stock. Then, you can determine how many of each item will be
ordered.
Once you have made your selections, click OK.
On this window, you can view the items that were filtered, as well their quantity available,
order quantity, unit price and total. It will also display the Preferred Vendor and you can
select or deselect the Order field for the items that you want to reorder. Once your
selections are complete, click Save to generate the Purchase Orders. These can later be
edited or printed. You can also click Print to generate and print the Purchase Orders or E-
mail to generate and e-mail the Purchase Orders to the vendors.
37
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3 ACCOUNTS PAYABLE
Select for Purchase Orders
6 Click OK. Two items appear on the Select for Purchase Orders window, both
with a preferred vendor of 01comp.
7 Click Save to save the Purchase Order.
8 Click Close.
I nv e nt o r y Inve nto ry
Adjustments Adjus t ments
Jou r n al
Ge ner al
Led ge r
Asse mblies
B ui ld / U nb ui l d Adjustment
Asse mblies Jo urn al
39
.....
4 INVENTORY
Adding Inventory Items
• Quantity Needed: Enter the number of units required to build one assembly.
• Add - Remove: You can use these buttons to add and delete components of an
assembly.
A Serialized Inventory Item cannot be part of an assembly. For more information on
Serialized Inventory Items, see page 46.
41
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4 INVENTORY
Adding Inventory Items
I T E M A T T R IB U T E S T A B
When an item is specified as a Master Stock item, the Item Attributes tab will be enabled
for that item. On this tab, you specify the Primary and Secondary attributes for the Master
item. These attributes could include such things as size, color, weight, and so on. As you
• Add: Click Add to add the item and description set to the available substock items.
• Remove: Click Remove to remove the ID and description.
• Created Substock Items: Once you save a new master stock item, this table lists, by
item ID, all substock items generated from the master. The table displays the primary
and secondary attributes that govern each substock item, the quantity on hand for each
listed item, and whether or not each item is active.
• Item ID: The item ID for each substock item will consist of the ID for the Master item
plus the ID for the primary and secondary attributes respectively.
Once substock items are created, they cannot be deleted except by selecting the record for
the Master item and removing their primary and secondary attribute IDs.
Beginning Balances are entered for Substock items in the same manner as they are
entered for standard stock items. Master items do not keep balances or quantities on hand.
43
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4 INVENTORY
Adding Inventory Items
ID Description
bk black
bl blue
ID Description
m medium
l large
As you add attributes, Peachtree automatically generates the substock items based on
these attributes. You will be able to enter beginning balances for the substock items, as
well as purchase and sell them.
25 Click Save, then Close.
45
.....
4 INVENTORY
Adding Inventory Items
If you choose a Serialized Assembly Item, the Bill of Materials tab is also enabled so you
can create the bill of materials for the assembly item.
47
.....
4 INVENTORY
Adding Inventory Items
numbers for the items being received, select the Serial No button in the toolbar on the
Purchase/Receive Inventory window. This will open the Serial Number Entry window.
On this window, enter the serial number for the first item if there are several, and click
Add. The serial number is recorded in the table. If you have several items that you are
receiving and the serial numbers are consecutive, select the Add --- consecutive serial
numbers field, and select the appropriate number from the box. At the bottom of the
window, Peachtree tells you how many serial numbers you must assign before you are
done. When you have entered all of the required serial numbers, click OK to return to the
Purchases/Receive Inventory window.
If you receive serialized inventory and attempt to save the invoice without entering the
serial numbers, Peachtree will warn you and open the Serial Number Entry window
automatically.
49
.....
4 INVENTORY
Adding Inventory Items
select the Serial No button when you want to assign the serial number to the serialized
item on the invoice. The Serial Number Selection window opens.
On this window, you select the check box in the list of available serial numbers for this
item. If this list of available serial numbers is quite extensive, you can enter the
appropriate serial number in the field and select Find to locate it in the list. Then select
the check box. Once you have made the selections, click OK. If there are multiple
Serialized Inventory items on the sales invoice, you can use the OK/Next button to step
through the items and select the serial numbers appropriate to each item.
51
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4 INVENTORY
Building and Unbuilding Assemblies
53
.....
4 INVENTORY
Adjusting the Bill of Materials for an Assembly
Revisions
You can access the Revisions window by selecting the Bill of Materials tab for the
assembly item you want to revise, and then by clicking the Revisions button.
On the New or Edit Revision window, you can modify the bill of materials as necessary.
Click Save when you are finished. The next time you assemble the item, Peachtree
Quantum will use the new bill of materials.
55
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4 INVENTORY
Changing Item Prices
ADJUSTMENT OPTIONS
Use these options to adjust the prices for a group of items in the list.
• Select which levels to adjust: Choose the price levels to be adjusted.
• Select method of adjustment: Select one of the three options available:
- Level's current calculation, and new cost information: The adjustment is made
based on each item's existing calculation using updated last unit cost or Price Level
1 changes.
- Level's default calculation: Overwrites the existing calculation or amount with the
calculation chosen in inventory defaults.
- Calculation selected below: Overwrites the existing calculation or amount with the
calculation specified in the following four fields. In the Use field, choose Last Cost
or Current Price. Then select to increase or decrease by an amount or percentage,
and specify the amount or percentage in the field to the right.
- Round New Value to: Choose not to round, or round to the next dollar or specific
cent.
ITEM LIST
The item list displays items based on the choices you made on the filter selection window.
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4 INVENTORY
Changing Item Prices
• New Price/Price Level 1-10: Displays the new sales price and the current sales price
for each price level. The New Price can be updated manually or by clicking Recalc
after selecting a method of adjustment.
• Select: Select this check box next to each item that you want to update when you click
Recalc.
Quot es
Apply
F in an ce
Cha rge s R eceip ts C ash Re ceipts
Jo urn al
59
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5 ACCOUNTS RECEIVABLE
Entering Credit Memos
HEADER FIELDS
• Credit No.: If you plan to print the credit memo, leave this field blank. You will enter
the number during the print routine. If this credit memo was manually written, enter the
credit number.
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5 ACCOUNTS RECEIVABLE
Entering Credit Memos
A P P L Y T O SA L ES T A B
Credits to customers with no open invoices are entered on the Apply to Sales tab. Fields
of interest are described below:
• Unit Price: Displays the sales price of the item selected. If the item being returned is
not tracked through inventory, enter a sales price. If necessary, this price can be
changed. For items tracked through inventory, you can select a different sales price
from the drop-down list.
FOOTER FIELDS
• Sales Tax: Displays the total sales tax to be refunded to the customer for all taxable
line items. This field is calculated based on the sales tax selected.
• Apply to Invoice #: Select an invoice from the drop-down list. All invoices for the
selected customer are listed.
• Quantity: Shows the original quantity for this item on the invoice.
• Returned: Enter the number of the item being returned on this credit memo.
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5 ACCOUNTS RECEIVABLE
Entering Credit Memos
65
.....
5 ACCOUNTS RECEIVABLE
Entering and Billing Proposals
Proposals Window
The Proposals window is used to enter and print proposals for products and services
ordered by customers. Fields of interest are explained below:
• Complete By: Enter a date that the proposal should be completed by.
This date cannot be prior to the Proposal Date.
• Proposal No.: Displays the proposal number assigned by Peachtree. This number is
increased by one automatically each time a proposal is posted. This number can be
changed, but you cannot post duplicate proposal numbers nor can a proposal number
be the same as a sales order number. This field will be blank for the first proposal
entered.
• Accept Proposal: Select this check box to mark the proposal as accepted. Once a
proposal is marked as accepted, it will be available for billing in Sales Invoicing.
• Close Proposal: Select this check box to manually close a proposal. A proposal is
automatically closed after all items are billed.
• Description: Displays the description for the item selected. You can change the
description or enter a description when ordering items not tracked through inventory.
• Unit Price: Displays the sales price of the item selected. If the item ordered is not
tracked through inventory, enter a sales price. If necessary, this price can be changed.
For items tracked through inventory, you can select a different sales price from the
drop-down list.
Billing a Proposal
Proposals are billed in the same manner as sales orders on the Sales/Invoicing window.
When you select a customer with open, accepted proposals, Peachtree will tell you that
you have these proposals that are ready to be billed. Then follow these steps to select and
bill the proposal:
• On the Apply to Sales Order No. tab, select <View Proposals> from the drop-down
list. The tab name will change to Apply to Proposal No.
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5 ACCOUNTS RECEIVABLE
Entering and Billing Proposals
• Select the proposal you want to bill from the drop-down list. The Select Percentage to
Bill window will open.
Select the option you want from the Select Percentage to Bill window.
• Enter other amounts as necessary.
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5 ACCOUNTS RECEIVABLE
Applying Finance Charges
----------------------------------------------------------------------------------------------------------
Customer Name Ref # Overdue Amount Finance Charge
----------------------------------------------------------------------------------------------------------
DASHEVSKAYA-01 Dashevskaya Business Systems FC3F\00001 610.51 12.95
71
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5 ACCOUNTS RECEIVABLE
Applying Finance Charges
By applying finance charges, you create an invoice for each finance charge. These
invoices have a Reference Number with the prefix FC and can be edited or deleted
through Tasks, Sales/Invoicing.
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5 ACCOUNTS RECEIVABLE
Selecting Receipts for Deposit
account is your company's default cash account. Subsequently, the account that appears is
the last account selected in the window.
Vo id
Che cks
75
.....
6 PAYROLL
Paying a Group of Employees
• Include Time Tickets for: Enter a payroll period ending date if you are paying
employees based on time ticket hours. All unused time ticket hours dated within the
pay period chosen will be used.
• Type: To further narrow the search criteria, enter text that matches the employee type
set up in the employee records. This field is case-sensitive.
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6 PAYROLL
Paying a Group of Employees
can be excluded from the payroll run by clearing his or her Pay check box. Fields of
interest are described below:
• Check Date: Displays the current system date or the first day of the current period if
the system date is not in the current period. If necessary, enter a different date. This
date will print on the paychecks and is also the posting date of the checks.
• Hours: Displays the number of hours the employee will be paid for each pay level.
This field is only available for hourly employees. You can change this value if an
employee worked a different number of hours this pay period.
• Salary: Displays the salary rate for the employee for each pay level. If necessary, you
can change this amount when an employee should be paid a different salary amount.
• Pay: Select this check box to pay an employee. By default, all employees who meet the
filter criteria are selected to pay when the Select Employees to Pay window is opened.
If an employee should not be paid, clear the check box.
• Detail: Displays the detailed information for the selected employee’s paycheck. If
necessary, you can make changes to the pay amounts or deductions in this window.
• Jobs: Displays the Labor Distribution to Jobs window on which you can apply payroll
hours or salary amounts to jobs.
3 Click OK to apply the filter and display the Select Employees to Pay window.
If you have not purchased or registered Peachtree’s Payroll Tax Service (Peachtree
Simple Payroll or Peachtree Select Payroll), you will receive several messages stating
that calculations could not be found. Click OK several times to continue.
4 Enter a Check Date and Pay End Date of 02/15/08.
5 Ensure the Cash Account is set to 10300.
6 Select the Print button, enter a First Check Number of 1210, and click Print.
When asked if the checks printed properly, select Yes.
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.....
6 PAYROLL
Entering Flat-Rate Payroll Fields
Health
Deduction –10.00 –5.00 –5.00
Amount
81
.....
6 PAYROLL
Entering Calculated Payroll Fields
• Name: Enter the name of the calculation followed by a space and the two digit payroll
year. Peachtree uses the name to associate a payroll tax with an employee or employer
payroll field. The name comprises two parts:
- Calculation Name: The Calculation name identifies a tax, deduction, or accrual.
This name displays in the tax name column on the Employee Fields tab or the
Company Fields tab.
- Payroll Year: The Payroll Year is the last two digits of the calendar year. Peachtree
will choose the correct tax name based on the check date year.
• Use this formula as a filter on the Payroll Tax report: Select this check box to make
the calculation available on the Payroll Tax Report.
The Use this formula as a filter on the Payroll Tax report box can be checked only when
TAXABLE_GROSS appears in the formula on the left side of the equal sign. The Payroll
Tax Report lists Taxable Gross figures based on the formula entered for each tax.
Therefore, Taxable Gross must be defined in the formula.
• Tax agency: Select the government to which this calculation applies. If a State or Local
government tax should apply only to a single state or single locality, enter the state or
83
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6 PAYROLL
Entering Calculated Payroll Fields
locality in the field provided. For State, enter the two-character postal abbreviation. For
a locality, enter the name of the locality. This field must be duplicated in the
State/Locality box in each employee record to whom the tax applies.
10 If you do not want to print the check, click Save; then Close.
16 Check the Run box so that the loan amount can be tracked into the next payroll
year as well.
17 The remaining fields will be left blank. Because this payroll field affects only
Cindy, you will eventually set up the remaining fields for her employee record
only. Click OK.
18 To enter the calculation information, select File, Payroll Formulas, User-
Maintained.
19 On the User-Maintained Payroll Formulas window, enter a Formula ID of
LOAN08.
20 Enter a Name of LOAN 08.
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.....
6 PAYROLL
Entering Calculated Payroll Fields
The Name for any payroll calculation must contain a name followed by a space and then
the last two digits of the year. LOAN 08 will be used for payroll checks posted in 2008.
When a payroll check for 2009 needs to be posted, a new calculation called LOAN 09
must be created.
21 For How do you classify this formula?, select Deduction.
22 In the Formula box, enter the following formula. Use CTRL+ENTER to move
to the next line. Each character must be entered exactly as shown:
LIMIT=3000;
A=150;
B=—YTD(EmpLoan)+EmpLoan;
C=A—((A+B)—LIMIT);
A N S W E R = — I F ( ( A + B ) < L I M I T, A , C )
23 Click the Save button on the toolbar; then click Close.
If there is a mistake in the Formula entered, a message or series of messages will appear.
These messages indicate that the Formula is not entered correctly. In this case, you would
need to double-check the Formula entered with the one above to correct any mistakes.
87
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6 PAYROLL
Entering Calculated Payroll Fields
35 If the EmpLoan deduction is 0.00 or the wrong amount, you need to select
Close; select No when asked if you want to save the transaction, and double-
check the steps you used to set up the deduction. Typically, the problem is
related to the formula entered, so that is a good place to check first.
36 Once you have verified that the deduction is working, select Close; and select
No when asked if you want to save the transaction.
89
.....
6 PAYROLL
Entering Calculated Payroll Fields
Ti me Sales/
Sales
Ti ck ets I nv oi c i ng
J ou r n al
Expense Jo b Co st General
Tic kets L edg er
Payro l l Payroll
E n tr y J ou r n al
91
.....
7 TIME AN D BIL LI NG
Time and Billing Ticket Types
To track time and expenses, Peachtree uses time tickets and expense tickets. Each ticket
can be assigned to a customer, job, or administrative task. Each ticket has its own special
type of inventory item. Activity items identify the type of work recorded on a time ticket.
Charge items identify the type of expense recorded on an expense ticket.
Time Ticket s
Time tickets are used to record time spent by individual employees or vendors for
activities performed. Time tickets record activities that have a timed duration associated
with them. These durations can be associated with customers, jobs, or administrative
projects. You can include billable time ticket durations on customer sales invoices.
Employee time tickets can also be applied to a paycheck if the employee is to be paid
based on recorded time ticket hours.
When we use time tickets, we answer five questions.
Who--Who did the work?
Did What--What did the employee do?
For Whom--For which customer, job, or project was the work done?
How Long--How long was the employee engaged on the project?
Billable or non-billable--Are the costs billable or non-billable?
There are two methods of entering time ticket information:
• Daily: Daily time tickets are used to record time spent performing a single activity by
an employee or vendor.
• Weekly: The weekly time sheet displays all the time tickets for a selected employee or
vendor based on the Week Including date. Each unit duration entered under a daily
column represents an individual time ticket.
Expense Ticket s
Expense tickets are used to track and aid in the recovery of customer-related expenses that
are not based on time. Expenses can be various charges related to a service being offered
to your customer. For example, an employee who travels to a customer’s office can record
the mileage on an expense ticket.
93
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7 TIME AN D BIL LI NG
Adding Time Ticket Employees
Employee #1 Employee #2
Federal Allow 2 1
State Allow 0 0
State/Locality GA GA
95
.....
7 TIME AN D BIL LI NG
Entering Activity and Charge Items
97
.....
7 TIME AN D BIL LI NG
Entering Time Tickets
Ti me Tickets Wi ndow
The Time Tickets window is used to enter information on tasks for customers, tasks for
jobs, or administrative tasks. Each tab is described below. Fields of interest are described
below:
• Employee/Vendor: Select either Employee or Vendor from the drop-down list, then
enter the ID of the employee or vendor who is performing this activity.
• Has this ticket been applied to an invoice: This field tells you when the ticket has
been applied to a customer invoice. After the ticket has been applied to a sales invoice,
you cannot apply the ticket again.
If you delete an invoice created from time or expense tickets, all time and expense tickets
applied to the invoice will no longer be marked as applied to an invoice. You can then
apply these tickets to a new sales invoice.
• To be applied: Select Customer Invoice, Job, or Administrative Task from the drop-
down list. If you select Customer Invoice or Job, enter the ID of the customer or job for
whom the activity was performed. Customer and job time tickets will be available in
Sales/Invoicing. Administrative time tickets are non-billable and are only used for
tracking employee time.
• Enter Time/Calculate Time: Select Enter Time to enter the length of time for the
ticket. Select Calculate Time to enter a start and end time, as well as a break time.
Using this option, you track the actual hours. If you want to time the activity, such as a
phone call, click Start Timer.
99
.....
7 TIME AN D BIL LI NG
Entering Time Tickets
• Billing Status: Select the status here. Billable means the ticket will be available for
billing Sales Invoicing. No Charge means it can show up in Sales Invoicing but at a
zero dollar amount. Non-Billable means it will not show up in Sales Invoicing at all.
• Billing Type: Select the kind of billing the time ticket will use. Each affects the billing
rate and billing amount in a different manner. This field is not available when recording
administrative tickets.
• Billing Rate: Enter or select the rate for the time ticket. For time tickets using the
Employee Rate or Activity Rate, this value is multiplied by the Unit Duration to
calculate the Billing Amount. For time tickets using an Override Rate, you must enter a
billing rate in this field. This field will not be available if you selected Flat Fee as the
Billing Type.
• Has this ticket been applied to Payroll?: Indicates whether the time ticket has been
applied to one or more of the employee’s paychecks. This box is selected automatically
when a paycheck that uses the time ticket is entered
101
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7 TIME AN D BIL LI NG
Entering Time Tickets
16 Using these steps as a guide, enter the following time tickets. Remember to
click Save after each ticket. The Unit duration and Billing amount are listed
for reference only:
ID shawb shawb
ID turnerb turnerb
17 Once you have entered the last time ticket for Bert, select Close.
W E E K L Y T I M ES H E E T
The Weekly timesheet allows you to enter tickets for an entire week on a single window.
Many of the fields described on the Time Tickets window are found on the Weekly
• Daily Columns: Enter the time duration for the activity in the appropriate date column.
Each duration entered represents a single daily time ticket. Enter daily duration
amounts in decimal format. For example, 4 hours and 30 minutes would be entered as
4.5.
103
.....
7 TIME AN D BIL LI NG
Entering Time Tickets
Customer/Job/Ad
Administrative Customer
ministrative
Customer/Job ID marriottw
M 2/11
T 2/12
W 2/13 3.50
105
.....
7 TIME AN D BIL LI NG
Using Time Tickets to Pay Employees
7 Regular hours should equal 24.00, and Gross Pay should be $312.00.
16 If you do not want to print the check, click Save, then Close.
17 If you want to print the check, click the Print button. Enter 1213 for the First
Check Number, and click Print. Click Close.
107
.....
7 TIME AN D BIL LI NG
Entering Expense Tickets
• To be applied: Select Customer Invoice, Job, or Administrative Task from the drop-
down list. If you select Customer Invoice or Job, enter the ID of the customer or job for
whom the expense was incurred. Customer and job time tickets will be available in
Sales/Invoicing. Administrative time tickets are non-billable and are only used for
reporting purposes.
• Reimbursable to employee: Select this check box if the expense needs to be paid back
to an employee. Expense tickets selected as reimbursable to the employee can be
viewed in the Reimbursable to Employee Expense report.
• Billing status: Select from the following choices:
- Billable: Makes the ticket available in Sales/Invoicing for customer billing.
- Non-Billable: Makes the ticket unavailable in Sales/Invoicing. When entering an
administrative ticket, this status is automatically applied.
- Hold: Makes the ticket unavailable in Sales/Invoicing. At a later time, the status can
be changed by editing the ticket.
- No Charge: Forces the Billing Amount to zero and makes the ticket available in
Sales/Invoicing. This status can be used to let the customer know that work was
performed at no charge.
109
.....
7 TIME AN D BIL LI NG
Entering Expense Tickets
ID mallardr davisj
ID bishopk langley
Reimbursable
unchecked checked
to Employee
111
.....
7 TIME AN D BIL LI NG
Applying Tickets to Sales Invoices
• Use Ticket Description for Invoicing: Select this option to display information
entered in the Ticket Description for Invoicing box for the selected ticket(s) on the
customer invoice.
• Use Item Description for Invoicing: Select this option to display the item description
on the customer invoice.
113
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7 TIME AN D BIL LI NG
Applying Tickets to Sales Invoices
6 Click the Apply Tickets/Expenses arrow button located in the lower-left corner
of the Sales/Invoicing window.
7 A Ticket Description for Invoicing was not entered for the time tickets, so
choose Use Item Description for Invoicing.
8 Select the Use check box for the one time ticket present. Since the Billing Rate
was used for the ticket, there is no need to write up the amount.
9 Select the Expense Tickets tab. Select Use Item Description for Invoicing.
10 Select the Use check box for the one expense ticket present.
11 Click OK on the toolbar to apply the tickets to the invoice.
12 There should be two lines listed on the invoice with an Invoice Total of 216.28.
13 If you do not want to print the invoice, click Save.
14 If you want to print the invoice, click the Print button. Enter 22003 for the
First Invoice Number, and click Print.
15 From the Customer ID lookup list, select marriottw.
16 Enter a Date of 02/29/08.
17 If you do not want to print the invoice, enter an Invoice # of 22004.
18 If you want to print the invoice, leave the Invoice # blank.
20 Select the Use check box for each time ticket present. Since the Billing Rate
was used for the ticket, there is no need to write up the amount.
21 Select Activity Item in the Consolidate By drop-down list.
22 Click OK on the toolbar to apply the tickets to the invoice.
23 There should be one line listed on the invoice with an Invoice Total of 607.50.
24 If you do not want to print the invoice, click Save.
25 If you want to print the invoice, click the Print button. Enter 22004 for the
First Invoice Number, and click Print.
26 Click Close.
115
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7 TIME AN D BIL LI NG
Time and Expense Reports
For Customer ID Ticket Number 0 - 30 31 - 60 61 - 90 Over 90 day Billing Amount Total Billing
ALIGOOD-01 000011
000012 399.92 399.92
399.92 399.92
399.92 399.92
399.92 399.92
1,199.76 1,199.76
• Employee Time: A listing of time tickets recorded by employee. This report can be
summarized by customer, item, billing status, or job to aid in analysis. It is useful for
tracking how employee time is being spent.
117
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7 TIME AN D BIL LI NG
Time and Expense Reports
Ex pe nse
Tic kets
Ti me
Ti ck ets
Sales/Invoicin g
Sales
Jou r n al
Pu rch ase s/
Pu rch as es General
Rece ive In ven tory
Jo urn al L edg er
G en er a l J ou r n al E nt r y Gen er al Jo ur na l
119
.....
8 JOB COST
About Jobs
ABOUT JOBS
........................................
All of the previous chapters dealt with specifically defined records. In accounting, a
customer or vendor is basically the same regardless of the type of business you run. In
contrast, jobs can be set up to track profitability for a wide variety of processes or
business functions. Most people think of jobs as something used only for construction-
type businesses. However, you can use jobs to help you track profitability on countless
tasks. Here are a few examples:
• A used car dealer purchases automobiles, then needs to track the expense incurred as
the vehicle is cleaned and repaired for sale. The car can be set up as a job. The purchase
of the car is then applied to the job. As expenses are incurred, they are applied to the
job as well. When the car is ready for sale, the total of the applied expense is the actual
cost of the car. When the car is sold, the revenue can be applied to the job as well. This
gives the dealer the ability to track which cars are more profitable in order to make
better buying decisions in the future.
• Another example could be a firm that bills for time. Why use jobs? You have the ability
to track many jobs for a single customer. So, if separate billing is required for different
services you provide, Peachtree makes it easier for you to track your time for billing
purposes. Simply set up each service as a job for the customer. When applying
reimbursable expenses in sales invoicing, you can sort and consolidate by job, phase,
and cost code. As an example, a large corporation might employ a law firm. The
corporation has many locations that use the law firm's services and wants to track
expenses by location. Therefore, they insist on being billed by location. If the law firm
sets up each location as a job, with the corporation as the customer, they would then be
able to apply reimbursable expenses in sales invoicing using the Sort and Use features
to easily bill for a single job.
• A third example might be a non-profit agency. Jobs can be set up to track the money
received and expensed from grants. This can be especially helpful when all the money
is handled in one bank account. Each grant can be set up as a job with budget figures
entered as estimates of the job. As money is spent, the transactions are applied to the
job. This makes it easy to get reports that show both the estimated expense (budget),
and the actual expense (money spent) for each grant.
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8 JOB COST
Entering Job Defaults
You must have created a general ledger account with Account Type of either Receivables
Retainage or Payables Retainage before the Retainage options will appear on this tab.
Also, you must have entered an account number in the fields before Peachtree will allow
you to apply retainage when you enter sales or purchase invoices.
L A BO R B U RD E N T AB
If you apply labor burden during payroll entry, you will enter a default labor burden
amount for your jobs here. In addition, you must enter the Labor Burden Cost of Sales and
Applied Labor Burden accounts here before Peachtree will allow you to apply labor
burden to your jobs.
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Adding Jobs
HEADER FIELDS
• Job ID: Identifies the job in lookup lists, transactions, and reports.
• Description: Enter a brief description for the job. This description displays in lookup
lists and on reports.
• Use phases to track job in more detail: Check this box if the job is divided into
phases.
• Inactive: Check this box to make the ID inactive. Inactive records are deleted when the
purge utility is run, if all transactions related to the record have been purged. Inactive
records can be used in transactions, but a message appears, reminding you of the
inactive status.
GENERAL TAB
Jobs are entered and maintained on the General tab. From this window, jobs are assigned
to customers, job starting and ending dates are selected, and beginning balances are
entered. Fields of interest are described below:
• For Customer: Select the ID of the customer to whom the job is assigned. This is a
required field if you want to use the Apply Reimbursable Expenses feature.
• Job Type: This case-sensitive field can be used to filter records for reporting purposes.
E S T I M AT E D EX P E N SE S & R E VE N U E T A B
Select the Estimated Expenses & Revenue tab to enter estimated expenses and revenues
for a job. Comparing actual costs and revenues with estimated costs and revenues gives
you the ability to create a more accurate estimate for the next job. Job estimates should be
entered after the jobs, phases, and cost codes are entered. This tab is explained in more
detail later in this chapter.
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Adding Jobs
7 In the Job Type field, enter COSTPLUS. The remaining fields should be left
blank.
• This phase uses the cost type: Select this option if the phase is not divided into cost
codes. If you do not use cost codes with this phase, you must select a Cost Type for the
phase. If you select this option, choose a Cost Type from the drop-down list.
• This phase uses cost codes: Select this option if the phase is divided into cost codes.
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Adding Phases
7 Two additional phases will be set up for additional job expenses and revenue.
8 Enter 998-overhead in the Phase ID field.
9 Enter Overhead Expenses in the Description field.
10 Select This phase uses the cost type, and choose Other from the list.
11 Click Save & New to add the next phase.
12 Enter 999-revenue in the Phase ID field and Revenue in the Description field.
13 Select This phase uses the cost type, and choose Other from the list.
14 Click Save, then Close.
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Adding Cost Codes
J O B B AL A N C E S T A B
This tab lists the sum of the expense and revenue beginning balances. If you want to
adjust beginning balances for a job, double-click the job.
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Entering Job Beginning Balances
J O B EN T R I ES F O R : T A B
This tab is used to enter the beginning balances for the job, phases, and cost codes. Fields
of interest are described below:
• Phase ID: If the job uses phases, select the phase associated with the job, and enter the
beginning balance. If a job does not use phases, this field will not be available.
• Cost Code ID: If the job uses cost codes, select the cost code associated with the
phase, and enter the beginning balance. If a phase does not use cost codes, this field
will not be available.
You cannot enter a beginning balance for both expense and revenue on the same line.
E S T I M AT E D EX P E N SE S A N D R EV E N U E T A B
Select the Estimated Expenses and Revenue tab to enter estimated expenses and
revenues for a job. Comparing actual costs and revenues with estimated costs and
revenues gives you the ability to create a more accurate estimate for the next job. If the
Use phases to track job in more detail box is unchecked, only two fields will appear,
allowing you to enter expenses and revenues for the job.
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Entering Job Estimates
If Use phases to track job in more detail is checked, the following fields appear:
998-overhead 145.00
9 On the next line, select a Phase ID of 020-design and a Cost Code ID of 030-
indirect labor.
10 Enter 13.00 for the # of Units and 250.00 for the Expenses.
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Entering Job Estimates
On your job reports, the phase IDs will be listed in alphabetical or numerical order. In
addition, when you save these estimates, Peachtree will rearrange the list of Phase IDs in
numerical order.
13 After making the changes, click Save, then Close.
Folders represent jobs that use phases and phases that use cost codes. Double-click a job
folder to display the phases for the job. Double-click a phase folder to display the cost
codes for the phase.
Jobs that do not use phases are represented by a J; phases without cost codes are
represented by a P; and cost codes are represented by a C.
To select any part of a job, click once on the job, phase, or cost code, and press ENTER.
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Using Jobs with Accounts Payable
To apply a purchase to a job, enter the line items as you would for any purchase. Then,
select the job, phase, or cost code in the Job field for each line that should be applied to a
job. If necessary, each line can use a different job, phase, or cost code.
Purchases of stock or assembly inventory items cannot be applied to a job on a purchase.
These items are applied to a job on the Inventory Adjustment window or the
Sales/Invoicing window. An inventory adjustment applies an expense to the job, while a
sale of a stock or assembly item applies both an expense and revenue amount to the job.
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Using Jobs with Accounts Payable
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Using Jobs with Time Tickets
19 Click Close.
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Using Jobs with Time Tickets
14 Using these steps as a guide, enter the remaining time tickets for Rick. The
Totals field is listed for reference only:
M 2/18
T 2/19
W 2/20 6.0
T 2/21 8.0
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Using Jobs with Payroll
To distribute an inventory item cost directly to a job, use the Inventory Adjustments
window as you would for any other adjustment. Use the drop-down list to select the job,
phase, and cost code for the item being adjusted. The cost of the item being adjusted will
be applied to the job as an expense.
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Using Jobs with General Journal Entries
Telephone $675.00
Electricity $1225.00
Gas $495.00
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Using Jobs with Accounts Receivable
Contr ac t Bil li ng
To properly track the original contract amount for a job, you should start by entering a
sales order. It should include the total contract amount along with the stages of
completion. Entering this data helps you track the terms of the contract.
E N T E R I N G A C O N T R A CT A S A S A L E S O R D E R
The following example illustrates a sales order entered for a five-thousand-dollar
contract. A Quantity of 1.00 is entered so that the percentage billed can be tracked. As
the customer is invoiced, the amount remaining on the sales order will be decreased to
indicate the percentage that has not been billed.
You can also use Proposals for this routine. Remember that the proposal must be marked
as accepted before you will be able to bill in Sales Invoicing.
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10 On the second line, enter a Description of 30% due when Planning phase is
complete.
11 On the third line, enter a Description of 40% due when Proofing phase is
complete.
12 On the fourth line, enter a Description of Remaining 30% due upon completion
of job.
13 Click Save.
14 Click Close.
E N T E R I N G A C O N T R A CT A S A S A L E S I N V O I C E
When you have reached a completion stage in the job, enter a sales invoice, and apply it to
the contract sales order. The amount in the Remaining field indicates the percentage that
has not been billed. Enter the percentage to be billed in the Shipped field, and Peachtree
will calculate the amount. This makes it easier to track what has or has not been billed for
each contract.
In the following example, you can see that the first phase has already been billed. This is
indicated by the 0.70 in the Remaining field. Now that the Ground Preparation phase is
complete, another 30% will be billed. This is done by entering 0.30 in the Shipped field.
If you use this method of billing, you will need to create an appropriate contract billing
sales invoice format. For more information on modifying and creating forms, see the
Peachtree Quantum 2009 Forms and Financials Self-Study Guide.
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Using Jobs with Accounts Receivable
Cost P lu s Bil li ng
To bill your customer based on all expenses incurred plus an amount or percentage, you
will use reimbursable expenses in Sales/Invoicing. To take advantage of the reimbursable
expense feature, you must designate the appropriate customer when setting up the job.
Then, as you apply expenses to a job, reimbursable expenses are created for the assigned
customer.
All expenses applied to a job on purchases, payments, general journal entries, and payroll
entries will appear on the Reimbursable Expenses tab on the Apply Tickets/Expenses
window in Sales/Invoicing.
You have various options for both writing up and consolidating expenses while
processing reimbursable expenses on a sales invoice. For example, you can consolidate all
expenses by phase and cost code and invoice the customer for each phase and cost code
rather than each individual expense. You can also choose to write up by various
percentages or amounts.
Time tickets applied to jobs will appear on the Time Tickets tab. Remember the amounts
shown on this tab are the billing amounts indicated on the tickets, not the actual expense.
Therefore, you would normally choose to not write up these transactions.
If expense tickets have been entered and applied to a job, they can be found on the
Expense Tickets tab. However, because of the possibility of double billing, we
recommend using purchase or payment transactions to apply expenses instead.
• Sort List By: Select the sort order for the reimbursable expenses listed. You can sort by
either Job or Date, which can be useful when consolidating expenses.
• Consolidate By: Select the transaction consolidation method to be used from this list.
Consolidating expenses will create a blank Description field on the invoice. If No
Consolidation is chosen, the Description field on the invoice will match the Description
field shown on this window.
• Invoice Amt: Displays the amount to be used on the invoice. Enter a new amount if
necessary.
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Using Jobs with Accounts Receivable
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Using Jobs with Accounts Receivable
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Job Cost Reports
• Job Master File List: Displays multiple lines of information about each job. This
report is useful in ensuring that jobs were set up correctly. This information is also
useful if you wish to export Peachtree data for use in other applications.
• Job Profitability Report: Displays actual expenses versus revenue for a given job and
calculates the profit or loss per job for a selected date range. This report is useful for
identifying jobs with a high profit margin.
Job ID Phase ID Cost Code ID GL Acct ID Actual Exp. Exp. Totals Rev. Totals Profit $ Profit
175.50
75.00
710.70
255.65
• Job Register: Shows transaction amounts per job and the account ID for the selected
date range. It provides a simplified list of the job activity, which is useful for tracking
transactions assigned to jobs.
• Phase List: Displays phase descriptions, cost types, and use of cost codes. This report
can be used to ensure that phases were set up correctly.
• Unbilled Job Expense: Lists transactions that have not been billed to the customer.
This report is useful for identifying reimbursable expenses that need to be billed.
• Global Options
• Posting Methods
• Accounting Periods
• Task Window Templates
• Memorized Transactions
• Account Register
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Global Options
GLOBAL OPTIONS
........................................
On the Maintain Global Options window, you can access
options that allow you to customize the way Peachtree works.
This window has an Accounting tab that lists options related to
accounting tasks, a General tab that provides additional
processing options, a Peachtree Partners tab that controls
access to Partner applications, and a Spelling tab that allows
you to set options for spell checking within the program. These preferences can be
changed at any time and affect all companies in Peachtree. To change or view these
options, select Options, Global from the Menubar.
A C C O U N T I NG T A B
Select the Accounting tab to change preferences relating to transaction entry in
Peachtree. Fields of interest are described below:
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Global Options
GENERAL TAB
Select the General tab to change all other preferences in Peachtree. Fields of interest are
described below:
IMPROVE PERFORMANCE
These options can increase the speed of report printing and the lookup of inventory items.
COLOR SCHEME
There are a variety of color combinations that can be used throughout the program.
If you select a new color scheme, you must exit Peachtree before the new color scheme
will be used.
• Reset all one-time messages: Some messages include an option that prevents the
message from displaying again. Select this button to reset these messages.
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Global Options
P E A C H T R E E P A R T NE R S T A B
On the Peachtree Partners tab, you specify the security option for partner applications,
such as Timeslips and FAS for Peachtree by Sage. You have three options: low, medium,
and high. Peachtree recommends that you select Medium.
S P EL L I N G T A B
On the Spelling Tab, you can set options for how Peachtree performs a spell check of
certain data fields. Fields of interest are described below.
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Posting Methods
POSTING METHODS
........................................
You can use either real-time, smart posting, or batch posting in
Peachtree. The posting method can be changed at any time by
selecting Maintain, Company Information.
This will open the Maintain Company Information window.
On the Maintain Company Information window, click the Posting Method arrow
button to select a posting method. This will open the Posting Method window.
Batch Posting
With batch posting, transactions are saved by the program and then posted to the General
Ledger in a group. When you use batch posting, you can print registers and review a batch
of transactions before posting them to the General Ledger.
If you use the batch posting method, select Tasks, System, Post to post transactions to the
General Ledger. When you choose to post all journals, the program finds all unposted
transactions in each of the journals and posts them to the General Ledger.
Transactions can be edited and deleted even after they are posted.
Smart Posting
Smart Posting is a combination of Real-Time posting and Batch posting. You enter and
save transactions locally, while your server computer (in a network environment) posts
the transactions periodically behind the scenes. The value of this feature is that it allows
you to enter and save transactions more quickly, since they do not have to be posted
immediately.
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Accounting Periods
ACCOUNTING PERIODS
........................................
When all transactions have been entered for the
current accounting period, you can advance to the
next accounting period. The Change Accounting
Period window is used to change to any accounting
period within the two open fiscal years. To display
this window, select Tasks, System, Change
Accounting Period.
Your fiscal year is divided into accounting periods based on decisions you made while
using the New Company Setup Wizard. The current accounting period appears on the
Business Dashboard.
To the left of the current accounting period is the system date. The current accounting
period, in conjunction with the system date, is used by transactions, reports, and Account
Reconciliation in the following ways:
• If the system date is within the current accounting period, a transaction will
automatically use the system date.
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Accounting Periods
The Change Accounting Period window is used to change the current accounting period
to any period within the two open fiscal years. Typically, this window is used to advance
to the next accounting period after all transactions have been entered for the current
accounting period. You can access this window by double-clicking the Current
Accounting Period button on the Status Bar or by selecting Tasks, System, Change
Accounting Period. To change accounting periods, select a period from the list, and click
OK.
If invoices or checks are waiting to be printed, a message appears, asking if you would
like to print invoices or checks before continuing.
If any journals or the General Ledger have not been printed for the current accounting
period, a message appears, asking if you would like to print reports before continuing.
You may receive a message asking if you would like to run an Internal Accounting
Review. This will search your company data for common transaction mistakes and
transactions or conditions that do not adhere to Generally Accepted Accounting
Principles.
Once complete, the accounting period shown on the Status Bar will be changed to the
period you selected.
Predefined Layouts
Layouts included with Peachtree are labeled <Predefined> in the Layout drop-down list.
Peachtree provides a predefined layout for the Purchase Orders and Purchases/Receive
Inventory task windows. This Standard layout includes all purchase data entry fields.
Peachtree provides two predefined layouts for entering quotes and sales invoices:
• The <Predefined> Product layout is the default sales layout and displays all invoice
data entry fields. This layout is typically used by companies that sell inventory items.
• The <Predefined> Service layout hides inventory-related fields, such as Quantity,
Item ID, and Unit Price. This layout is typically used by companies that sell services
and do not sell inventory items.
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Task Window Layouts
The Sales Order window offers only the <Predefined> Product layout. The Proposals
window offers a <Predefined> Standard layout that includes all proposal data entry
fields.
HEADER FIELDS
• Template Name: Enter a name for your new template/layout.
• Description: Enter a description of your new layout.
SELECTING A LAYOUT
Use these steps to display the desired layout in a task window:
• From the appropriate task window, click the Layout button.
• Peachtree displays a check next to the layout currently in use. From the drop-down list,
select the name of the layout you want to use.
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Memorized Transactions
MEMORIZED TRANSACTIONS
........................................
Using the memorized transactions feature, you can
enter common transactions for later use. You can
also save an existing transaction as a memorized
transaction.
Each memorized transaction contains information
that is used to create a new transaction. Using
memorized transactions can save time in repetitive
data entry tasks. You can memorize quotes, sales
invoices, purchase orders, payments, and general
journal entries.
For example, you may place an office supply order
as needed throughout the month. You can memorize
the common office supplies ordered using a memorized purchase order. When you need to
place an order, you can use the memorized purchase order, remove any items that do not
need to be ordered, add any additional items that need to be ordered, and enter the
quantities to order.
E N T E R I N G M E M O R I Z E D T R AN S A C T I O N S
You can enter a memorized transaction for later use by selecting an option from the
Maintain, Memorized Transactions submenu. Use these steps to enter a new
memorized transaction:
• From the Maintain menu, select Memorized Transactions; then select the type of
transaction desired.
• Enter a Transaction ID and Description that identifies the transaction.
• Enter the transaction information in the fields. All fields are optional and can be
changed at any time.
• When finished, select Save to record the memorized transaction for later use.
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Memorized Transactions
• From the appropriate Task window, click the drop-down arrow to the right of
the List button.
• Then click Select.
• Double-click the memorized transaction you want to use.
• Peachtree displays the transaction in its corresponding task window. Make any changes
needed to the transaction, and post it. Changes made to the transaction will not affect
the memorized transaction.
Vendor ID 01office
Telephone 1 404-555-7986
Quantity Description
7 Highlight the Legal Pads line, and select Row, Remove from the toolbar.
8 Click Save, then Close.
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Find Transactions
FIND TRANSACTIONS
........................................
You can use the Find Transactions window to search for
transactions in Peachtree. To display the Find Transactions
window, select Edit, Find Transactions from the Menubar.
FIND BUTTON
Select the Find Button to search for transactions based on the filter criteria. The
transactions found will be listed at the bottom of the window. By default, transactions are
listed by date. To sort by a different field, click the heading for the field. To view a
transaction, highlight the transaction in the list, and click the Detail button or simply
double-click the transaction.
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Account Register
• Show Transactions for: Select the time period for which you want to see transactions.
• Payee/Paid by: Shows the vendor or customer associated with the existing transaction.
Select the appropriate customer or vendor for a new transaction.
• Payment: Shows the amount for a payment. Enter an amount if the new transaction is
a Payment.
• Receipt: Shows the amount for a receipt. Enter an amount if the new transaction is a
receipt.
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Starting FAS for Peachtree by Sage
If you chose to use the wizard, the following screen appears. Follow the steps by entering
the required data and clicking Next.
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New Company Setup
You will also specify the company’s fiscal year-end and the date the company opened for
business.
Once completed, the Edit Company window opens, allowing you to make any necessary
changes. Fields of interest are described below:
HEADER FIELDS
• Starting system number: Enter the number to be assigned to the first asset you will
enter. This is only available when setting up a new company.
The date entered in this field cannot be later than the placed-in-service date of the
company’s oldest asset.
• Map to Peachtree: Displays a window that allows you to map the currently open FAS
for Peachtree company to a Peachtree company.
B O O K DE F A U L T S T A B
You can track up to seven depreciation books for each company in FAS for Peachtree.
Each book is listed at the top of the columns found here. Enter the data in each row for the
corresponding book. The data entered here affects the Book-related fields you access
when adding a new asset.
• Open Book?: Indicate whether or not you want to use a book. This can be changed at
any time.
• Book Title: Specify the name for books 6 and 7.
• Default Method: Select a default depreciation method for the Internal book, book 6 or
book 7. This field is disabled if you specify anything other than None in the Emulate
Book field.
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New Company Setup
• Reduce by ITC: Indicate whether or not you want to reduce the basis of assets
qualifying for the Investment Tax Credit.
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New Company Setup
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11 MAINTAINING ASSETS
Maintaining Assets
MAINTAINING ASSETS
........................................
To add a new asset, select Asset, New from the Menubar; use
CTRL+N; or click the New Asset button on the toolbar. If the New
Asset Wizard is activated, the Detail View window opens along
with the wizard. Otherwise, the Detail View window opens and
allows you to begin entering the asset details to the appropriate
fields.
M A IN T A B
The data entered on the Main tab is used to track general information concerning each
asset, such as location, vendor, and associated General Ledger accounts. There are also
fields pertaining to each book being tracked in the program. If you track more than three
books, use the scroll bar along the bottom of the book related fields to access more book
fields.
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MAINTAINING ASSETS
Maintaining Assets
Co Asset No 001
Class FF
Location Office
Custodian Bentley
6 On the G/L Information window, enter the following data, and click Next:
7 On the Acquisition Information window the last four fields will not be used
for this asset. Enter the following data in the first three fields, and click Next:
11 Now, the accumulated depreciation amount that was recorded prior to using
FAS for Peachtree needs to be recorded. Enter the following data for each book
in the designated field as shown in the following table. Depreciation was not
calculated using mid-quarter convention, so when prompted, click No.
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Maintaining Assets
Class CE CE CE
DISPOSAL TAB
When you sell, retire, exchange, or abandon an asset, it must be disposed of. On this tab,
each book is displayed along with fields pertinent to disposals. If the asset has been
disposed of, the previously entered data will be shown.
• Disposal Date: Enter the date of the asset disposal in MM/DD/YY format.
• Disposal Method: Select the appropriate disposal method.
• Cash Proceeds: Enter the dollar amount of all cash received and any debt assumed by
the buyer.
• Non-Cash Proceeds: Enter the dollar value of any non-cash items received.
• Expenses of Sale: Enter the dollar amount of any direct expense incurred in disposing
of the asset.
The first eight rows of data are for reference purposes only and are explained in the Main
tab descriptions.
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Maintaining Assets
• Gain/Loss: Displays the gain or loss on the asset after making the calculation. The
amount can be overwritten, and a loss should be entered with a preceding hyphen or
negative symbol.
• Recog G/L: Select Yes, No, or Defer. If you want the system to report a gain or loss in
the tax and company books, specify Yes. Select Defer to choose to report the gain or
loss at a later date. A new row will appear, allowing you to enter the date.
H I S T O RY T A B
The History tab displays in summary or detail the history of processes and events that
affected the asset. FAS for Peachtree automatically records and displays the events,
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Maintaining Assets
NOTES TAB
Use the Notes tab to record any type of detail that should be retained for the asset. The
program will supply the date, time, and space for you to type any notes you need.
• View: Limit the access rights to the field using one of the four available options:
- Allow Entry: Choose this option to allow an entry to the field while not requiring
the entry.
- Require Entry: Select this option to require an entry to the field.
- View Only: Select this option to disallow entry to the field while allowing the users
to see the data.
- Hide: Choose this option if you do not use the field and would prefer not to see it at
all. It can be changed at any time.
• Entry Mask: Define the type of character, alpha or numeric, and the number of
characters you want to use for the field. Use X’s to change the number of allowed
characters. This field is only available for certain field types.
• Entry Order: Use this option to change the order in which the field appears in the
Detail View.
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Customizing the System
• Message: Enter a descriptive phrase that will appear in the status bar when data is
entered in the field.
• Activate SmartList containing Valid Entries?: Select this option to enable the
SmartList Manager. It is not available for fields in which you cannot create SmartLists.
SmartList Window
SmartLists allow you to specify the data that can be pulled into a field. This prevents data
entry error and can save you time as well. To access the Smartlist window, select Fields
• Name: Enter the name of the SmartList you want to create. Remember the entry mask
field determines the maximum number of characters you may use.
• List Attributes: Click any of the options to activate or inactivate them.
- Display Description: Displays the description along with the name of the
SmartList.
- Auto Drop List: Opens the drop-down list automatically when the cursor is placed
in the field.
- Quick Lookup: Fills in the field with the nearest match, taken from the drop-down
list, to the first three characters you enter.
- Restrict Entry: Requires you to select an entry from the SmartList. If not selected,
it allows you to enter data that is not in the SmartList. Choosing this option disables
the Auto Add feature.
• Auto Add Options: Click any of the options to activate or inactivate them.
- No Auto Add: Allows users to enter data not in the SmartList but disallows an
automatic addition to the SmartList.
- Confirm Auto Add: Prompts the user to allow or disallow an automatic addition to
the SmartList when entering data not in the existing SmartList.
- Auto Add Always: Adds data not already in the existing SmartList automatically
with no prompt.
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Customizing the System
• Replace Button: Use this option to replace an existing SmartList with a new
SmartList. Selecting this will open the Replace Field List Entry window with the
following options:
- Keep the Original Entry: Replaces the entry in the SmartList but keeps the
original entry in the field for existing assets.
- Blank the Original Entry: Removes the entry from the field for existing assets and
leaves the field blank.
- Globally Replace the Original Entry With the New Entry: Changes the field to
the new entry for all existing assets.
• Delete Button: Removes the SmartList, giving you two options for any assets
currently using the entry you are deleting.
- Keep the Original Entry: Deletes the entry from the SmartList but retains the
original entry for existing assets.
- Blank the Original Entry: Removes the entry from the field for all existing assets
and leaves the fields blank.
• Fill Button: Creates a SmartList using the data entered in the field for all assets in the
company.
• Delete All Button: Removes all SmartList entries, giving you the same options as seen
in the Delete Button description above.
• Print Button: Prints the SmartList report, allowing you to select to print to a printer or
to a file.
Group Manager
The Group Manager gives you the ability to track your assets. You can work with or
report on specific groups of assets. You can also use groups to dispose several assets at
one time.
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11 MAINTAINING ASSETS
Customizing the System
G R O U P M A N A G E R CR I T E R IA W I N D O W
The Group Manager Criteria window allows you to define the characteristics that make
up the group you are adding. You can also change the characteristics of existing groups.
Choosing the criteria is a three-step process.
- Select the field on which the criteria will be based.
- Establish the operator, such as IS, IS GREATER THAN, IS LESS THAN.
- Define the data or range of data for the operator to base its response on.
You can also create a more complicated set of criteria. To do this, you add the first
selection, then choose another field, operator, and data (or range of data).
To open this window, from the Group Manager window select Add to create a new
group or Edit to change an existing group.
• Field Selector: Choose the asset field you want to use to define the group.
• Operator Selector: Select the operator you want to use when defining the group.
• Data Selector: Indicate the data you want included or excluded based on the chosen
operator. This is a case-sensitive field. Also, if you choose an operator that requires a
range, enter the first value in this field.
• Range: Enter the second value in this field when you use an operator that requires a
range, such as IS BETWEEN.
FAS for Peachtree lists assets in the Group View by the System Number. In reports, they
are listed by the System Number and Book. The Sort Criteria tab allows you to change
the way the system lists assets in the Group View and in reports. You can also indicate
whether you want subtotals in reports.
The program sorts by number, then by uppercase letters, and finally by lowercase letters.
If you select descending order, this order is reversed.
The order of the sort is important. The first field creates the primary sort order. The next
field creates a sort order within the primary group. The third field creates a sort order
within the secondary group, and so on. If you do not select a secondary sort field, the
system lists the assets within the primary sort group in order by System Number.
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11 MAINTAINING ASSETS
Customizing the System
209
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12 PROCESSING DEPRECIATION
Depreciate Assets
DEPRECIATE ASSETS
........................................
You can select from one of two methods to calculate depreciation.
• Select Depreciate from the Depreciation menu.
• Click the Depreciation icon.
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12 PROCESSING DEPRECIATION
Reset Depreciation
RESET DEPRECIATION
........................................
To reset depreciation, you must first choose the asset or assets
for which you want to reset depreciation. Then select Reset
Depreciation from the Depreciation menu.
You may select multiple assets or an individual asset in the Group View. You may also set
up a group of assets and select that group while in the Group View.
You should not need to reset depreciation under normal circumstances. However, there
are instances in which you may need to reset your calculations, for instance, if short tax
year information was not entered prior to calculating depreciation or the estimated life
was entered incorrectly for a group of assets.
When you choose to reset depreciation for a disposed of asset, the disposal is canceled.
• Books: Select the book or books you want to reset. Click Select All if you want to
choose all of the active books.
The inactive books will appear, but you cannot select them.
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12 PROCESSING DEPRECIATION
Post Depreciation
POST DEPRECIATION
........................................
To post depreciation, select Post Depreciation from the
Depreciation menu.
This process allows you to post depreciation amounts directly
into the general journal in Peachtree. There are three things that
should be done prior to posting:
- The company in FAS for Peachtree must be mapped to the company in Peachtree.
This can be done in Edit Company.
- The company must be open in Peachtree.
- The depreciation must have been calculated for the period in which you want to
post.
When you post, the program uses the amounts reported on the Depreciation Expense
report as This Run. If depreciation has been calculated for any date other than the last
day of the prior month, the amounts will be incorrect. To ensure correct amounts, you may
want to calculate using the last day of the prior period; then calculate again using the last
day of the current period.
• Group: Select any group of assets for which you want to post depreciation.
• Period Posting Date: Enter the date through which you want to post. The amounts
posted will include This Run figures for only the assets for which depreciation has been
calculated through this date.
• Journal Entry Date: Enter the date on which you want the depreciation posted in
Peachtree.
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12 PROCESSING DEPRECIATION
Post Depreciation
I NDEX
......................
B adjusting 54
billing
contracts 150
cost plus 150, 154
cost process 150, 158
budget
A job cost 133
building assemblies 47
accounting periods 170
changing 172 C
Accounts 59
accounts changing
hiding 163 accounting periods 172
accounts payable inventory item prices 55
job cost applied to 138 charge items 95
overview of tasks 23 checks
Accounts Receivable 150 group of employees 76
invoices 152 job cost applied to 145
sales orders 150 memorized 176
accounts receivable Color Scheme 165
hiding accounts 164 contract billing 150
overview of tasks 59 cost codes
activity items 95 adding 129
adjustments cost plus billing 150, 154
job cost applied to 147 cost process billing 150, 158
applying credit memo window 61
reimbursable expenses 155 custom fields
time tickets 155 jobs 122, 124
assemblies customers
bill of materials 41, 54 billing 141, 145, 148
building 47 finance charges 65
unbuilding 47 prepayment 65
assets customize fields window 201
depreciating 210 customizing FAS 201
maintain 191, 192
automatic purchase order creation 31 D
decimal
B number of places 163
batch posting 169 options 163
beginning balances deductions
job cost 131 calculated 82
bill of materials 41 flat rate 80
217
..... INDEX
garnishment 88 G
default information garnishment 88
jobs 121 General Journal
deposit job cost applied to 148
customer 65 memorized transaction 176
depreciate assets 210 General Ledger
depreciate window 210 overview of tasks 5
depreciation global options 162
posting 214 Peachtree partners tab 166
resetting 212 group manager 205
Detail View 192 group manager criteria window 206
detail view group manager window 205
disposal tab 197
history tab 198 H
main tab 192
notes tab 200 handling serialized inventory items 47
disposal tab hide
detail view 197 accounts 163
history tab
E detail view 198
employees I
garnishment 88
paying a group 76 inventory
paying with time tickets 105 activity items 95
time ticket 93 changing item prices 55
entering company information 185 charge items 95
expense tickets 92 job cost applied to 147
applying to invoices 112 overview 39
charge items 95 invoices 152
entering 108 applying tickets 112
using 93 applying to sales order 63
memorized 176
F item attributes tab 42
FAS J
customizing 201
FAS for Peachtree 183 job cost
starting 183 accounts payable 138
finance charges adding cost codes 129
applying 65 adding jobs 122
find transactions 180 adding phases 127
formulas 84 beginning balances 131
defaults 121 O
estimates 133 options
General Journal 148 global 162
inventory 147 overhead 148
labor distribution 145
overhead 148 P
overview 119
payroll 145 payments
reports 159 employees 76
time tickets 141 memorized 176
jobs selecting for 28
adding 122 vendors 28
custom fields 122, 124 payroll
selecting 137 job cost applied to 145
overview of tasks 75
L payroll fields
calculated 82
labor distributed to jobs 145 flat rate 80
formulas 84
M garnishment 88
main tab Peachtree partners tab 166
detail view 192 phases
Maintain menu for FAS 185 adding 127
maintaining assets 191, 192 post depreciation 214
master stock item 42 posting method 168
memorized transactions 176 batch 169
entering 176 real-time 169
saving 177 predefined
selecting 177 templates 173
using 177 preferences
menu global options 162
Maintain prepayment
for FAS 185 customer 65
Processing Depreciation 209
N purchase order
New 185 auto creation 31
New Company Setup purchase orders
for FAS 185 auto selection 35
notes tab memorized 176
detail view 200 purchases
jobs applied to 138
219
..... INDEX
Q introduction 74
quotes Smart Data Entry 164
memorized 176 SmartList window 202
spell check options 166
R Spelling tab 166
starting FAS for Peachtree 183
real-time posting 169 substock item 42
receiving serialized inventory items 47
reimbursable expenses T
applying 155
reports tax tables 82
groups 13 templates
job cost 159 customizing 174
time and expense 116 predefined 173
reset depreciation 212 selecting 175
tickets
S applying to invoices 112
expense 92, 108
sales invoices 152 job cost applied to 141
sales orders 150 time 92, 98
entering 65 types 92
filling 63 using 93
search time and billing
for transactions 180 activity items 95
select for purchase orders 35 charge items 95
select for purchase orders-filter selection 36 reports 116
selecting time tickets 92
jobs 137 activity items 95
memorized transactions 177 applying 155
templates 175 applying to invoices 112
selling serialized inventory items 49 entering 98
serial numbers tab 46 job cost applied to 141
serialized assembly items 51 pay employees 93, 105
serialized inventory items using 93
assemblies 51 weekly entry 102
beginning balances 51 transactions
handling 47 finding 180
receiving 47 memorized 176
selling 49
set up 46 U
ship
items 63 unbuilding assemblies 47
shipments 74
220 Peachtree Quantum Advanced Self-Study Guide
.....
INDEX
V W
vendor credit memo window 25 weekly time ticket entry 102
vendors window
paying 28 credit memo 61
depreciate 210
select for purchase orders-filter selection 36
vendor credit memo 25
221