Now next is how to maintain sales quotation and sales order:

Following figure will show you how to go to the quotation:

After clicking on the quotes:

Sales Quote is the statement that you are going to send to your customer and then he will send you the purchase order according to what you have offered and what he need.

Important points:

1.       Enter the customer Id, this will help you to identify the specific customer.

2.       The Date on which you are writing this quotation.

3.       Good thru, the date by which goods are needed to be delivered.

4.       Quote no, the number of this quotation.

5.       When you will select the customer id the term column will be automatically filled.

Now after the summon from the customer you can change this quotation into sales order just by clicking on the convert button:

The following window will appear on your computer screen when you will click on the convert button:

Select the sale order option as shown and the quotation form will be automatically convert to sale order.

NOTE: You have to enter the SO # (Sale Order number) before proceeding.

 Sale Order is shown below:

Now we are going to learn how to maintain vendor credit memos

1^st click on the task button and select vendor credit memos option as shown in the figure below:

After clicking on this option the following window will appear on your computer screen:

Basically this window is used to record Purchases return, means the things that you’re going to return to your vendors. This window contains different options:

1.       Vendor Id will be written in the vendor id bar.

2.       Date: The date at which you are making this document or recording this will be written in the date column.

3.       Credit no: The credit no will be written for the record.

4.       Terms: In this column the discounted term will be written that how much discount you are going to get from your vendor.

5.       When you will select the vendor then the tab will automatically change from “Apply to purchase” to “Apply to invoice no”.

How to record any payment in peachtree software:

You can open the payment tab by clicking on the task button and select the payment:

By clicking on the payment option the following window of payment will be appear on your computer screen:

You can choose the vendor to whom you want to make the payment by clicking on the look up button as shown below:

The column of date will show you the date on which the payment order is written. If the payment will be made within 10 days then you will receive 2% discount as written in the terms when we were maintaining this vendor. If you want to record the discount you've to maintain an account in charts of account and select it in discount account option which is placed in the bottom of the page.

If you don’t have a purchase discount account in your charts of account you can make it just by clicking on the discount account column you can make it:

Now when you will select this column then you entry will be recorded and saved:

In the above figure you can see that the pay column is checked and the amount paid is decreased by the amount of discount, this means your total payment will be off 490,000/-.

Now we will learn how to make a purchase order:

1^st step is as usual you will execute the peachtree software and following window will appear on your computer screen.

When you’re making the purchase order you’ve to be sure that your charts of accounts, customers, vendors and inventory items are maintained. If you don’t know how to maintain charts of accounts, customers, vendors or inventory items you can visit my following blog links, they will guide you in maintaining these processes:

1.       Charts of accounts: http://studytree.blogspot.com/2013/03/how-we-can-maintain-charts-of-accounts.html.

2.       Customers: http://studytree.blogspot.com/2013/04/how-to-maintain-customers-prospects.html.

3.       Vendors: http://studytree.blogspot.com/2013/04/how-to-maintain-enter-edit-or-amend.html.

4.       Inventory Items: http://studytree.blogspot.com/2013/04/how-to-maintain-inventory-items-in.html.

After you’re done with the necessary steps mentioned above now you can make the purchase order.

You can go to the purchase order window by different methods:

1.       By clicking on the task button:

2.       By clicking on the navigation aid button and from the 2^nd column you can click on the purchase order option:

When you will click on the option of the purchase order you will see the following window on your computer screen:

Now this window contains different boxes whose explanation is very important to describe if you are making a purchase order:

1.       Vendor ID: in this you will enter the id of your desired vendor to whom you’re writing this purchase order.

2.       Date: this is the date on which you’re making this purchase order.

3.       Good Thru: This is the date by which you want the goods delivered to you.

4.       PO No: It is very important that you write Purchase Order Number so the software had a record of your purchase order that it has been made.

The other boxes can be explained with the help of following image:

Here an example of purchase order is given. You can see that:

5.       Terms: This column contains statement “2% 10.Net 30 Days” this means that if you will pay the amount to your vendors within 10 days you will avail 2% discount.

6.       Discount Amount: This is the total amount of discount that you will avail.

7.       Ship Via: N/A.

8.       A/P Account: Accounts payable account is selected automatically because you are purchasing something on credit.

9.       Quantity: How much amount of unites you want to purchase.

10.   Receive: The amount that you’ve already received from your vendor.

11.   Item: The code that you’ve given to your item.

12.   Description: The nature of the product.

13.   GL Account: The inventory account is already selected.

14.   Unit Price: The Price of 1 Mobile Phone.

15.   Amount: The total amount of mobile phones.

After this you can save the purchase order by clicking on the save button on the top of this window or by clicking “Alt+S”.

The next step is “Purchase Received Inventory”. You can open it by clicking on the task button and clicking on it:

By clicking on it the following window will appear on your computer screen:

From here you will click on the “look up” button and you will click on the desired vendor eg:

You will see that the tab will be changed from “Apply to Purchases” To “Apply to Purchase Order No:”

And from the drop down button you will select the purchase order number:

From here you can see how much good are delivered to you and how much are not. You’re also required to write the invoice number on the top.

You can also look at the journal entry relating to this purchase order just by clicking on the “Journal” button that is avail able on the top of the window.