How to maintain Inventory

By using this software you can also maintain your inventory records so that you can easily make changes in it. As below window is given which shows that you have to click on the option of maintain then select the option of inventory items.

 

When you will click on the option of inventory items then this below given window appears. In which first option is of Item id is mentioned then fill the description column.

In it in the option of Description which is given at the left side of this window in which you can also select the purchase option as well.

Ø General:

In this window as you can see the first option of general is given in which you are required to fill all the important columns. So I have mentioned the item id and its description first.  After that there is the option of price level is given in which you will mention the price which you are going to charge that customer.

When you want to enter the price then click on the button of price level below given window appears.

After that we have the option of item tax type which is not relevant for us. Then the next option of last unit sold is given in which you have to fill the cost which you have paid for the last unit. Next option is of cost method in which you can also select the other inventory recording methods. As there are three ways of recording it so you can select any one according to yours in below given window it is shown.

Then we have the option of UPC/SKU these are irrelevant for us. In item type we will mention that what type of item we are selling either it’s perishable or non- perishable. Like furniture or glass products etc. Then in location you will mention the area in which you will store your goods. And in unit or measure you will mention that with which you will measure your goods.

Above window shows all the contents are filled in the columns and at the right side of this window there are three general accounts available in which you will select the options by just clicking them.  Next thing which you are required to fill is the amount of minimum stock in which you will mention that how much minimum stock you will keep and after that you will order the inventory. After that next thing is the reorder level in which you will mention the level of inventory on which you will order more inventory.

In this above given window you can see that the option of vendor id is clicked in which you can add your vendor as you have already prepared their account in the software.

Ø Custom Fields:

Above given window is the 2^nd option of the maintain inventory in which you can add more columns and even change these existing ones.

Ø History:

In this below given window we have five columns which we can fill which is period history, units sold, sales, unit rec and cost. So that you can easily fill each of these column.

Enter Beginning Balances

From this below window you can add the beginning balances in the software. When you will click on the option of beginning balances which is displaying at the end of maintain inventory window then this below window appears.

In this above window you are required to fill the columns of item id then quantity, unit cost and total cost. Then press ok option in order to save it. Now when you will click again the option of beginning balance then this window appears which contains all the beginning balances.

How to maintain vendor

By using the Peach tree software you can also maintain your vendors in it. For this you have to select the option of maintain from the top of this window and then from its sub headings select the option of vendors in order to keep your vendor accounts and info.

 

From this above given window after selecting the option of vendor below given window appears.

Maintain Vendor

In this given window you have to fill the basic info of the vendor so in the 1^st column write the vendor id in 2^nd mention its name. At the right side of this window there is the option of inactive is given you can also tick it so that you can active your vendors.

Ø General:

In this 1^st step you will mention the contact num of your vendor, account no, and address, city and country.  At the right side of this window there is the option of vendor type in which you will mention the type of your vendor, then the telephone no, fax, email and website.

Ø Purchase Default:

In this above given window you will mention your purchase rep that how is your agent or the person involved in purchase. Then write your tax ID, ship via and you can also change your terms as well.  In purchase account you will mention the account which is already made in the company chart of accounts. In the below given window you can see the list of accounts made in the software.

  

Ø Custom Field:

In this below given window five columns are given to you so that you can add more info in it and at the same time you can also edit it.

 

Ø History:

In this given window you will provide the info about the last date invoice, last invoice amount, last payment date and last payment amount.

Vendor Default

By using this software you can also maintain the record of the vendors default as when you want to keep the record then click on the option of maintain which is at the top of the window then from the default information select the sub option of vendor.

 

Ø Payment Terms:

As you can see there are different options in this window related to the payment in which the 1^st option is of C.O.D which is cash on delivery when we will click on this option then the right side options hides. Below this we have the option prepaid in which we will mention the amount which we have paid to our vendors in advance.  In due in number of day’s options shows us all the options which are at the right side of this window in which we can mention that when the payment will be due, how much discount will be given, percentage of the discount and the credit terms.

As in the below inventory window the option of purchase account is clicked and then inventory is selected as we are purchasing the goods that is why we will select it.

 

Ø Account Aging:

In account aging we hae wo options first is invoice date in which we will record hte date which will be mentioned on the invoice. And in case of due date option we will record the date when it is due.

After that the heading of Aging categories is avalible in which you will select your column that in which column you lies then you also have the option to edit these columns according to your requirements. And then press OK.

 

Ø Custom Fields:

In custom field different field labels are mentioned you can enable tem and at the same time you can also edit them. And when you modify these fields then there affects displays in the widow of custom field of Maintain vendors.

  

As you can see that in this below window we have selected all the fields and enabled them after adding more labels in these columns and then when we will press the option of OK its effects appears in maintain vendor option.

 

How to change customer terms

If we want to make different terms with our customers then we can change it from Customer default window payment term. In the window of maintain customer prospect you can also change he terms of your customers by just clicking the option of terms which is at the end of this window and when you will click on that option this below window appears now as you can see that  this window contains different options.

As in the above window it’s mentioned that we have selected the option of use standard terms due to which all other options are invisible.

Now in this above given window as you can see the difference that i have unclicked the option of  use standard terms due to which other options are now visible so that you can also use them . As due in no of days option is clicked so that you can also change the options which are given at the bottom of this window bottom like the option of discount % credit terms and charge financial charges etc.

In the below window you can see that I have selected the option of C.O.D in the terms portion which is showing in the below window.

You can add customer beginning balances by selecting the window of maintain customer from the maintain menu. At the end of this window there is the option of beginning balances is given you can select them from this window.

As in the above mentioned window you can see that at the very start of this window we have given the customer id randomly and then the name after writing it then click the option of sales default then the window of sales default appears.

     

In this above mentioned window click on the option of GL sales account and then in that magnifier button when you will click some options of the accounts which you have already made will appears the from that list select the option of accounts receivable.

After selecting the option of account receivable then you have to again click on the general button and at the end of this window click on the beginning balances option so that new window of these recorded balances will appears.

As you see in this window first thing which is mentioned is the invoices for in which you can see that what I have recorded as the id and name is shown. Now in this window in invoice number you will mention your number of invoice then date amount of that invoice and the account of account receivable. But in this window we are not going to mention the PO number as it is irrelevant. Then after adding the particular amounts this below window will appear when we click the option of beginning balances.

Customers Default

If any of your cutomer gets defaulted then in order to check the amount which is due or defaulted by you can be checked by using this window.

As you can see that we have to click on the maintain option and from there select the Default option and then from this menu or sub headings select the customers option. When you will click the customer option then the new window of customer default appears which is given below.

1.    Payment terms:

Ø C.O.D:

In this above given window we have five main options from which first is the payment terms. In which first option is of COD is given in which when we click then some of the right side options hide as shown in the below given window.

In this window COD means cash on delivery which means that on the delivery of cash we will receive our cash.

Ø Prepaid:

In it if any amount paid in advance would be mentioned.

Ø Due in no of days:

When we click on this option right side options appears to select them.

Ø Due on day of next month:

When you will click on the option of due on day of next month then the option of due on the next month appears then you can also change the month.

 

Ø Due at end of month:

When we select the option of due at the end of the month then the other options also appears which you can select like discount %, discount in and credit terms. Below given window is showing this.

 

As in this below given window option of GL sales account is mentioned as < undefined Account > so you can also select any of the accounts which you have already made in the charts of the accounts.

2. Account Aging:

In invoice date if the goods were sold on 1st march and the 2^nd april is given so we will record it in the 31 – 60 option as the date 2^nd april lies in this option.

In case of due date if goods were sold on 1^st march and due date is 30^th march then the option of 0 – 30 would be selected.

So in this below window as you can see that the 4 column options are given t select hem on the bases of different situations. You can also edit these options.

 

3. Custom Fields:

In this window as you can see that there are four options given to you can enable them or you can also add the 5^th option as well.

 

In this window you can see that the last option is also added by me and its enabled as well.

 

In this above window when you enable something or edit it its effect would be shown in the customer perspective window in the option of custom fields.

4. Finance charges:

In this window you can charge you customers if you lend those 1000 then if they will return it before 15 days then they will get 3% discount but if they will pay after 30 days then no discount will be given to them.

 

In this above given window as you can see that there is the option of financial charges at the top of this window. Whenever you want to charge them to your customer then click this box then fill that below columns. So in first column mention that on which date you will charge your customers. In next you will mention your annual rate in third you will provide detail of the amount that above that amount you will charge some rate. And then what would be your minimum financial charge.

 

In this above given window as you can see that there is the option of finance charge GL account is given you can also select the accounts you have made earlier by clicking the magnifier option or by pointing your mouse cursor in that block then press + button those accounts will appears.

In that above window you can also select the option of late or finance charge by clicking the option of appears on invoices and statements as. And below that option there is an option of print finance charge warning message in order to print it.