ADVANCED

2009 SELF-STUDY GUIDE

PEACHTREE BY SAGE QUANTUM 2009 ADVANCED SELF-STUDY GUIDE
Sage Software, Inc. 1715 North Brown Rd. Lawrenceville, GA 30043
COPYRIGHT

© 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, Inc. or its affiliated entities. All other trademarks are the property of their respective owners. For more information, call 800-247-3224 or visit us online at www.peachtree.com. No part of this book may be reproduced or transmitted in any form; electronic, photocopying, or by any other means, without prior written permission of Sage Software, 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.

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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 SOFTWARE RELEASE

ADVANCED 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.

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Peachtree Quantum Advanced Self-Study Guide

T ABLE OF C ONTENTS

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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

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Adjusting the Bill of Materials for an Assembly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Copying an existing Assembly Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Changing Item Prices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Maintain Item Prices Filter Selection Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Maintain Item Prices Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Adjustment Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 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 TIME AND BILLING. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Time and Billing Ticket Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Time Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Expense Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Using Time and Expense Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Adding Time Ticket Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Entering Activity and Charge Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Entering Time Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Time Tickets Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Weekly Timesheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Using Time Tickets to Pay Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Entering Expense Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Expense Tickets Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Applying Tickets to Sales Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

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Peachtree Quantum Advanced Self-Study Guide

Apply Tickets/Expenses Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Time and Expense Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Report Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 JOB COST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 About Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Entering Job Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Job Defaults Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Billing and Retainage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Labor Burden Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Custom Fields Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Adding Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Maintain Jobs Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Header Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Estimated Expenses & Revenue Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Notes Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Adding Phases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Maintain Phases Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Adding Cost Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Maintain Cost Codes Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Entering Job Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Job Beginning Balances Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Job Balances Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Job Entries for: Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Entering Job Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Estimated Expenses and Revenue Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Selecting a Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Using Jobs with Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Using Jobs with Time Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Using Jobs with Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Labor Distribution to Jobs Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Using Jobs with Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Using Jobs with General Journal Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Using Jobs with Accounts Receivable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Contract Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Entering a Contract as a Sales Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Entering a Contract as a Sales Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Cost Plus Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Applying Reimbursable Expenses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Applying Time Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Cost Process Billing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158 Job Cost Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Report Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 UTILITIES AND SPECIAL PROCESSING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Global Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Maintain Global Options Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

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Accounting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Peachtree Partners Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Spelling Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Posting Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Real-Time Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Batch Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Smart Posting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Accounting Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Change Accounting Period Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Task Window Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Predefined Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Customized Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Maintain Layouts Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Header Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Individual Fields and Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Selecting a Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Memorized Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Creating Memorized Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Entering Memorized Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Saving Memorized Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Creating New Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Using Memorized Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Selecting Memorized Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Find Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Find Transactions Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Find Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Account Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 Account Register Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 INTRODUCTION TO FAS FOR PEACHTREE BY SAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Starting FAS for Peachtree by Sage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Using the FAS for Peachtree Icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Using the Start Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 New Company Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185 Entering Company Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185 Header Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Book Defaults Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Short Years Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187 Book Overrides Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187 MAINTAINING ASSETS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 Maintaining Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 Main Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 Disposal Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 History Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Notes Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200 Customizing the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

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Customize Fields Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201 SmartList Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Group Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205 Group Manager Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205 Group Manager Criteria Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206 PROCESSING DEPRECIATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Depreciate Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Using the Depreciation Icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Using the Depreciation Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Depreciate Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Reset Depreciation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Reset Depreciation Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Post Depreciation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Post Depreciation Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

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You can perform an activity that allows you to set up the sample company and restore a data backup that will have all of the data created in the Basic guide........ you always have the option to use the online Help in the Peachtree program itself to obtain additional information about particular features and data fields within that feature.I NTRODUCTION ... In addition...... If you have used the Basic guide and completed the activities in that guide. This book contains more than 50 activities to help you learn how to use Peachtree to manage the accounting needs of your business. you can use it as a stand-alone guide as well...... P 1 Using This Gui de Although this guide has been designed as a companion to the Peachtree Quantum 2009 Basic Self-Study Guide. If you have been using Peachtree for some time. you can pick up where you left off with the activities in this book. if you are using this guide as a standalone. you will be able to manage your accounting procedures more effectively and efficiently. eachtree Quantum 2009 Advanced Self-Study Guide is a guide developed for users who want to master Peachtree 2009. 1 . since the company used is the same..... another option is provided.. As you use this guide... you can obtain a great deal of information from each section... you should be familiar with the basic features of the program discussed in the Basic guide. However...... After completing the activities in this book..

. Highlight the words Sales & Service Company. welcoming you to the Create a New Company Wizard.SETTING UP A NEW COMPANY Abracadabra Web Services is a sales and service corporation based in Atlanta. Follow these steps to set up this company in Peachtree: If you completed the activities in the Peachtree Quantum 2009 Basic Self-Study Guide.. 1 ACTIVITY 1 . Abracadabra will use a sample business type provided with Peachtree. if the Startup Screen is displayed. 6 2 Peachtree Quantum Advanced Self-Study Guide . Enter the information shown below in the Company Information window: 2 3 4 5 Click Next after you have entered all the information. The company’s fiscal year starts in January and ends in December. 2008. Abracadabra is ready to use Peachtree for their daily accounting tasks. select Create a new company. you need only perform steps 16 through 33 to verify that your Global Options are set correctly for the activities in this guide and to ensure that your taxes calculate for Payroll tasks. Select Use a sample business type that closely matches your company and click Next. 1 Select File. Scroll through the Select a business type list on the left until you find Sales & Service Company. Georgia. A window opens.. New Company from the Menubar or. then click Next to select that business type. Read the information and click Next. The company will start entering new transactions in Peachtree on February 1.

Abracadabra’s fiscal year runs from January to December each year with one period for each month. Click OK on the Peachtree Payment Solutions window. Select Real Time for the posting method.7 Abracadabra uses the accrual method of accounting. 3 1 . . Select Finish. Click Next. Select Accrual and click Next. Close the Setup Guide. 8 9 10 11 12 13 14 15 Abracadabra will begin its fiscal year in January 2008. You are ready to finish the Create a New Company Wizard... Click Next to continue. Select 12 monthly accounting periods per year and click Next. . you will need to verify the Global Options in Peachtree. The desktop should appear as shown below: 16 To ensure that the remaining activities in this guide work properly. A progress window appears as the company is created. Global from the Menubar. Select Options. This will allow each transaction entered to update the General Ledger automatically.

1 17 On the Accounting tab. 18 19 20 21 22 23 24 25 26 Ensure that you have selected the correct file.. Select File. ensure that each box in the Hide General Ledger Accounts section is clear. Click OK to return to the Peachtree desktop. Ensure that only Company Data is selected in the Restore Options window and click Next. Click Finish. 30 31 4 Peachtree Quantum Advanced Self-Study Guide . Uncheck Automatically create IDs on maintenance windows. If you select the wrong file. Ensure that the two options at the left of the Smart Data Entry options are selected. 27 28 29 Click Open.. Click Next. you may receive error messages when you try to restore. then select your CD-ROM drive from the drop-down list. we will restore a backup from the Activity CD included with this guide. Next. Restore from the Menubar.ptb. Click once on the file named 09-quantum-advanced. Or use the CD that this PDF file is stored on. Select the General tab. Insert the CD. Open the Activity Backups folder. A progress window appears as the company is restored. Click Browse.. Select An Existing Company and ensure that Abracadabra Web Services is the company selected and click Next.

.. you have the ability to consolidate multiple companies and print consolidated financial statements........... The flow of General Ledger tasks is illustrated below: T 2 Ge ner al Jo urn al En try General Jou r n al Ge ner al L ed ge r Acco un t Reco nc iliatio n 5 .....G ENERAL L EDGER ........... In addition...... he General Ledger has several advanced features that make reporting considerably more flexible and more informative....

.. Reports can also be customized in a variety of ways to change the information presented or the look of the report.... When you select an area. To preview a report...... 2 Previewing Reports PREVIEWING REPORTS ... the Select a Report or Form window displays a Report List showing the available reports........ Choose the section in the Report Area box on the left and then 6 Peachtree Quantum Advanced Self-Study Guide . Select a Report or Form Wi ndow The Select a Report or Form window appears when you choose a report area from the Reports & Forms menu. select the Reports & Forms menu and the area in which the report can be found.................. Reports for the current period can be previewed by double-clicking the report name....... Reports are grouped by area in the Reports & Forms menu.

• Delete: Erases customized reports. When a report group is printed. and report groups.select a report from the Report List in the right. on which you can adjust the information that you want to see on the report.. . . • Send to: Selecting this option opens a drop-down list from which you can select the following options to send the report to: . Peachtree’s standard reports cannot be deleted. Descriptions of each report are shown in the Report Description on the right. • Fonts: Opens the Fonts window for the selected report. click OK to print the report. • Styles: Opens the Report Styles window on which you can set up a grouping of font styles for use on reports. 7 Previewing Reports 2 . A report group consists of one or more reports from one or more report areas. which displays the printing options for the selected report. . • Display: Previews the report to screen.Excel: Inserts a copy of a Peachtree report into a Microsoft Excel spreadsheet. retaining most of the report’s original formatting. You can use this window to modify the fonts that are used for different sections of the report. • Group: Opens the Report Groups window on which you can create a report group. . SELECT A REPORT OR FORM TOOLBAR • Close: Closes the current window. double-click the report name.PDF: Saves the report in PDF (Portable Document Format) so that it can be opened with Adobe Acrobat Reader. The next three options are not available if you select a financial statement • Options: Opens the Filtering window. all reports that make up the group are printed at the same time. • Columns: Opens the Columns window for the selected report. You can use this window to modify the columns that appear on the report. Once the options are selected. forms. Peachtree opens Microsoft Excel and inserts the report into a worksheet. To preview a report.E-mail: Select this option to send the report to an e-mail so it can be e-mailed in PDF format.. • Print: Opens the Modify Report.

Then. 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. it will be updated based on your changes. When you close the transaction window and return to the report. you can drill down on a transaction to open the window on which the transaction was originally entered. On most transaction reports. move the mouse pointer over a transaction until a magnifying glass appears. • Help: Displays topics related to the current window. double-click to open the window on which the original transaction was entered. 8 2 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... Report Preview Window When you double-click a report name or select the Display button.. You can view the transaction or make changes and save the transaction. Peachtree Quantum Advanced Self-Study Guide . This window can be used to view information. To drill down. the Report Preview window opens. as well as to customize the content and appearance of the report.

• Columns: Opens the Columns window for the selected report. You can use this window to modify the columns that appear on the report. and filter criteria. 9 Previewing Reports 2 . • Save: Opens the Save as window on which you can enter a name for the report to save it for later use. enter a range of pages to print.. A saved report will appear in the Select a Report or Form window as a customized report. which includes the company name.. • Hide/Show: Removes or adds the report header. Double-clicking will open the General Ledger report for the General Ledger account associated with the line on the financial. • Options: Opens the Filtering window. • Print: Sends the displayed report to the printer. on which you can adjust the information that you want to see on the report. and change the number of copies. and print orientation.You can drill down on data on a financial statement by double-clicking on a line while the pointer is a magnifying glass. . . You can use this window to modify the fonts that are used for different sections of the report. date range. A print window allows you the opportunity to change printers. paper source. title of report. • Setup: Displays the Page Setup window on which you can modify the printer settings for the report including paper size. • E-mail: Selecting this option will open your default e-mail software and attach the report in PDF format. • Fonts: Opens the Fonts window for the selected report. R E P O R T P R E V I EW T O O L B AR • Close: Closes the current window. You can also do a search on a previewed report by selecting the Find button in the toolbar and entering the text or number you are searching for on the Find on Report window.

Inventory.CREATING AN INVENTORY MOVEMENT REPORT Abracadabra needs an inventory report that shows how transactions have affected the quantity on hand of inventory items.Qty Received .Item Cost . uncheck Include Items with no activity.Actual Cost . Peachtree Quantum Advanced Self-Study Guide 10 . which you can use to search for text or a number. Follow these steps to create the report: 1 2 Select Reports & Forms. Peachtree opens Microsoft Excel and inserts the report into a worksheet. Click OK to return to the report preview..Item Description . ACTIVITY 2 . The Item Costing Report will be customized to create this report. Observe that only items with activity are listed. Select the Options button in the toolbar. • Find: Selecting this option will open the Find on Report window. click the Move Up button repeatedly until the Reference field is located above the Qty Received field and below the Date field. and click OK to return to the report.Remain Value 3 4 5 6 Select the Show check box for Reference. 2 Previewing Reports • Excel: Inserts a copy of a Peachtree report into a Microsoft Excel spreadsheet. Select the Columns button. double-click Item Costing Report. • PDF: Selecting this button will allow you to save the report in PDF (Portable Document Format) format.. and clear the Show check box for the following fields: . The standard Item Costing Report appears. With the Reference line selected.Cost of Sales .Adjust ($) ..Assembly ($) . retaining most of the report’s original formatting. • Help: Displays topics related to the current window. In the Report List.

release the mouse button. 8 9 Select the Column Break check box for Assembly Qty and Adjust Qty. 10 The columns may need to be resized so that each column title is visible. Each of these fields needs to appear in a new column. To resize a column.. the Column Break box on the Columns tab needs to be used. Click the Fonts button. Then. 11 12 13 14 11 .. 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. Click the Columns button. the next field will appear in a new column. Select Save and enter a Name of Inventory Movement Report. the report needs to be renamed. On the Fonts tab. If the Column Break box is selected for a field. change Title 1 Report Label to Inventory Movement Report and click OK. Now. Resize each column until each column title is visible. Previewing Reports 2 .7 Note that the fourth column includes more than one field. To indicate that a field needs to appear in a new column. then click OK. .

Click Close to return to the desktop. 16 12 Peachtree Quantum Advanced Self-Study Guide ... 2 Previewing Reports 15 Click Save. then click Close. The new report will appear at the top of the Report List..

.. they are listed in the box on the right. you can save the report group for later use.. but you can display a list of reports for a specific area using the Report Index drop-down list. .. select the Group button on the Select a Report or Form window.... 13 ..... • 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.. Report groups can include reports from any area and can include customized reports... Elements of interest are described below: • Report Index: Select an area from the drop-down list to show only reports for the selected area. By default. Once the needed reports are added...REPORT GROUPS . all reports are listed in the Report Index....... Report Groups 2 .. By default... To create a report group.... Index to All Reports is selected and all reports are listed.. Report Groups Window The Report Groups window is used to create a report group...... As reports are added to a group. Report groups allow you to list related reports together and print the group of reports at the same time.....

Report Groups from the Menubar. click a report group folder. On the Report Groups window. ACTIVITY 3 . Each report will be printed based on the dates listed on the Filter screen in the case of a customized report. Follow these steps to create a report group: 1 2 3 Select Reports & Forms. a report group will be created to include these reports. To avoid printing one report at a time. click a folder to highlight it and then click the Print button on the toolbar. 2 Report Groups Using Report Groups Select Reports & Forms.. Select General Ledger in the list of reports. Click the Group button on the toolbar... To print the entire report group. Report Groups to view the existing report groups. Peachtree Quantum Advanced Self-Study Guide 4 14 . Each report is listed under the open folder. Double-click an individual report to preview it. To view the reports in a report group.CREATING A REPORT GROUP At the end of each month. Each group appears on the Select a Report or Form window as a folder in the Report List. some General Ledger reports and Financial Statements need to be printed. select General Ledger from the Report Index drop-down list.

and click the Add button to include it in the report group. 7 8 9 10 11 12 13 14 15 15 .5 Click the Add button to include the General Ledger in the report group. The report group now shows in the Report List. Click Close to return to the Peachtree desktop... then click Close. Select the Save button. and click the Add button to include it in the report group. and enter a Name of Month End Reports. Select <Standard> Balance Sheet in the list of reports. Select <Standard> Cash Flow in the list of reports. Report Groups 2 . 6 Select General Ledger Trial Balance in the list of reports. Select Financial Statements in the Report Index drop-down list. Enter a Description of GL and Financials to be printed at the end of each month. . and click the Add button to include it in the report group. and click the Add button to include it in the report group. Select <Standard> Income Stmnt in the list of reports. Click Save.

...... and add or modify passwords.. and using the Reconsolidate Company window... reconsolidate... and print consolidated financial statements while working in the consolidated company.... Peachtree Quantum Advanced Self-Study Guide .. Reconsol idat e Company Window On the Reconsolidate Company window. 16 2 Reconsolidating Companies RECONSOLIDATING COMPANIES . transaction data is instead imported into the consolidated company from those added subcompanies.. If you have added any new subsidiary companies during reconsolidation.. • Reconsolidate: Click to reconsolidate the companies using the new configuration. you can add or remove companies from the consolidated company...... 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...... You can reconsolidate the consolidated company at any time by selecting File.. You can create General Ledger entries that cross multiple companies. Peachtree Quantum provides you the power to maintain multiple companies and consolidate their financials using a consolidated company...... Each tab is described below: C O M P AN I E S T A B On the Companies Tab. The reconsolidation process deletes all transactions created within the consolidated company..... Reconsolidate Company.. Peachtree will automatically reconsolidate the charts of accounts and budget figures for reporting. maintain budgets for multiple companies....

P A S SW O R DS T A B If any of the subsidiary companies you have added require a user ID and password to grant user access. 5 6 Since we want to consolidate the General Ledgers of these two companies under the holding company. Click Next. we should ensure that the charts of accounts are the same. whose financials it wants to consolidate with a holding company. The added subsidiary companies appear in the Company column at the left of the grid. 17 . 7 8 Leave the selections as is. and click Next.CREATING A SUBSIDIARY COMPANY Abracadabra has a sister company. and click Next. ACTIVITY 4 . and click Next. All consolidated companies must have the same Accounting Method. Click Next. Select Copy settings from an existing Peachtree Accounting company.. To create the subsidiary company and enter beginning balances for the general ledger. follow the steps below. Select Abracadabra Web Services. . New Company. Click OK to close the currently open company. Merlin Software. The remainder of the address and phone number information will be restored in a backup later in this activity. Inc. enter the required user ID and password in the User ID and Password columns.. Reconsolidating Companies 2 . Bentley Enterprises. 1 2 3 4 Select File. and click Next. For each company appearing on the left side. Enter Merlin Software in the Company Name field. select the Passwords tab. Select Accrual.

we will restore a backup of data for Merlin Software. select An Existing Company. and verify that Merlin Software is the company listed.. 1 2 Select File. Restore from the Menubar. 2 Reconsolidating Companies 9 Select Real Time. and click Next. follow the steps below.. The Restore Wizard opens. 18 Peachtree Quantum Advanced Self-Study Guide . Click Next.. 17 18 Click Next. New Company. Click OK. On the Restore Wizard-Select Company window. and click Next. Select File. Click once on the file named 10–quantum-merlin. Inc.CREATING THE HOLDING COMPANY Abracadabra Web Services and Merlin Software are subsidiaries of Bentley Enterprises. you may receive error messages when you try to restore. it is not necessary to select accounting periods. 10 11 12 13 14 15 16 Ensure that you have selected the correct file. and choose your CD-ROM drive from the drop-down list. Now. A progress window opens as the company is restored. Select the Browse button. 19 20 ACTIVITY 5 . Close the Setup Guide. Insert the Activity CD from the back of this guide into your CD-ROM drive. If you select the wrong file. Ensure that only Company Data is checked in the Restore Options window. Click Next.ptb and click Open. Click Finish. Since we chose to copy the accounting period structure of Abracadabra Web Services when we copied the chart of accounts. Click OK on the Peachtree Payment Solutions window. Bentley Enterprises will be set up to consolidate the general ledgers of both subsidiaries. Click Finish on the Confirmation window. To create the holding company.

and click Add. 9 10 Click Finish. The other fields are fixed by the accounting periods of the subsidiary companies. Click Next. Click Next.3 Enter the following data. Close the Setup Guide if it opens. Reconsolidating Companies 2 . . 19 . 4 Select Consolidate existing Peachtree Accounting companies.. Select Real Time. and click Next.. It is added to the list of selected subsidiary companies. Select Merlin Software and click Add. 5 6 7 8 Select Abracadabra Web Services. and click Next.

we will first create a transaction in one of the subsidiary companies. 2 Reconsolidating Companies 11 Finally. and click OK. to update the financials. 2008 to February 29. System. 1 While in Bentley Enterprises. Note the balance of the Cash on Hand account. and select File. 12 13 ACTIVITY 6 . To view a consolidated financial and update a consolidated financial statement. select Reports & Forms. 3 4 5 Close all open windows. To do so. Select 02-February 1. follow the steps below.. and click Display. select Tasks. Open Company.VIEWING CONSOLIDATED FINANCIALS During the creation of the holding company. Select Abracadabra Web Services.. 2 Now. 2008. Select <Standard> Balance Sheet. then Financial Statements. we will change the accounting period to match the subsidiary companies. Peachtree automatically consolidated the financials of the subsidiary companies. then return to the holding company and update.. Click OK. Click OK. Change Accounting Period. 20 Peachtree Quantum Advanced Self-Study Guide .

Now. Reconsolidate Company. 7 8 9 10 Select File. Close the Setup Guide if it opens. and click OK. General Journal Entry. Financial Statements. and close all open windows. Inc... and click OK. and enter the following entry. Click Save. 21 . Select File. . Open Company.. Reconsolidating Companies 2 . Select Bentley Enterprises.6 Select Tasks. select Reports & Forms. 11 12 Click Reconsolidate.

It changes to a zoom lens. 2 Reconsolidating Companies 13 Select <Standard> Balance Sheet. Double-click the mouse button to open the General Ledger report.. and click Display. Note that the balance in Cash on Hand has been updated. Place the cursor over the balance for Cash on Hand. 22 Peachtree Quantum Advanced Self-Study Guide .. 14 15 Click Close on all open windows.. and see that the transaction from Abracadabra Web Services is listed.

The flow of Accounts Payable tasks is illustrated below: A 3 Purchase Orders Pur ch ase Orde rs Jo ur na l Pu rch ase s/ R ece ive In ven tory Cre dit Mem o Pu rch ase s J ou r n al General L edg er Pa ymen ts Ca sh Disb ur seme nts Jo ur na l Vo id Checks 23 .... ccounts Payable offers several advanced features that make processing your vendor transactions and dealings easier.... Finally.......A CCOUNTS P AYABLE ..... You can create Vendor Credit Memos to quickly process returns and credits for vendors... you can set up Peachtree to track inventory items that are low in quantity on hand and have Peachtree generate Purchase Orders based on these quantities.. You can generate multiple checks for invoices that are due................

............ select Tasks from the Menubar...... 24 Peachtree Quantum Advanced Self-Study Guide ............ 3 Entering Vendor Credit Memos ENTERING VENDOR CREDIT MEMOS .. To open this window. then Vendor Credit Memos.. Vendor Credit Memos can be entered easily into Peachtree through the Vendor Credit Memo window.............

This tab is used to enter credits that will not be applied to an existing invoice. Each tab is described below: APPLY TO PURCHASES TAB If you select a vendor with no open invoices. . and so on. Entering Vendor Credit Memos 3 .. the Apply to Purchases tab appears by default.Vendor Credit Memo Window You can use the Vendor Credit Memo window to enter credits that you receive from vendors for broken merchandise. discounts.. 25 .

Select the Apply to Purchases tab.. Since Abracadabra plans to continue ordering from Computers R Us. and so on. Abracadabra requested a credit memo that will be applied to future purchases. ACTIVITY 7 . 26 Peachtree Quantum Advanced Self-Study Guide .ENTERING A VENDOR CREDIT MEMO One of the books received from Computers R Us was damaged and will be returned.00 in the Quantity field. Enter CM3412 in the Credit No. follow these steps: Close Bentley Enterprises and open Abracadabra Web Services. Vendor Credit Memos from the Menubar. price.. Select the appropriate invoice and specify the number returned. Select bintro1 from the Item field. Enter 02/22/08 in the Date field. 3 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. field. Enter 1. To enter a Vendor Credit Memo. Select 01comp from the Vendor ID lookup list.. 1 2 3 4 5 6 7 Select Tasks.

Entering Vendor Credit Memos 3 .. if necessary. 27 . Click Save. .00 in the Discount Amount field.8 Click the Terms arrow button. and enter 0. then Close. 9 10 Click OK to return to the Vendor Credit Memo window..

. 3 Selecting For Payment SELECTING FOR PAYMENT ...... After entering purchases and vendor bills through Purchases/Receive Inventory... then Paper Checks....... 28 Peachtree Quantum Advanced Self-Study Guide ...... To access this window...... Select for Payment..... select Tasks...... use the Select for Payment option on the Tasks menu to pay invoices for a group of vendors..........

Select for Payment Filt er Selection Wi ndow When you choose Select for Payment. credit memos.. click OK to display the Select for Payment window. Selecting For Payment 3 . Peachtree will search for all outstanding invoices. Each invoice will automatically be selected for payment. Each vendor with bills paid will be issued a 29 .. . the Select for Payment-Filter Selection window appears. Select for Payment Window Once you enter the selection criteria on the Select for Payment-Filter Selection window. and prepayments that match the filter selection criteria. Paper Checks from the Tasks menu. Use this window to select the invoice and vendor filter criteria used to select invoices and bills to pay. Clear the Pay check box for any invoices you do not want to pay.

.. the value in this field can be changed. 30 3 Selecting For Payment single check regardless of the number of bills being paid. • Pay Amount: This amount will be the full amount of the invoice or the amount of the invoice minus the discount amount. the discount amount will show in this field. If necessary. Fields of interest are described below: • Discount Amt: If an invoice is eligible for a discount.. change this amount to a value less than the balance of the invoice. To make a partial payment. Peachtree Quantum Advanced Self-Study Guide .

. you can have Peachtree automatically create Purchase Orders for inventory items when Sales Orders or Sales Invoices are created..... With the Automatic Purchase Order creation feature.. To access the selections for this feature.... Default Information....... Select the Ordering tab......... Ordering Tab There are three options at the bottom of the Ordering tab that control the way the auto creation of purchase orders works.. Inventory Items..... 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 ..... This will open the Inventory Item Defaults window...AUTOMATIC PURCHASE ORDER CREATION ... .. select Maintain... Automatic Purchase Order Creation 3 ...

Purchase Orders will be created for Quotes that are converted to Sales Orders or Sales Invoices. • Each inventory item that will be added to the Purchase Order must have a valid Vendor ID selected in the Preferred Vendor field on the Maintain Inventory window. Peachtree will automatically create Purchase Orders when you enter and save Sales Orders and Sales Invoices with items ordered on the Apply to Sales tab. • Each item should be set up with a Minimum Stock and Reorder Quantity. 32 3 Automatic Purchase Order Creation Invoices. see page 168. • You must be set up for Real-Time posting to the General Ledger. These Purchase Orders will have the Vendors selected as the Preferred Vendor for each particular item and the quantity of the item as entered on the Sales Order or Invoice. • Each inventory item that will be added to the Purchase Order must have a valid Vendor ID selected in the Preferred Vendor field. Also. For more information on the posting method and how to change it. there will not be any automatic creation of Purchase Orders. and you will receive a message in Peachtree informing you of this. Finally. These will be assigned when you print the POs. When these conditions are met. • The quantity ordered of one or more of the items must cause the quantity available to fall below the minimum stock quantity for that item. Also. NON-DROP SHIP ORDERS AND INVOICES There are also several conditions that must be met for the auto creation of Purchase Orders from non-drop ship Sales Orders and Invoices. • The user must have ADD access rights to Purchase Orders.. If none of these options is selected. Peachtree will automatically generate Purchase Orders when a Sales Order or Sales Invoice is entered and saved or when a Quote is converted to either a Sales Order or Sales Invoice. there will be no automatic creation of Purchase Orders. you can choose to activate this feature for Work Tickets. If one of these conditions is not met. When these conditions are met.. Receipts for items entered on the Apply to Revenues tab of the Receipts window will create Purchase Orders. • The user must have ADD access rights to Purchase Orders. Peachtree Quantum Advanced Self-Study Guide . DROP SHIP ORDERS AND INVOICES There are several prerequisites that must be met for the auto creation of Purchase Orders from drop ship Sales Orders and/or Invoices.. They will NOT have a Purchase Order number associated with them.

Quotes/Sales Orders/Proposals. ACTIVITY 8 . Note that the Include purchase orders when calculating quantity available option is automatically selected and grayed out.. . Select Maintain. Select Tasks. Automatic Purchase Order Creation 3 . Peachtree will not auto create Purchase Orders for items on Recurring Invoices.The quantity of the item that appears on the auto created Purchase Order will be either the quantity needed to meet the obligation plus the minimum stocking quantity or the reorder quantity. the auto creation option must be enabled in Inventory Item Defaults. Default Information.CREATING PURCHASE ORDERS AUTOMATICALLY 1 Abracadabra wants to set up its inventory for automatic creation of Purchase Orders for non-drop ship items.. 2 3 4 5 6 7 Click OK. Inventory Items. Select the check box for Enable auto creation of purchase orders for nondrop ship transactions. Follow the steps below to set up Inventory Defaults for auto creation and for entering a Sales Order that will automatically generate a Purchase Order. Sales Orders. Enter langley in the Customer ID field. Enter 2/28/08 in the Date field. whichever is greater. Reordering must be performed manually for items on Recurring Invoices.First. 33 . Select the Ordering tab.

. Enter a Quantity of 20.. and click Open.. Enter bsurf1 in the Item field. Click Close to close the Sales Order window. Purchase Orders. You will see a purchase order dated 2/28/08 and having no PO number. Note that the quantity ordered is 14. 15 16 17 18 34 Peachtree Quantum Advanced Self-Study Guide . Click OK on the warning telling you there are only 11 of this item in stock. Click List. To check that a purchase order was created automatically. Select that purchase order. Click Save. This includes 9 to meet the obligation on the Sales Order and 5 for the minimum stock quantity. click Tasks. This will open the Purchase Order List. Click Close on all open windows. 3 Automatic Purchase Order Creation 8 9 10 11 12 13 14 Enter 2/28/08 in the Ship By field.

you can set up criteria for selecting the items. .S. . . . .P.S.H.R.T.. .A S.E. . Select for Purchase Orders 3 .E. . . .E. . With this routine.L. . F O R .E. This will open the Select for Purchase Orders-Filter Selection window. . 35 . .D. O Select for Purchase Orders gives you a powerful routine for automatically creating Purchase Orders based on quantities on hand for inventory items..R. Select for Purchase Orders. To use the Select for Purchase Orders routine. ..C.. select Tasks.C. . . ..R. and establish a basis for quantities that will generate Purchase Orders that you can select for processing.U. .

which vendors will receive Purchase Orders. you can determine how many of each item will be ordered. Then. and Peachtree Quantum Advanced Self-Study Guide . For instance. such as those that are out of stock or below minimum stock.. and then you can select the basis for selection of items. Select for Purchase Orders window After you click OK on the Select for Purchase Orders-Filter Selection window. all items. for item selection. and what the quantity ordered for each item will be.. Peachtree will determine the items to be ordered and the quantities to be ordered. or a range of items. 36 3 Select for Purchase Orders Select for Purchase Orders-Filter Selection window On the Select for Purchase Orders-Filter Selection window. you can set various criteria that will be used for determining which items should be reordered. you can choose a single item.. click OK. Once you have made your selections.

select Based on: Quantity on Hand. On this window. as well their quantity available.. Enter 02/28/08 in the As of field. Once your selections are complete. It will also display the Preferred Vendor and you can select or deselect the Order field for the items that you want to reorder. You can also click Print to generate and print the Purchase Orders or Email to generate and e-mail the Purchase Orders to the vendors. 1 2 3 4 Select Tasks.SELECT FOR PURCHASE ORDER Abracadabra will use the Select for Purchase Order feature to reorder inventory items.attach those items to the Preferred Vendor in the item file. click Save to generate the Purchase Orders. In Display a list of items. unit price and total. ACTIVITY 9 . 37 . the Select for Purchase Orders window will open and display the items and vendors from the filter. To reorder.. you can view the items that were filtered. Then. . order quantity. Set And stock status to At or above minimum stock. Select for Purchase Orders 3 . Select for Purchase Orders. These can later be edited or printed. follow the steps below.

3 Select for Purchase Orders 5 Set And set order quantity to: to Reorder quantity.. 6 Click OK. Click Close. both with a preferred vendor of 01comp.. Two items appear on the Select for Purchase Orders window. 7 8 38 Peachtree Quantum Advanced Self-Study Guide . Click Save to save the Purchase Order..

.I NVENTORY ..... You can also assemble and disassemble assembly type items............ master/sub-stock items... In addition to its ability to handle standard stock and service items.. Peachtree’s inventory can handle assembly type items...... The flow of Inventory tasks is illustrated below: I 4 I nv e nt o r y Adjustments Inve nto ry Adjus t ments Jou r n al Ge ner al Led ge r B ui ld / U nb ui l d Asse mblies Asse mblies Adjustment Jo urn al 39 ......... nventory has many advanced features that increase the power of Peachtree for handling your inventory. and serialized inventory...

Item Attributes......... 4 Adding Inventory Items ADDING INVENTORY ITEMS .... Maintain Inventory I tems Window The Maintain Inventory Items window is used to enter. Here......... The basis of the Maintain Inventory window and the General.... and store information on the products and services you purchase and sell........ and History tabs are discussed in the Peachtree Quantum 2009 Basic Self-Study Guide.. Advanced tabs are described below: 40 Peachtree Quantum Advanced Self-Study Guide . and Serial Numbers--are discussed....... the remainder of the tabs--Bill of Materials.... Inventory Items.. change.. To add or edit inventory items. select Maintain. Custom Fields..

This package includes set up. This Item ID is perpkg. To create an assembly item. Follow these steps to enter an assembly item: 1 2 Select Maintain. A Serialized Inventory Item cannot be part of an assembly. • Add .. see page 46. maintenance. ACTIVITY 10 . Rather than selecting the three parts of the package.SETTING UP AN ASSEMBLY ITEM Abracadabra offers a special package to customers who want a personal Web site. Inventory Items. Because of the volume of these orders. and an Internet book. For more information on Serialized Inventory Items.BILL OF MATERIALS TAB An assembly is a group of products or services that you sell as a unit.Remove: You can use these buttons to add and delete components of an assembly. you must select the required component items and enter the quantities of each needed on the Bill of Materials tab. Fields of interest are described below: • Quantity Needed: Enter the number of units required to build one assembly. you will be able to select just the assembly item. an assembly item will be entered to simplify data entry. .. Adding Inventory Items 4 . 41 .

enter 3. On the same line.00 in the List Price field. Enter 225. Click Save.00 in the Quantity Needed field. This tab is used to enter the components of the assembly.00 in the Price field for Commercial. then click Close.00 in the Quantity Needed field. In the first Item ID field. In the Description for Sales enter Personal web site setup and three month maintenance plan PLUS a free copy of Introduction to the Internet. On the third line. select htmlprogp from the lookup list. there will be no Description for Purchases. Enter the following General Ledger accounts: GL Sales Account GL Inventory Acct GL Cost of Sales Acct 40500-P 12000 50000 7 8 9 10 11 12 13 14 Select 2 from the Item Tax Type lookup list. These attributes could include such things as size. color. the Item Attributes tab will be enabled for that item. select bintro1 for the Item ID. On the second line.. you specify the Primary and Secondary attributes for the Master item. Enter Each in the Stocking U/M field.. Select an Item Class of Assembly. Click OK to return to the item window. Click the arrow button to the right of the List Price field.. select webmaintp for the Item ID. On this tab. Enter 270. enter 1. and so on. 4 Adding Inventory Items 3 4 5 6 Enter a Description of Personal Web Site Package. Select the Bill of Materials tab. Select the Subject to Commission check box. As you 42 Peachtree Quantum Advanced Self-Study Guide .00 in the Price field for Personal. 15 16 17 18 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. enter 4. weight. On the same line. Since we do not purchase this item. Enter 300. On the same line.00 in the Quantity Needed field.

43 . Beginning Balances are entered for Substock items in the same manner as they are entered for standard stock items. by item ID. • 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.. .add items for the appropriate attribute. The table displays the primary and secondary attributes that govern each substock item. Master items do not keep balances or quantities on hand. and whether or not each item is active. Fields of interest are described below: • Add: Click Add to add the item and description set to the available substock items. Peachtree will automatically generate substock items to match all possible combinations of primary and secondary attributes. all substock items generated from the master. Once substock items are created.. • Remove: Click Remove to remove the ID and description. they cannot be deleted except by selecting the record for the Master item and removing their primary and secondary attribute IDs. the quantity on hand for each listed item. Adding Inventory Items 4 . • Created Substock Items: Once you save a new master stock item. this table lists.

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4

Adding Inventory Items

ACTIVITY 11 - CREATING MASTER STOCK AND SUBSTOCK ITEMS.

Abracadabra offers a monogrammed sport shirt in three colors and sizes. Since the basic shirt is the same, it can be set up as a Master Stock Item, while the color and size can be used to create substock items associated with the master. To set up these items, use the following steps.
1 2 3 4 5 6 7

Select Maintain, Inventory Items from the Menubar. Enter shirt1 in the Item ID field. Enter Abracadabra Sport Shirt in the Description field. Select Master Stock Item from the Item Class drop-down list. Select the Subject to Commission check box. In the Description for Sales enter Abracadabra sport shirt. In the Description for Purchases, enter Abracadabra sport shirt, specially monogrammed. Enter 34.99 in the List Price field. Click the arrow button to the right of the List Price field. Enter 31.49 in the Price field for Personal. Enter 26.24 in the Price field for Commercial. Click OK to return to the item window. Select 1 from the Item Tax Type lookup list. For the Costing Method, select FIFO from the drop-down list.

8 9

10 11 12 13

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Peachtree Quantum Advanced Self-Study Guide

14

Enter the following General Ledger accounts:
GL Sales Account GL Inventory Acct GL Cost of Sales Acct 40700-C 12000 51000

15 16 17 18 19 20

Enter Each in the Stocking U/M field. Select the Item Attributes tab. In the Primary Attributes box, enter Color in the Name field. In the ID field, enter w, and enter white in the Description field. Click Add to create the substock item. Repeat steps 18 and 19 for the following two items, remembering to click Add after each one.
ID bk bl Description black blue

21 22 23 24

In the Secondary Attributes box, enter Size in the Name field. In the ID field, enter s, and enter small in the Description field. Click Add to create the substock item. Repeat steps 22 and 23 for the following two items, remembering to click Add after each one.
ID m l Description medium 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

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Adding Inventory Items

4

...

4

Adding Inventory Items

SERIAL NUMBERS TAB

When an item is specified as a Serialized Stock Item or a Serialized Assembly Item, the Serial Numbers tab is enabled. On this tab, you can see a list of existing serial numbers for that item. You can specify a warranty period for the item, as well as do a search for a particular serial number.

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.
ACTIVITY 12 - CREATING SERIALIZED INVENTORY ITEMS

Abracadabra sells computers to its customers to be used as Web servers. Each computer is assigned a serial number to track its purchase and sale, as well as to keep warranty information on it. To enter a serialized inventory item, follow the steps below:
1 2 3 4 5

Select Maintain, Inventory Items from the Menubar. Enter server in the Item ID field. Enter Web Server in the Description field. Select Serialized Stock Item from the Item Class drop-down list. Select the Subject to Commission check box.

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Peachtree Quantum Advanced Self-Study Guide

6 7 8 9 10 11 12 13 14 15 16 17

In the Description for Sales enter Web Server for customer web site. Click the arrow to the right of the List Price field. Enter 2099.99 in the List Price field. Enter 1889.99 in the Personal field. Enter 1574.99 in the Commercial field. Click OK to return to the item window. Select 1 from the Item Tax Type lookup list. Enter Each in the Stocking U/M field. Click the Serial Numbers tab. Select the check box for the This item is covered under a warranty field. Enter 90 and select Days in the Warranty expires ---- from sale field. Click Save and Close.

HANDLING SERIALIZED INVENTORY ITEMS

Serialized Inventory items, as well as Serialized Assembly items, are unique in that each item must be assigned a particular number when it is received into inventory and that number must be specified when the item is sold. Serialized assembly items must be assigned a serial number when you assemble them. Costing for each item is specific to that serial number. That is why the costing on serialized items is "Specific." Peachtree will then track the sale of that particular item for warranty purposes.
RECEIVING SERIALIZED INVENTORY ITEMS

Serialized items are received into inventory in the same fashion as any other stock items except that each item must be assigned a serial number when it is received. To enter serial

47

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Adding Inventory Items

4

enter the serial number for the first item if there are several. This will open the Serial Number Entry window. When you have entered all of the required serial numbers. follow the steps below. To receive serialized inventory. Enter 2/4/08 in the Date field. Peachtree will warn you and open the Serial Number Entry window automatically. 1 2 3 4 Select Tasks. 4 Adding Inventory Items numbers for the items being received. Enter 01comp in the Vendor ID field. Purchases/Receive Inventory from the Menubar. The serial number is recorded in the table. If you receive serialized inventory and attempt to save the invoice without entering the serial numbers.consecutive serial numbers field. and click Add.. If you have several items that you are receiving and the serial numbers are consecutive.. Peachtree tells you how many serial numbers you must assign before you are done. and select the appropriate number from the box. On this window. ACTIVITY 13 . At the bottom of the window. select the Serial No button in the toolbar on the Purchase/Receive Inventory window. Enter an Invoice ID of 10200. Peachtree Quantum Advanced Self-Study Guide 48 .RECEIVING SERIALIZED INVENTORY Abracadabra has received five Web servers and needs to add them to inventory and enter serial numbers for the five items. click OK to return to the Purchases/Receive Inventory window. select the Add --..

95. Click Add. Click Save.consecutive serial numbers. Enter 123 in the Enter a serial number to add field. 14 15 16 Click OK to return to the Purchases/Receive Inventory window. Enter a Unit Price of 989. To enter the serial numbers. When you enter Quotes or Sales Orders. Select the check box for Add --. click the Serial No button on the toolbar. Adding Inventory Items 4 .5 6 7 8 9 10 11 12 13 Select the Apply to Purchases tab. The serial numbers are listed sequentially in the table. Select 5 in the number of serial numbers to add.. Peachtree will record the serialized item but the serial number itself is assigned only at the time of invoicing. 49 . SELLING SERIALIZED INVENTORY ITEMS Selling serialized items works exactly the same as for any inventory item except that you must assign serial numbers to the items sold on the Sales/Invoicing window.. On the Sales/Invoicing window. Enter 5 in the Quantity field. . Enter server in the Item ID field. Click Close.

To enter the sale of the Web server. enter an Invoice # of 22007. you select the check box in the list of available serial numbers for this item. you can enter the appropriate serial number in the field and select Find to locate it in the list. Enter langley in the Customer ID field. leave the Invoice # blank. Enter 2/9/08 in the Date field. The Serial Number Selection window opens. 1 2 3 4 5 6 7 8 Select Tasks. Once you have made the selections. follow the steps below.00. Enter a Quantity of 1. Enter server in the Item field.SELLING A SERIALIZED INVENTORY ITEM Langley Enterprises is purchasing a Web server for its Web site. On this window.. click OK. 50 Peachtree Quantum Advanced Self-Study Guide .. ACTIVITY 14 . If this list of available serial numbers is quite extensive. If you do not want to print the invoice. If you want to print the invoice. Select the Apply to Sales tab. 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. Then select the check box. Sales/Invoicing. 4 Adding Inventory Items select the Serial No button when you want to assign the serial number to the serialized item on the invoice..

and you can enter the serial numbers there. click Yes..9 10 Click the Serial No button. In addition.. then Close. Then click Close. Adding Inventory Items 4 . They are set up in the same fashion as standard assembly type items. select the check box for Serial Number 123. click the Print button. Enter 22007 for the First Invoice Number. and then select the Serial No button. but when you build or unbuild them. You can also specify a warranty period for the serialized assembly item. 13 BEGINNING BALANCES FOR SERIALIZED INVENTORY ITEMS If you are entering beginning balances for serialized inventory items. 51 . The invoice will post automatically after it prints. If you want to print the invoice. and click Print. click Save. HANDLING SERIALIZED ASSEMBLY ITEMS Serialized Assembly Items are assemblies that have bills of materials but also are assigned a serial number when they are assembled. enter the quantity and cost of the serialized item on the Inventory Beginning Balances window. . when you sell a serialized assembly item. This will open the Serial Number Entry window. If you receive a credit limit warning. you must assign a number to the item sold. you must assign serial numbers. 11 12 Click OK to return to the Sales Invoicing window. If you do not want to print the invoice. On the Serial Number Selection window.

.... On this window.. be sold as individual items.. After an assembly is unbuilt... select Assemblies from the Tasks menu. When an assembly is unbuilt..... you can see the bill of materials list for this item and see how many of each item you will need to build the assemblies.. This amount is posted to the inventory account for the assembly item as a debit. the total cost of its components is calculated... use the Assemblies option to build or unbuild the assembly item... The General 52 Peachtree Quantum Advanced Self-Study Guide . the quantities of the component items are decreased and the quantity on hand of the assembly item is increased. When an assembly item is built. 4 Building and Unbuilding Assemblies BUILDING AND UNBUILDING ASSEMBLIES . In addition.. once again. the components that comprised the assembly can. This can be compared to the quantity of the components that is currently available..... To build an assembly..... After entering an assembly item in Maintain Inventory Items and creating the bill of materials........ Unbuilding an assembly breaks it down into its individual components. When an assembly is built.... Build/Unbuild Assemblies Wi ndow The Build/Unbuild Assemblies window is used to build or unbuild assemblies using the components defined on the Bill of Materials tab. you can specify the quantity of the assembly that you want to build or unbuild.. the quantity of the assembly item is decreased and the quantities of each component item are increased......

Building and Unbuilding Assemblies 4 . . Components are taken out of inventory at the cost based on the costing method assigned to each item.Ledger inventory account(s) for the component items is credited.. ACTIVITY 15 . Peachtree verifies that there are sufficient quantities of each component on hand to build the number of assemblies specified. 53 . Assemblies.When an assembly is unbuilt. Peachtree increases the quantity and value of the assembly item and decreases the quantities and values of the components.When an assembly is built. Also. It is not possible to build more assembly items than there are component items available. Peachtree decreases the quantity and value of the assembly and increases the quantities and values of the components. it is not possible to unbuild more assemblies than there are on hand. . Follow these steps to build an assembly: 1 Select Tasks. Any value difference between the per-unit value of the assembly item and the sum of the components of the assembly will be adjusted to the cost of goods sold account. When an assembly is built. The assembly item’s cost is the sum of each component’s cost. Components are returned to inventory at their most recent cost. you must first build the assembly.. .BUILDING AN ASSEMBLY ITEM To sell the Personal Web Site Package. Fields of interest are described below: • Qty: Specify the number of items.

as outlined below.00 in the Qty field... we recommend that you create a new assembly item and copy the existing bill of materials..... If you want to make major changes to the bill of materials...... Peachtree Quantum allows you to make minor changes to the bill of materials for an assembly... 54 Peachtree Quantum Advanced Self-Study Guide ... and then by clicking the Revisions button.... Enter 021508BUILD in the Reference field... Revisions You can access the Revisions window by selecting the Bill of Materials tab for the assembly item you want to revise. Click Save.. Enter 2. 4 Adjusting the Bill of Materials for an Assembly 2 3 4 5 6 Enter perpkg for the Item ID.... Enter 02/15/08 in the Date field.. ADJUSTING THE BILL OF MATERIALS FOR AN ASSEMBLY .......... using the Revisions feature... then click Close.......

. Peachtree Quantum will use the new bill of materials. The next time you assemble the item. Click Save when you are finished. since this new item does not have any transactions associated with it. Copying an existing Assembly Item If you want to make major changes to the bill of materials. you can copy the existing item with another Item ID. You can select Edit to make minor changes to the bill of materials for an existing revision. . • Enter a new ID in the Item ID field.. Adjusting the Bill of Materials for an Assembly 4 . 55 . On the New or Edit Revision window. or you can click New to create a new revision for this assembly item. If the old assembly will not be used. • On the Bill of Materials tab. you can modify the bill of materials as necessary. • Select the assembly item in the Maintain Inventory Items window. make the original inventory item inactive after completing this process. the components of the assembly and quantities of each component can now be changed. • Save the new record.The Revisions window will list all of the revisions for this assembly item. including the bill of materials to the new ID. This copies the assembly’s attributes.

.............. and you can change prices individually within the item list...... Sales prices can be changed by a specific percentage or dollar amount.. the price can be rounded to a specific dollar amount...... Maintain It em Pri ces Fi lter Selection Window Use the Maintain Item Prices Filter Selection window to enter filter criteria that will be used to select the items that will appear in the Maintain Item Prices window.... 56 Peachtree Quantum Advanced Self-Study Guide . select Item Prices from the Maintain menu...... you can update the sales price of multiple inventory items based on the current sales price or last unit cost... Using the Maintain Item Prices window.. To change item sales prices... 4 Changing Item Prices CHANGING ITEM PRICES .....

• Select method of adjustment: Select one of the three options available: . • Select which levels to adjust: Choose the price levels to be adjusted. choose Last Cost or Current Price. 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. or round to the next dollar or specific cent. and specify the amount or percentage in the field to the right..Level's default calculation: Overwrites the existing calculation or amount with the calculation chosen in inventory defaults. Fields of interest are described below: ADJUSTMENT OPTIONS Use these options to adjust the prices for a group of items in the list.Round New Value to: Choose not to round. . In the Use field..Calculation selected below: Overwrites the existing calculation or amount with the calculation specified in the following four fields. . . Changing Item Prices 4 . 57 . . ITEM LIST The item list displays items based on the choices you made on the filter selection window. Then select to increase or decrease by an amount or percentage.Level's current calculation.Maintain It em Pri ces Wi ndow Use the Maintain Item Prices window to change the sales prices of the inventory items listed.

and enter 65. remove the check mark from Personal.00 in the percentage field. and click the Recalc button. ACTIVITY 16 . The price will not be rounded.. then click Close. On the Maintain Item Prices-Filter Selection window.00. To change the price for level 3. and place a check mark on Commercial. 3 4 You must scroll down to clear all levels. 5 6 Choose Calculation selected below. and click the Recalc button.00. Click OK. Increase by Percent. Select Last Cost. and Commercial is 15% above cost. Follow these steps to change item prices: 1 2 Select Maintain. • Select: Select this check box next to each item that you want to update when you click Recalc. 7 8 9 10 11 12 58 Peachtree Quantum Advanced Self-Study Guide . Select List Price by removing the check mark from all other levels. remove the check mark from List Price. Personal is 20% above cost. enter an Item ID range From bintro1 To bsurf1. The New Price can be updated manually or by clicking Recalc after selecting a method of adjustment. Change the percentage to 20. Click Save to accept the new prices.. Only inventory items in the Item ID range selected will be listed on the Maintain Item Prices window.. Click the Recalc button on the toolbar to change the prices listed in the New Price 1 column. Change the percentage to 15. Item Prices. To change the price for the second level. and place a check mark on Personal.CHANGING ITEM PRICES The company has decided to change the book prices so that List Price is 65% above cost. 4 Changing Item Prices • New Price/Price Level 1-10: Displays the new sales price and the current sales price for each price level.

.......... The flow of Accounts Receivable tasks is illustrated below: A CCOUNTS R ECEIVABLE A 5 Quot es Sales Or der s Sales Or de r Jo urn al Sale s/ In vo ic in g Credit Me mos Sales Jou r n al Gen era l L ed ger Apply F in an ce Cha rge s R eceip ts C ash Re ceipts Jo urn al 59 ..... In addition to customer Credit Memos............. and create deposit slips for receipts.. you can calculate finance charges... enter and bill proposals.. ccounts Receivable offers several advanced features that make Peachtree more powerful.......

... 5 Entering Credit Memos ENTERING CREDIT MEMOS ... 60 Peachtree Quantum Advanced Self-Study Guide ... discounts.................. select Credit Memos from the Tasks menu.......... Credit Memos issued to customers for the return of merchandise....... To open this window... and other types of credit can be entered using the Credit Memos window..

. leave this field blank.. Entering Credit Memos 5 . enter the credit number. 61 . If this credit memo was manually written. You will enter the number during the print routine.Credit Memos Window You can use the Credit Memos window to enter credits to customers. .: If you plan to print the credit memo. Each tab is described below: HEADER FIELDS • Credit No.

. you can select a different sales price from the drop-down list.. enter a sales price. 62 5 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. This field is calculated based on the sales tax selected. this price can be changed. For items tracked through inventory. If the item being returned is not tracked through inventory. If necessary. Peachtree Quantum Advanced Self-Study Guide . FOOTER FIELDS • Sales Tax: Displays the total sales tax to be refunded to the customer for all taxable line items..

ENTERING A CREDIT MEMO In January. Entering Credit Memos 5 . All invoices for the selected customer are listed. ACTIVITY 17 . Kelly Bishop purchased a copy of Surfing the Net that was damaged. the Apply to Invoice tab appears. 63 . If you want to print the credit memo. follow these steps: 1 2 3 4 5 Select Tasks.. Abracadabra will issue a credit memo that she can apply toward future purchases. If you do not want to print the credit memo. Select bishopk from the Customer ID lookup list. . Credit Memos from the Menubar. Since she plans to make future purchases and the original invoice is no longer on file. • Quantity: Shows the original quantity for this item on the invoice. Fields of interest are described below: • Apply to Invoice #: Select an invoice from the drop-down list. enter CM101 in the Credit # field. and she wants to return it. • Returned: Enter the number of the item being returned on this credit memo. To enter the customer credit memo.. Enter 02/09/08 in the Date field. leave the field blank.A P P L Y T O I NV O I C E T A B When a customer with one or more invoices is selected.

. click the Print button.0 in the Discount Amount field. then Close. 9 10 11 12 13 Click the Terms arrow button.. Enter 0. Enter 1. If you want to print the credit memo. and click Print. Enter CM101 for the First CM Number. Click OK. 64 Peachtree Quantum Advanced Self-Study Guide . Select bsurf1 from the Item lookup list. The invoice will post automatically after it prints. If you do not want to print the credit memo..00 in the Quantity field. 5 Entering Credit Memos 6 7 8 Select the Apply to Sales tab. Then click Close. click Save.

......... 65 .........ENTERING AND BILLING PROPOSALS ....... To enter a proposal. Entering and Billing Proposals 5 ... select Quotes/Sales Orders/Proposals..... Proposals from the Tasks menu... Once the customer accepts them....... The Proposals window allows you to enter proposals for goods and services that you will provide and perform for your customers. Proposals are submitted to customers for prospective services to be performed...... they can be marked as accepted and will be available for billing during the Sales Invoicing routine.

If necessary. • Proposal No. Fields of interest are explained below: • Complete By: Enter a date that the proposal should be completed by. • Accept Proposal: Select this check box to mark the proposal as accepted. this price can be changed. • Unit Price: Displays the sales price of the item selected. For items tracked through inventory. but you cannot post duplicate proposal numbers nor can a proposal number be the same as a sales order number. enter a sales price. • Description: Displays the description for the item selected. If the item ordered is not tracked through inventory.. This field will be blank for the first proposal entered. Once a proposal is marked as accepted. This number is increased by one automatically each time a proposal is posted. This date cannot be prior to the Proposal Date. You can change the description or enter a description when ordering items not tracked through inventory.. Peachtree Quantum Advanced Self-Study Guide . • Close Proposal: Select this check box to manually close a proposal.: Displays the proposal number assigned by Peachtree. A proposal is automatically closed after all items are billed. it will be available for billing in Sales Invoicing. you can select a different sales price from the drop-down list. 66 5 Entering and Billing Proposals Proposals Window The Proposals window is used to enter and print proposals for products and services ordered by customers. This number can be changed..

If you do not want to print the proposal. Enter 02/08/08 as the Date. Peachtree will tell you that you have these proposals that are ready to be billed. Enter a Quantity of 10. 67 . Proposals. select <View Proposals> from the drop-down list. Quotes/Sales Orders/Proposals. Billing a Proposal Proposals are billed in the same manner as sales orders on the Sales/Invoicing window. then Close. The proposal will post automatically after it prints. tab. If you want to print the proposal. Then click Close. click Save. .ENTERING A PROPOSAL Abracadabra drafted a proposal for updates to the Marriott web site. Enter 02/08/08 in the Complete By field. Entering and Billing Proposals 5 . Enter 400 in the Proposal # field. Then follow these steps to select and bill the proposal: • On the Apply to Sales Order No. The tab name will change to Apply to Proposal No. When you select a customer with open. Click Print again. Select marriottw from the Customer ID lookup list..ACTIVITY 18 . Follow these steps to enter a proposal: 1 2 3 4 5 6 7 8 Select Tasks. accepted proposals. click the Print button.00 and an Item of htmlprogc..

The Select Percentage to Bill window will open.. then Close. 5 6 7 8 9 10 11 12 13 68 Peachtree Quantum Advanced Self-Study Guide . Quotes/Sales Orders/Proposals. the proposal must be marked as accepted. Follow these steps to bill a proposal: 1 2 3 4 Select Tasks. If you want to print the invoice. 5 Entering and Billing Proposals • Select the proposal you want to bill from the drop-down list. Select Tasks. click OK. If you do not want to print the invoice. enter 22008 in the Invoice # field. First. Click the drop-down list on the Apply to Sales Order No. The tab changes its name. Sales Invoicing. Click List in the toolbar. Select <View Proposals>.. ACTIVITY 19 . leave the field blank. Double-click proposal 400 on the Proposal List window. Enter 02/28/08 in the Date field. Click to check the box next to Accept Proposal. You cannot bill a proposal until the proposal is accepted. tab.BILLING A PROPOSAL It is time to bill the proposal entered previously. Proposals. • Enter other amounts as necessary. Click Save. Enter marriottw in the Customer ID field. Close the Proposal List also. At the warning. Only then will it be available for billing in Sales Invoicing.. Select the option you want from the Select Percentage to Bill window.

. Click OK. click Save. 16 17 18 69 . then Close. When you select this proposal.. Entering and Billing Proposals 5 . click the Print button. Enter 22008 for the Invoice Number..14 Click the same drop-down list and select proposal 400. Then click Close. 15 On the Select Percentage to Bill window. If you want to print the invoice. select The remaining percent to bill of the Proposal (including Freight). The invoice will post automatically after it prints. and click Print. If you do not want to print the invoice. the Select Percentage to Bill window appears.

.. enter the date finance charges will be applied.... select Finance Charge from the Tasks menu.. Calculate Finance Charges Wi ndow Use the Calculate Finance Charges window to select the customer or range of customers for whom finance charges should be calculated.. Finance charges print on customer statements............ Also..... 5 Applying Finance Charges APPLYING FINANCE CHARGES . The Finance Charge option calculates and applies finance charges for customers..... and therefore......... To apply finance charges. 70 Peachtree Quantum Advanced Self-Study Guide ... should be applied before statements are printed.......

00 57.40 1. This window gives you options for applying finance charges and setting up reporting options. Snow Interior Design FC3F\00002 FC3F\00003 FC3F\00004 252. a report displays the finance charges that were calculated. Applying Finance Charges 5 . the Finance Charge Report Selection window opens.08 95.20 9. Fi nance Char ges Window Once you click OK on the Finance Charge Report Selection window. ..13 2. Printed on 4/30/03 at 14:50:54.Appl y Fi nance Charges Window After clicking OK or Starting Customer Only. Inc. Fi nance Char ge Report Selection Window After clicking OK. This window presents additional reporting options. 2007 ---------------------------------------------------------------------------------------------------------Customer Name Ref # Overdue Amount Finance Charge ---------------------------------------------------------------------------------------------------------DASHEVSKAYA-01 Dashevskaya Business Systems FC3F\00001 610. those charges are also created. If you chose to apply finance charges.51 12.95 ERTLEY-01 HOLT-01 SNOW-01 Ertley Bulldog Sports Holt Properties.650..35 71 .59 Page: 1 Bellwether Garden Supply Finance charges March 15. the Apply Finance Charges window opens.

Peachtree Quantum Advanced Self-Study Guide . These invoices have a Reference Number with the prefix FC and can be edited or deleted through Tasks. Sales/Invoicing.... 72 5 Applying Finance Charges By applying finance charges. you create an invoice for each finance charge.

Select for Deposit Window The Select for Deposit window lists all current receipts for the General Ledger account in the Account ID field......SELECTING RECEIPTS FOR DEPOSIT ... Selecting Receipts for Deposit 5 .... the default 73 ..... To access the Select for Deposit window..... ...... If this is the first time the window has been used.... You can also print deposit tickets to submit to your bank along with the cash and checks.............. The Select for Deposit window lets you combine multiple customer receipts into one or more bank deposits. from the Tasks menu choose the Select for Deposit option...

1 2 3 4 5 6 7 8 Select Tasks. ACTIVITY 20 .. Enter 02/13/08 in the Deposit Ticket Date field. The Deposit Ticket ID is 0213.. 5 Selecting Receipts for Deposit account is your company's default cash account. the account that appears is the last account selected in the window. 74 Peachtree Quantum Advanced Self-Study Guide . click Save. Select for Deposit. If you do not want to print the deposit slip. After printing.USING SELECT FOR DEPOSIT Enter the following deposit ticket. click the All button with the check mark to select all deposits. the fields are cleared to allow you to select another account for recording deposits. From the toolbar. click Print. Choose account 10200 in the Account ID field. Then click Print again. then Close.. Subsequently. If you want to print the deposit slip. Click Close.

...........P AYROLL . 6 The flow of Payroll tasks is illustrated below: Payr oll En tr y Pa yro l l Jo urn al General Le dg er Vo id Che cks 75 ... P ayroll offers several advanced tasks.... and setting up calculated deductions................ These include paying a group of employees... setting up fixed-rate deductions..

The Select for Payroll Entry window is used to print checks for one or more employees.......... 6 Paying a Group of Employees PAYING A GROUP OF EMPLOYEES .... choose Select for Payroll Entry from the Tasks menu...... Included is a filter selection window used to select which employees will be paid............. 76 Peachtree Quantum Advanced Self-Study Guide .... To print checks for a group of employees...........

This includes selecting employees with specified pay frequencies and pay types who should be paid on the same day. Fields of interest are described below: • Include Time Tickets for: Enter a payroll period ending date if you are paying employees based on time ticket hours. • Type: To further narrow the search criteria. The first step is to select what types of employees to pay. An individual 77 .Select Employees Filter Selection Window Selecting employees to pay has two steps. enter text that matches the employee type set up in the employee records. Select Employees t o Pay Window The second step to selecting employees to pay is to print and post payroll checks using the Select Employees to Pay Window. All unused time ticket hours dated within the pay period chosen will be used. the Select Employees to Pay Window opens. This field is case-sensitive. . On this window. Paying a Group of Employees 6 . After making selections on the Select EmployeesFilter Selection window... make any changes needed to the paychecks listed and print the paychecks.

If necessary. enter a different date. you can change this amount when an employee should be paid a different salary amount. • Salary: Displays the salary rate for the employee for each pay level..PAYING A GROUP OF EMPLOYEES On February 16th. ACTIVITY 21 . This field is only available for hourly employees.. • Hours: Displays the number of hours the employee will be paid for each pay level. 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. Follow these steps to pay a group of employees: 1 Select Tasks. • Detail: Displays the detailed information for the selected employee’s paycheck. This date will print on the paychecks and is also the posting date of the checks. all employees who meet the filter criteria are selected to pay when the Select Employees to Pay window is opened. • Pay: Select this check box to pay an employee. 6 Paying a Group of Employees can be excluded from the payroll run by clearing his or her Pay check box. If an employee should not be paid. If necessary.. You can change this value if an employee worked a different number of hours this pay period. By default. Select for Payroll Entry. • Jobs: Displays the Labor Distribution to Jobs window on which you can apply payroll hours or salary amounts to jobs. clear the check box. you can make changes to the pay amounts or deductions in this window. If necessary. the hourly employees need to be paid their weekly paychecks. 78 Peachtree Quantum Advanced Self-Study Guide .

2 Enter the following filter selection criteria: Pay End Date Include Pay Frequencies Include Pay Methods 02/15/08 Only Weekly checked Only Hourly checked 3 Click OK to apply the filter and display the Select Employees to Pay window. Select the Print button.. Click OK to continue. 4 5 6 Enter a Check Date and Pay End Date of 02/15/08. Ensure the Cash Account is set to 10300. When asked if the checks printed properly. 79 . Click OK several times to continue. you will receive several messages stating that calculations could not be found. Paying a Group of Employees 6 . you will receive a warning here. select Yes.. enter a First Check Number of 1210.If you have not purchased or registered Peachtree’s Payroll Tax Service. and click Print. If you have not purchased or registered Peachtree’s Payroll Tax Service (Peachtree Simple Payroll or Peachtree Select Payroll). .

the remaining fields for this deduction will remain blank.. there are two steps. Enter a Field Name of Health..... Cindy’s filing status is married. Select G/L Account 24100.. If a field will be used by a few employees or each employee will have a unique value. you set up the field name and account in the Employee Defaults window... Scroll down and find the first available blank line.. Select Maintain.. Remember that married employees will deduct $10 for the group health plan.. Flat-rate fields can be set up for all or just a few employees.. Enter an Employee ID of bentleyc.. Flat-rate fields use the same value from paycheck to paycheck. you simply set up the field in the Employee Defaults window. Default Information.... Payroll fields can be flat amounts or calculated amounts.. Because some employees will deduct $10 and others will deduct $5. If a field will be used by all employees and all employees use the same value. Note that on the Withholding Info tab.... Click OK... while calculated fields use the Payroll Tax Tables to derive the value for the field.... Select the Employee Fields tab. Payroll deductions and additions to pay are the most common payroll fields..... and clear the Use Defaults box... ACTIVITY 22 . you update each employee’s record to indicate the proper amount for the field. Employees. Select the Employee Fields tab. 6 Entering Flat-Rate Payroll Fields ENTERING FLAT-RATE PAYROLL FIELDS . Then...SETTING UP A FLAT-RATE DEDUCTION Abracadabra’s employees have a group health plan that deducts $5 per paycheck for single employees and $10 for married employees. Payroll fields are holding areas for any information that is updated when a paycheck is posted. First...... Scroll down to the Health line.. Employees/Sales Reps.. 4 5 6 7 8 9 80 Peachtree Quantum Advanced Self-Study Guide . Follow these steps to enter a flatrate deduction: 1 2 3 Select Maintain...

and select No when asked if you want to save the transaction. and check the Health deduction. Employees to correct the employee’s record. you may see a warning regarding registering. you indicate that you need to override the defaults. the deduction amount should show –10. To test the deduction for each employee. Repeat this step for all employees. Click Save after each employee.00.When the Use Defaults box is checked. The next time a paycheck is created for Cindy.00 –5. 10 11 12 In the Account field. Once you are finished checking each employee. Select the first Employee ID. For Cindy. Select the next employee. The filing status is listed for reference: Employee #1 Employee ID Filing Status Health Deduction Amount davisj Married Employee #2 evank Single Employee #5 windsorb Single 13 –10. select Close. If an employee shows a Health deduction of 0. bentleyc. enter the following deduction amounts for the remaining employees. Payroll Entry. .00. enter –10. By clearing the Use Defaults box. select No when asked if you want to save the transaction. Using these steps as a guide. select Tasks. 16 17 18 19 20 81 . you need to select Close. Select the Save button on the toolbar.. select 24100. Locate the Health field in the Taxes-Benefits-Liabilities Fields. Entering Flat-Rate Payroll Fields 6 .00 –5.00 14 15 Once you are finished. $10 will be deducted for the group health plan. If you use the default for all employees. In the Amount field.00 or the wrong amount. Again.. you can select the Use Defaults box. Click OK if you receive this warning. and return to Maintain. the default for all employees is used. click Close.

Choose User-Maintained to view the UserMaintained Payroll Formulas window.. User-Maintained Payroll Formulas Window You can use the Payroll Setup Wizard to create formulas for tracking vacation and sick time..... then you have not subscribed to Peachtree’s Tax Service (Peachtree Simple Payroll or Peachtree Select Payroll)........ The Peachtree-Maintained formulas are typically updated through Peachtree’s Tax Service. as well as employee and employer 401(k) contributions....... If your federal and state tax amounts are zero...... 82 Peachtree Quantum Advanced Self-Study Guide . Payroll Formulas to display two options.... Peachtree-Maintained taxes include federal and state taxes that are shared by all companies...... 6 Entering Calculated Payroll Fields ENTERING CALCULATED PAYROLL FIELDS ... Select File... For more information. such as state unemployment insurance and union dues.. while the User-Maintained formulas are updated by you each year... Choose Peachtree-Maintained to view the Peachtree-Maintained Payroll Formulas window.. Calculated payroll fields use the payroll tax tables in Peachtree to derive the value for the field.... see the Peachtree Quantum 2009 Basic Self-Study Guide. UserMaintained taxes include taxes that are specific to your company.

Taxable Gross must be defined in the formula. Payroll Formulas. union dues. The Payroll Tax Report lists Taxable Gross figures based on the formula entered for each tax. Therefore. This name displays in the tax name column on the Employee Fields tab or the Company Fields tab. User-Maintained to open the User-Maintained Payroll Formulas window. • 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. deduction. • Tax agency: Select the government to which this calculation applies. This window is used to set up all other calculated deductions such as garnishments.Payroll Year: The Payroll Year is the last two digits of the calendar year.Select File. Peachtree uses the name to associate a payroll tax with an employee or employer payroll field.Calculation Name: The Calculation name identifies a tax. or accrual. 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. If a State or Local government tax should apply only to a single state or single locality. Entering Calculated Payroll Fields 6 . Fields of interest are described below: • Name: Enter the name of the calculation followed by a space and the two digit payroll year. or local income taxes. . Peachtree will choose the correct tax name based on the check date year. enter the state or 83 ... The name comprises two parts: . .

enter the two-character postal abbreviation.000. In the Memo field. A calculation will be used so that $150 will be deducted per paycheck until the entire loan is paid back. leave the Check Number blank. then Close. Skip the Vendor ID field. Enter 3000. Follow these steps to issue the advance check and set up a calculated payroll field: 1 2 Select Tasks... Ensure the Cash Account selected is 10200. click Save. 3 4 5 6 7 8 9 10 If you do not want to print the check. Write Checks. This field must be duplicated in the State/Locality box in each employee record to whom the tax applies. If you want to print the check. Enter an Expense Account of 14100. 6 Entering Calculated Payroll Fields locality in the field provided. enter a Check Number of 3287. If you do not want to print the check.00 in the Amount field. 84 Peachtree Quantum Advanced Self-Study Guide . enter the name of the locality. ACTIVITY 23 SETTING UP A CALCULATED DEDUCTION Cindy Bentley needs an advance of $3. A check will be cut for her and she will pay back $150 per paycheck. For State. enter Advance of $3000. and enter Cindy Bentley in the Pay to the Order of field. Enter a Date of 02/27/08.. For a locality.

the advance payback calculation needs to be set up. UserMaintained. Employees.. Because this payroll field affects only Cindy. select Maintain. Default Information. To set up the advance payback. Scroll down and find the first available blank line. . Enter a Field Name of EmpLoan.11 If you want to print the check. Enter 3287 for the First Check Number. enter a Formula ID of LOAN08.. 12 Before the next series of paychecks is printed. Payroll Formulas. you will eventually set up the remaining fields for her employee record only. Click OK. and click Print. select File. Entering Calculated Payroll Fields 6 . 17 18 19 20 85 . Then click Close. it is important that you remain consistent in the spelling and capitalization of the Field Name. To enter the calculation information. 13 14 Field Names for calculated payroll fields are often used in payroll formulas. 16 Check the Run box so that the loan amount can be tracked into the next payroll year as well. 15 Select G/L Account 14100. click the Print button. On the User-Maintained Payroll Formulas window. Select the Employee Fields tab. For this reason. The remaining fields will be left blank. Enter a Name of LOAN 08.

enter the following formula. then click Close. a message or series of messages will appear. 22 In the Formula box. LOAN 08 will be used for payroll checks posted in 2008. Use CTRL+ENTER to move to the next line.. select Deduction. 6 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. These messages indicate that the Formula is not entered correctly. you would need to double-check the Formula entered with the one above to correct any mistakes. a new calculation called LOAN 09 must be created. A . When a payroll check for 2009 needs to be posted. In this case. If there is a mistake in the Formula entered. C ) 23 Click the Save button on the toolbar.. A=150. 21 For How do you classify this formula?. 86 Peachtree Quantum Advanced Self-Study Guide . A N S W E R = — I F ( ( A + B ) < L I M I T. C=A—((A+B)—LIMIT). Each character must be entered exactly as shown: LIMIT=3000. B=—YTD(EmpLoan)+EmpLoan..

. Select Maintain. . Entering Calculated Payroll Fields 6 . Payroll Entry. Select bentleyc from the Employee ID lookup list. To test the deduction. Enter 14100 in the Account field. 25 26 27 28 29 30 31 Click Save. then click Close. Enter an Employee ID of bentleyc. Locate the EmpLoan field in the Taxes-Benefits-Liabilities Fields. Check Calculated. Scroll down to the EmpLoan line.. and select LOAN from the Formula lookup list. 32 33 87 . Employees/Sales Reps. Select the Employee Fields tab. select Tasks. Click OK on any warning you receive. and clear the Use Defaults check box.24 Now. Cindy’s employee record needs to be updated to include the calculation.

Once you have verified that the deduction is working. the problem is related to the formula entered. you need to select Close. 36 ACTIVITY 24 . select No when asked if you want to save the transaction.00 or the wrong amount. Scroll down. Typically. 35 If the EmpLoan deduction is 0. Follow these steps to set up the garnishment: 1 To set up the garnishment employee field. A calculation will be used to ensure that the proper amount is withheld.00. and doublecheck the steps you used to set up the deduction. To add this account on the fly. select Maintain.SETTING UP A GARNISHMENT Kirk Evan’s wages need to be garnished for $350 or 20% of wages earned after taxes. Select the Employee Fields tab... 6 Entering Calculated Payroll Fields 34 The deduction amount should show –150. Enter a Field Name of Garnish. The garnishment account has not yet been set up in the chart of accounts. select Close. whichever is less.. Employees. Default Information. so that is a good place to check first. click the lookup magnifying glass in the G/L 2 3 4 88 Peachtree Quantum Advanced Self-Study Guide . and select No when asked if you want to save the transaction. and find the first available blank line.

Click Save. Click OK.. In the Formula box. Use CTRL+ENTER to move to the next line. select Deduction. These messages indicate that the Formula is not entered correctly. 89 . ANSWER=-IF((B+C)<LIMIT. select File. Ensure that G/L Account 23950 is entered on the Garnish line.D) 16 Click the Save button on the toolbar. When a payroll check for 2009 needs to be posted. To enter the garnishment calculation information. Entering Calculated Payroll Fields 6 . 14 15 For How do you classify this formula?. If there is a mistake in the Formula entered. PERCENT=20. Select Other Current Liabilities for the Account Type.. This opens the Maintain Chart of Accounts window. 11 12 13 The Tax Name for any payroll calculation must contain a name followed by a space and then the last two digits of the year.B. then click Close. Enter a Name of GARNISH 08. a new calculation called GARNISH 09 must be created. Because the garnishment affects only Kirk. Payroll Formulas. On the User-Maintained Payroll Formulas window.Account field on the Garnish line. Enter an Account Description of Garnishment Payable. In this case. enter the following formula. you would need to double-check the Formula entered with the one above to correct any mistakes. a message or series of messages will appear. you will set up the remaining fields for his record only. A=ADJUSTED_GROSS+Fed_Income+Soc_Sec+Medicare+St_Income. The remaining fields will be left blank. D=B-((B+C)-LIMIT). GARNISH 08 will be used for payroll checks posted in 2008. C=-YTD(Garnish)+Garnish. Each character must be entered exactly as shown: LIMIT=350. . then Close to return to the Employee Defaults window. 5 6 7 8 9 10 Enter an Account ID of 23950. then click the New button located at the bottom of the lookup list. enter a Formula ID of GARNISH8. User-Maintained. B=A*PERCENT%.

. Once you have verified that the deduction is working. Locate the Garnish field in the Taxes-Benefits-Liabilities Fields. Kirk’s employee record needs to be updated to include the calculation. select Tasks. and clear the Use Defaults check box. Select Maintain. Click the Adjust arrow button on the Garnish line. Click Save. Select the Use check box for Gross. Check Calculated. 25 26 27 Click OK. Select the Employee Fields tab. Enter an Employee ID of evank. Employees/Sales Reps.. Typically. Payroll Entry. select No when asked if you want to save the transaction. the problem is related to the formula entered. so that is a good place to check first. 18 19 20 21 22 23 24 The Calculate Adjusted Gross window defines the ADJUSTED_GROSS variable used in payroll formulas. you need to select Close. Enter 23950 in the Account field. If the Garnish deduction is 0.00. 6 Entering Calculated Payroll Fields 17 Now.. and double-check the steps you used to set up the deduction. select Close. Selecting Gross defines ADJUSTED_GROSS as just the Gross pay amount for the garnishment calculation. Select evank from the Employee ID lookup list. The Calculate Adjusted Gross window opens. and select GARNISH from the Tax Name lookup list. Click OK on any warning you receive. To test the deduction. Scroll down to the Garnish line. 28 29 30 31 90 Peachtree Quantum Advanced Self-Study Guide . and select No when asked if you want to save the transaction. then click Close.

. If a ticket is assigned to a job..T IME AND B ILLING .. The flow of Time and Billing tasks is illustrated below: Ti me Ti ck ets Sales/ I nv oi c i ng Sales J ou r n al Expense Tic kets Jo b Co st General L edg er Payro l l E n tr y Payroll J ou r n al 91 . the Payroll or Accounts Receivable transaction created based on the ticket will update Job Cost...... T ime and Billing tracks time spent and expenses incurred while working on customer-related tasks............. These amounts are tracked using tickets that can be used to pay employees and to bill clients. 7 Time and Expense Tickets are available in Accounts Receivable for billing on a sales invoice....... The Payroll or Accounts Receivable transactions created based on Time and Expense Tickets update the journals. The journals in turn update the General Ledger......... Time Tickets can be used to pay employees.

Expense Ticket s Expense tickets are used to track and aid in the recovery of customer-related expenses that are not based on time. These durations can be associated with customers. job..... job. Time tickets record activities that have a timed duration associated with them... Activity items identify the type of work recorded on a time ticket... Peachtree Quantum Advanced Self-Study Guide ... jobs... For example.. Who--Who did the work? Did What--What did the employee do? For Whom--For which customer.... an employee who travels to a customer’s office can record the mileage on an expense ticket.. Each unit duration entered under a daily column represents an individual time ticket. Employee time tickets can also be applied to a paycheck if the employee is to be paid based on recorded time ticket hours... 92 7 Time and Billing Ticket Types TIME AND BILLING TICKET TYPES ...... Each ticket can be assigned to a customer.. Each ticket has its own special type of inventory item... Time Ticket s Time tickets are used to record time spent by individual employees or vendors for activities performed... When we use time tickets...... we answer five questions. Charge items identify the type of expense recorded on an expense ticket. or administrative task.. Expenses can be various charges related to a service being offered to your customer.. 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..... To track time and expenses. Peachtree uses time tickets and expense tickets... or administrative projects. You can include billable time ticket durations on customer sales invoices. • Weekly: The weekly time sheet displays all the time tickets for a selected employee or vendor based on the Week Including date.

. Adding Time Ticket Employees 7 ..Using Ti me and Expense Ti ckets You can track time and expense tickets for customers. For instance...... and cost codes. you may want to track the expenses incurred by an employee during a business trip. Time tickets can be entered for any employee... you can record time spent and expenses incurred for jobs. During payroll entry.......... including overhead and labor costs... or administrative purposes.. You can later apply billable time and expense items to the customer’s invoice. • Administrative: You can track internal activities using Time and Billing that can effectively manage process-control and overhead costs for your business.. 93 ... .. jobs..... • Jobs: If you are tracking jobs.. phases.. ADDING TIME TICKET EMPLOYEES . The advantage to recording time and expense for jobs is that you can track details related to the completion of the project.. Each tracking option is detailed below: • Customers: Time spent and expenses incurred can be associated with customers you intend to bill in Sales/Invoicing.. Job-related time tickets recorded for a time ticket employee automatically distribute the wage expense to the job when the employee is paid....... You should record time and expenses for customers if you are not using job costing or if the item is not related to a job.. but only employees using the Pay Method Hourly--Time Ticket Hours can be paid based on the time tickets recorded. you can add or modify hours worked if the employee worked additional hours during the payroll period..

00 Employee/Sales Rep/Both Address Telephone 1 Social Security Hired Date Pay Method Rate Used to Bill Customer Pay Frequency Regular Hourly Rate Overtime Hourly Rate Federal Filing Status Federal Allow State Filing Status State Allow State/Locality Local Filing Status 401k% 3 Click Close when you are finished.. Atlanta. then Employees/Sales Reps from the Menubar. Peachtree St.. GA 30112 770-555-0278 478-55-9645 2/11/08 Hourly-Time Ticket Hours 50.00 24.00 Married 2 Married/Jointly 0 GA Not Required 5.ADDING TIME TICKET EMPLOYEES On February 13th.00 Employee #2 mallardr Rick Mallard Both 19 S.00 20. Follow these steps to add these employees: 1 2 Select Maintain.00 Weekly 16. Enter the following information for each employee. 94 Peachtree Quantum Advanced Self-Study Guide . Abracadabra hired two new employees who will be paid based on time ticket hours. Bridge St.50 Single 1 Single 0 GA Not Required 10. 7 Adding Time Ticket Employees ACTIVITY 25 .. remembering to click Save after each employee: Employee #1 Employee ID Name shawb Bert Shaw Both 232 W. Decatur. GA 30224 404-393-0786 232-09-4796 2/11/08 Hourly-Time Ticket Hours 45.00 Weekly 13.

........ENTERING ACTIVITY AND CHARGE ITEMS ........ • Item Type: This case-sensitive field can be used to filter records for reporting purposes... Activity Item and Charge Item are the two classes used for time and billing items. 95 .. • Charge Items: Charge items are expenses recorded by an employee or vendor as a result of services performed for a customer or job...... The charge item in this example would be Lodging. an employee travels to a customer’s office in another state and pays for the hotel room.. jobs. Charge items are used to identify the type of expenses recorded on expense tickets. the Item Class field cannot be changed.. One of your employees will create the logo for them. For example. or internal purposes. Different fields will be available for each inventory class. The activity item in this example would be Logo Design.. • Activity Items: Activity items are time-measured tasks performed for customers.. Once an item has been saved.. • Item Class: Select an item class from the drop-down list... For example. Both activity items and charge items are set up as inventory items in the Maintain Inventory Items window. Charge items are also used to record administrative expenses within the company and even employee out-of-pocket reimbursable expenses.. .... Entering Activity and Charge Items 7 ...... a customer needs a company logo.. Activity items are used to identify the type of work recorded on time tickets..

ADDING ACTIVITY ITEMS The employees paid based on time ticket hours will work on programming tasks.50 0.00 0. Inventory Items from the Menubar. 7 Entering Activity and Charge Items ACTIVITY 26 . Enter the following information for each activity.. Click the drop-down arrow to access the price fields.00 42. Inventory Items from the Menubar. ACTIVITY 27 .00 43.ADDING CHARGE ITEMS The most common expenses that are tracked and billed to the customers will be entered as charge items.00 40400-P 2 Hour Activity Item #3 admin Administrative Tasks Activity item progc-ht HTML ProgrammingCommercial Activity item HTML programming for commercial web site 45. Activity Item #1 Item ID Description Item Class Description for Sales List Price Personal Commercial GL Income Acct Item Tax Type Stocking U/M 3 Activity Item #2 progp-ht HTML ProgrammingPersonal Activity item HTML programming for personal web site 45. These tasks will be set up as activity items so that time tickets can track the time they work.. Follow these steps to set up activity items: 1 2 Select Maintain. you will initially see Billing Rate. 96 Peachtree Quantum Advanced Self-Study Guide . as well as administrative tasks.25 40400-C 2 Hour 41000 2 Hour Click Close when you are finished.. Remember to click Save after each item: For the price field. Follow these steps to set up charge items: 1 Select Maintain.

2 Enter the following information for each charge item. 97 .00 41000 1 Each Charge Item #3 misc-10300 Parking Fees Charge item Parking Fees 10.00 41000 2 Each Item ID Description Item Class Description for Sales List Price GL Income Acct Item Tax Type Stocking U/M 3 misc-10100 Copies Charge item Copies 0.13 41000 1 Each Click Close when you are finished.. .. Remember to click Save after each item. Entering Activity and Charge Items 7 . Charge Item #1 Charge Item #2 misc-10200 Faxes Charge item Faxes 5.

7 Entering Time Tickets ENTERING TIME TICKETS ...... You can enter single daily time tickets on the Time Tickets window........ Time Tickets from the Menubar. select Tasks.... or administrative tasks. such as talking on the phone with a client or researching information for a project.... tasks for jobs.. or you can enter several time tickets at once using a weekly time sheet...... Time tickets record an activity that has timed duration associated with it... To enter time tickets. Each tab is described below. There are two methods for entering time tickets.. Ti me Tickets Wi ndow The Time Tickets window is used to enter information on tasks for customers.... Employees or vendors can record time spent performing activities.... Time tickets recorded can be used to pay employees and to bill customers. Fields of interest are described below: 98 Peachtree Quantum Advanced Self-Study Guide ...... Time/Expense.....

. all time and expense tickets applied to the invoice will no longer be marked as applied to an invoice. • Has this ticket been applied to an invoice: This field tells you when the ticket has been applied to a customer invoice. If you delete an invoice created from time or expense tickets. • Enter Time/Calculate Time: Select Enter Time to enter the length of time for the ticket. After the ticket has been applied to a sales invoice. • To be applied: Select Customer Invoice.• Employee/Vendor: Select either Employee or Vendor from the drop-down list. Administrative time tickets are non-billable and are only used for tracking employee time. as well as a break time. enter the ID of the customer or job for whom the activity was performed. 99 . Customer and job time tickets will be available in Sales/Invoicing. click Start Timer. .. Entering Time Tickets 7 . you cannot apply the ticket again. Select Calculate Time to enter a start and end time. then enter the ID of the employee or vendor who is performing this activity. You can then apply these tickets to a new sales invoice. If you want to time the activity. such as a phone call. If you select Customer Invoice or Job. or Administrative Task from the dropdown list. you track the actual hours. Job. Using this option.

and a Break of 1:00. • Billing Type: Select the kind of billing the time ticket will use. For time tickets using the Employee Rate or Activity Rate. choose To a Customer Invoice. Follow these steps to enter time tickets using the Daily tab: 1 2 3 4 5 6 7 Select Tasks. Time Tickets. This field will not be available if you selected Flat Fee as the Billing Type. Non-Billable means it will not show up in Sales Invoicing at all. Enter an End time of 4:00 PM. For time tickets using an Override Rate. His work for the week will be entered using time tickets.. Time/Expense. you must enter a billing rate in this field. From the To be applied drop-down list. No Charge means it can show up in Sales Invoicing but at a zero dollar amount. Leave Pay Level set to Regular. These time tickets will be used to pay Bert and to bill customers for the work he has performed.. 8 9 10 100 Peachtree Quantum Advanced Self-Study Guide . • Has this ticket been applied to Payroll?: Indicates whether the time ticket has been applied to one or more of the employee’s paychecks. Billable means the ticket will be available for billing Sales Invoicing. Choose progc-ht from the Activity Item lookup list. Notice the Duration is 6:30. This field is not available when recording administrative tickets. Enter 02/11/08 in the Ticket date field.50. while the Unit duration displays the whole number of 6.ENTERING TIME TICKETS USING THE DAILY TAB Bert Shaw was hired on February 11th and is paid based on the exact hours worked.. press ENTER or TAB to move to the next field. Each affects the billing rate and billing amount in a different manner. This box is selected automatically when a paycheck that uses the time ticket is entered ACTIVITY 28 . • Billing Rate: Enter or select the rate for the time ticket. From the Employee lookup list. and do not check Has this ticket been applied to Payroll. Enter marriottw for the customer. 7 Entering Time Tickets • Billing Status: Select the status here. After you have entered the times. select shawb. this value is multiplied by the Unit Duration to calculate the Billing Amount. Choose Calculate Time with a Start time of 8:30 AM.

. 101 . Select a Billing type of Activity Rate.11 12 Leave the Billing status set to Billable. 14 15 Click Save to record the time ticket. The customer will be billed the regular activity rate. Entering Time Tickets 7 .. 13 Use the Billing rate drop-down list to select List Price. . Continue this activity on the next page.50.The Billing amount should be 292. Press ENTER or TAB to move to the next field.

50 Time Ticket #2 Employee shawb Customer Invoice turnerb admin 02/13/08 8:00 AM 5:00 PM 1:00 No Charge Activity Rate 0.00 8.00 0. 7 Entering Time Tickets 16 Using these steps as a guide.00 17 Once you have entered the last time ticket for Bert.. Remember to click Save after each ticket. The Unit duration and Billing amount are listed for reference only: Time Ticket #1 Employee–Vendor ID To be applied ID Activity Item Ticket Date Start time End time Break Billing status Billing type Billing rate Unit duration Billing amount Employee shawb Customer Invoice turnerb progp-ht 02/12/08 8:30 AM 5:00 PM 1:00 Billable Activity Rate 45.00 7. select Close. Many of the fields described on the Time Tickets window are found on the Weekly 102 Peachtree Quantum Advanced Self-Study Guide .. enter the following time tickets. 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..50 337.

5. Each activity will appear on a line on the Weekly Timesheet. select Customer and press TAB to move to the next field.Timesheet window. For example. ACTIVITY 29 . These time tickets will be used to pay Rick and to bill customers for the work he has performed. In the Customer/Job/Administrative field. 4 hours and 30 minutes would be entered as 4. Enter progp-ht. Set Billing Status to Billable. . Enter a Customer ID of bishopk. Follow these steps to enter time tickets using the Weekly tab: 1 2 3 4 Select Tasks.ENTERING TIME TICKETS USING THE WEEKLY TIMESHEET Rick Mallard was hired on February 11th and is paid based on the exact hours worked. Time/Expense.. Enter daily duration amounts in decimal format. Each duration for the activity will appear in a date column. Enter 02/16/08 in the Week including field. Click in the Activity Item field on the first line. Each duration entered represents a single daily time ticket. His work for the week will be entered using time tickets. 103 5 6 7 . Enter mallardr for the Employee. Entering Time Tickets 7 .. The fields that are exclusive to the Weekly Timesheet window are listed below: • Daily Columns: Enter the time duration for the activity in the appropriate date column. Weekly Timesheet.

00 Regular 13 Select Save when finished.50 in the 2/11 column on the first line.. Billing Rate should show 45. 104 Peachtree Quantum Advanced Self-Study Guide . enter the remaining time tickets for Rick. The Totals field is listed for reference only: 2nd Line Customer/Job/Ad ministrative Customer/Job ID Activity Item Billing Status Billing Type Billing Rate Pay Level M 2/11 T 2/12 W 2/13 T 2/14 F 2/15 Total Hours 3.. then Close.00.50 4. Leave Pay Level set to Regular.50 4.00 12.00 Regular admin Non-Billable Administrative 3rd Line Customer marriottw progc-ht Billable Activity Rate 45. Using these steps as a guide..00 5. 7 Entering Time Tickets 8 9 10 11 12 Leave Billing Type set to Employee rate.00 7. and press TAB.00 3. Enter a duration of 4.00 0. and press TAB.

Ensure the Cash Account selected is 10300.. When time ticket employees are selected in either the Payroll Entry window or the Select Employees to Pay window.USING TIME TICKET HOURS IN PAYROLL Bert and Rick need to be paid on February 16st for the work they have performed.. If you want to print the check. If the time tickets are associated with jobs... Employees assigned to the Pay Method of Hourly--Time Ticket Hours can be paid based on the time tickets recorded. leave the Check Number field blank..... Change the Date and the Pay Period End to 02/15/08.... Choose mallardr from the Employee ID lookup list....... the hours will automatically be allocated to the jobs..USING TIME TICKETS TO PAY EMPLOYEES . The time tickets entered for each will provide the exact hours worked for the paychecks. Using Time Tickets to Pay Employees 7 . If you do not want to print the check.. ACTIVITY 30 ... enter a Check Number of 1212. 105 ...... their hours are calculated based on the time tickets recorded..... Payroll Entry.... Both the Pay Frequency of the employee and the Pay Period End date used in Payroll Entry determine which time ticket hours the employee will be paid for.... ..... Follow these steps to enter paychecks using time ticket hours: 1 2 3 4 5 6 Select Tasks..

00. click the Print button. and Gross Pay should be $312. enter a Check Number of 1213. 8 9 If you do not want to print the check. If you want to print the check.. If you want to print the check. Choose shawb from the Employee ID lookup list. Ensure the Cash Account selected is 10300. 7 Using Time Tickets to Pay Employees 7 Regular hours should equal 24. and click Print. 10 11 12 13 14 106 Peachtree Quantum Advanced Self-Study Guide . If you do not want to print the check.00... Enter 1212 for the First Check Number. Change the Date and the Pay Period End to 02/15/08. leave the Check Number field blank. click Save.

15 Regular hours should equal 22. 16 17 If you do not want to print the check. Using Time Tickets to Pay Employees 7 . 107 .00.. Enter 1213 for the First Check Number. click Save. click the Print button..00. and Gross Pay should be $352. Click Close. If you want to print the check. and click Print. then Close. .

....... 7 Entering Expense Tickets ENTERING EXPENSE TICKETS ..... Employees or vendors can record expenses performing tasks such as making copies or sending faxes..... 108 Peachtree Quantum Advanced Self-Study Guide .... Time/Expense... To enter expense tickets.... Expense tickets record customer-related expenses. Expense tickets can be used to bill customers and to track reimbursable employee expenses. select Tasks. Expense Tickets from the Menubar....................

. When entering an administrative ticket. the status can be changed by editing the ticket. If you select Customer Invoice or Job. Entering Expense Tickets 7 . . Job. . Expense tickets selected as reimbursable to the employee can be viewed in the Reimbursable to Employee Expense report. 109 .Billable: Makes the ticket available in Sales/Invoicing for customer billing. • Billing status: Select from the following choices: . this status is automatically applied. Customer and job time tickets will be available in Sales/Invoicing. This status can be used to let the customer know that work was performed at no charge.No Charge: Forces the Billing Amount to zero and makes the ticket available in Sales/Invoicing. At a later time.Hold: Makes the ticket unavailable in Sales/Invoicing. Fields of interest are described below: • To be applied: Select Customer Invoice. • Reimbursable to employee: Select this check box if the expense needs to be paid back to an employee.Expense Tickets Window The Expense Tickets window is used to enter information on customer-related costs. enter the ID of the customer or job for whom the expense was incurred. Administrative time tickets are non-billable and are only used for reporting purposes.Non-Billable: Makes the ticket unavailable in Sales/Invoicing. ... or Administrative Task from the dropdown list.

9 10 11 12 13 110 Peachtree Quantum Advanced Self-Study Guide . On the Expense Tickets Note window. Enter a Quantity of 3. Select Vendor from the Employee–Vendor radio buttons. Enter a Unit Price of 5. Click the Note button in the toolbar. The Ticket Date is 02/22/08. Select 01comp for the Vendor.00. In the Customer field. Time/Expense. Enter misc-10200 for the Charge Item.. Expense Tickets. 7 Entering Expense Tickets ACTIVITY 31 . Leave the default Billing Status. enter turnerb. enter Our fax down..00. This will create an internal note for this ticket. had to use Computers R Us to send faxes.ENTERING EXPENSE TICKETS The expense tickets turned in February need to be entered. The resulting Billing Amount should be 15.. Click OK. Follow these steps to enter expense tickets: 1 2 3 4 5 6 7 8 Select Tasks.00.

enter the following expense tickets.00 Expense Ticket #2 Employee davisj Customer Invoice langley misc-10300 02/21/08 checked Delivered contract to customer and paid for parking Billable 1. . The Billing Amount is listed for reference only: Expense Ticket #1 Employee–Vendor ID To be applied ID Charge Item Ticket Date Reimbursable to Employee Internal Note Billing Status Quantity Unit Price Billing Amount Employee mallardr Customer Invoice bishopk misc-10100 02/21/08 unchecked Customer requested hard copies of web site Billable 100.00 10. Entering Expense Tickets 7 ..00 16 Click Close when you are finished.00 10.00 0.14 15 Click Save to record the expense ticket. 111 . Using these steps as a guide.13 13..

You cannot apply Administrative tickets to sales invoices since they are not associated with a customer or job....... Apply Tickets/Expenses Window To apply tickets to an invoice... The Time Tickets tab. 112 Peachtree Quantum Advanced Self-Study Guide . Tabs are available for Time Tickets...... Expense Tickets tab.. mark all for billing.. click the Apply Tickets/Expenses arrow button on the Sales/Invoicing window. • Use Item Description for Invoicing: Select this option to display the item description on the customer invoice.. Multiple time tickets can be consolidated into a single group that would appear as one line item on the invoice.. Only those tickets that have a billing status of Billable or No Charge are available to apply to sales invoices.. Once time and expense tickets are applied to a sales invoice. You can use buttons in the toolbar to write-up tickets.... and Reimbursable Expenses........ or mark tickets as non-billable.. Expense Tickets... 7 Applying Tickets to Sales Invoices APPLYING TICKETS TO SALES INVOICES .. You can write up time and expense items on the sales invoice. and fields of interest are described below: • 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.... allowing you flexibility in billing amounts... You can also consolidate expense ticket items into a single group.. the items are marked as used and cannot be applied to a second invoice... Time and expense tickets can be applied to sales invoices to bill customers for time spent or expenses incurred...

113 . • Invoice Amount: Displays the amount that will be billed for the ticket on the customer invoice. Tickets will be summarized on the invoice based on the consolidation method. Enter a Date of 02/29/08. • Consolidate by: Select the method of consolidation to use for the tickets selected. From the Customer ID lookup list. • Use: Select this check box to apply this ticket to the invoice. enter an Invoice # of 22003.These options are available only if No Consolidation is selected in the Consolidate By drop-down list. Follow these steps to apply time and expense tickets to customer invoices: 1 2 3 4 5 Select Tasks. ACTIVITY 32 . Each ticket will be applied to a sales invoice. ... If you do not want to print the invoice. • No Bill: Select this check box to change the ticket’s Billing Status to non-billable. which will be sent to the customer. enter a new amount or use the Write Up button to calculate new invoice amounts for the tickets selected. The ticket will not appear on the customer invoice and will not be available for billing in the future. Applying Tickets to Sales Invoices 7 . Sales/Invoicing. select bishopk. leave the Invoice # blank. If necessary. If you want to print the invoice.APPLYING TIME AND EXPENSE TICKETS TO CUSTOMER INVOICES Time and expense tickets need to be billed to a few customers.

If you want to print the invoice... Select the Use check box for the one expense ticket present.28. Since the Billing Rate was used for the ticket. enter an Invoice # of 22004. select marriottw. click Save. and click Print. Click OK on the toolbar to apply the tickets to the invoice. From the Customer ID lookup list. If you do not want to print the invoice. 7 Applying Tickets to Sales Invoices 6 Click the Apply Tickets/Expenses arrow button located in the lower-left corner of the Sales/Invoicing window. There should be two lines listed on the invoice with an Invoice Total of 216.. Enter 22003 for the First Invoice Number. Select Use Item Description for Invoicing. click the Print button. If you want to print the invoice. If you do not want to print the invoice. leave the Invoice # blank. Select the Use check box for the one time ticket present. Select the Expense Tickets tab. there is no need to write up the amount. 8 9 10 11 12 13 14 15 16 17 18 114 Peachtree Quantum Advanced Self-Study Guide . so choose Use Item Description for Invoicing. Enter a Date of 02/29/08. 7 A Ticket Description for Invoicing was not entered for the time tickets.

Applying Tickets to Sales Invoices 7 . click Save. and click Print. click the Print button. . Click Close. there is no need to write up the amount. If you do not want to print the invoice. Select Activity Item in the Consolidate By drop-down list. If you want to print the invoice. 20 Select the Use check box for each time ticket present...19 Click the Apply Tickets/Expenses arrow button located in the lower-left corner of the Sales/Invoicing window. Enter 22004 for the First Invoice Number.50. Click OK on the toolbar to apply the tickets to the invoice. There should be one line listed on the invoice with an Invoice Total of 607. 21 22 23 24 25 26 115 . Since the Billing Rate was used for the ticket.

92 1.. 7 Time and Expense Reports TIME AND EXPENSE REPORTS ... This report can be summarized by customer... To preview or print these reports.. 5/1/03 at 15:45:33. The report can be summarized by billing status...92 399.30 31 ....92 1..92 399...76 ARCENEAUX-01 000013 399.73 Page: 1 of 1 Bellwether Garden Supply Aged Tickets As of Mar 31.......60 61 . billing status. Report is printed in Detailed Format..92 399.199. 116 Peachtree Quantum Advanced Self-Study Guide . Report Descr iptions • Aged Tickets: This report shows the aging status of time and expense tickets for specific customers that have not been billed.92 399.92 399..90 Over 90 day Billing Amount Total Billing 399..76 • Employee Time: A listing of time tickets recorded by employee. Time and expense reports provide information related to tickets entered. It is useful for tracking how employee time is being spent......92 399.. 2007 Filter Criteria includes: Report order is by For Customer ID... item...92 399. For Customer ID ALIGOOD-01 Ticket Number 000011 000012 0 . as well as tickets used in Payroll and Accounts Receivable... item.92 CHAPMAN-MUR 000014 399... It is useful for determining which tickets need to be billed to customers.. or job to aid in analysis... or job/phase to show how the unused billable tickets are aged in each of those categories.92 399..199. select Time/Expense from the Reports & Forms menu.92 399..

ticket date. see the number of hours an employee worked. and identify your customers’ needs for the future. It is useful for preparing expense checks. item ID. This report is useful for verifying that all expense tickets have been entered and billed. This information is useful for verifying that all time tickets have been entered and billed. and billing amount. • Ticket Listing by Customer: Lists work performed and billing amounts by customer. to determine whether you need to charge more for an activity or charge item based on its use. By viewing this report. see which activity or charge item you provide most for your customers. 117 . This report is useful for answering customer questions about a bill. You can verify that employee time sheets are accurate. • Time Ticket Register: Tracks time spent on work related to jobs. • Reimbursable Employee Expense: This report lists expense tickets selected as reimbursable to employees. you can see what the employee or vendor has recorded. type of ticket. customers. This report helps track tickets for each employee or vendor. This report is useful if you pay employees based on time tickets and you want to preview payroll information before paychecks are entered. You can enter the customer ID and invoice number on the filter window to display all tickets applied to the invoice that fall within a specific date range. • Tickets Used in Invoicing: A list of tickets that have been billed to customers. This report lists all time tickets and the billing status of each.. Using this report. including the ticket number. This report can be used to see how your business is doing based on each item. to estimate the duration of activity items. . • Tickets Recorded By: Lists tickets recorded by each employee or for each vendor. or administrative tasks. and see which tickets the employee has been paid for. • Payroll Time Sheet: A list of time tickets recorded by employees for a specified pay period. Time and Expense Reports 7 . you can evaluate customer revenue. • Tickets by Item ID: Lists each activity and charge item by ID..• Expense Ticket Register: Lists each recorded expense ticket. and to determine which items produce the most revenue.

7 Time and Expense Reports 118 Peachtree Quantum Advanced Self-Study Guide ....

The journals in turn update the General Ledger........ ob Cost can be updated by many types of transactions... and General Journal entries to jobs all update Job Cost...... job-related Time and Expense tickets........J OB C OST .. Sales of items and purchases of non-stock items.... payroll checks allocating hours or wage expenses to jobs. inventory adjustments to jobs... Each transaction updates the journals.... The flow of Job Cost tasks is illustrated below: J 8 Jo b Cos t Payroll Entry Payroll Jou r n al Ex pe nse Tic kets Ti me Ti ck ets Sales/Invoicin g Sales Jou r n al Pu rch ase s/ Rece ive In ven tory Pu rch as es Jo urn al General L edg er In ven tory Adjustme nts In ve nto ry Ad ju stme nts J ou rn al G en er a l J ou r n al E nt r y Gen er al Jo ur na l 119 .....

. This gives the dealer the ability to track which cars are more profitable in order to make better buying decisions in the future. If the law firm sets up each location as a job.. then needs to track the expense incurred as the vehicle is cleaned and repaired for sale. if separate billing is required for different services you provide.. This makes it easy to get reports that show both the estimated expense (budget). When applying reimbursable expenses in sales invoicing.. and the actual expense (money spent) for each grant. 120 Peachtree Quantum Advanced Self-Study Guide . Simply set up each service as a job for the customer. In contrast. • Another example could be a firm that bills for time. When the car is ready for sale..... Jobs can be set up to track the money received and expensed from grants.. Therefore. the revenue can be applied to the job as well. So. As money is spent.. 8 About Jobs ABOUT JOBS . with the corporation as the customer. they are applied to the job as well. jobs can be set up to track profitability for a wide variety of processes or business functions.. When the car is sold. they insist on being billed by location.... a large corporation might employ a law firm... a customer or vendor is basically the same regardless of the type of business you run... the total of the applied expense is the actual cost of the car... you can use jobs to help you track profitability on countless tasks... Most people think of jobs as something used only for constructiontype businesses. This can be especially helpful when all the money is handled in one bank account.. As expenses are incurred. the transactions are applied to the job... Here are a few examples: • A used car dealer purchases automobiles. The car can be set up as a job.. Why use jobs? You have the ability to track many jobs for a single customer. Peachtree makes it easier for you to track your time for billing purposes. The purchase of the car is then applied to the job. However... The corporation has many locations that use the law firm's services and wants to track expenses by location... 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. Each grant can be set up as a job with budget figures entered as estimates of the job. As an example.. and cost code.. In accounting. phase...... • A third example might be a non-profit agency.. All of the previous chapters dealt with specifically defined records.. you can sort and consolidate by job....

...... BILLING AND RETAINAGE On the Billing and Retainage tab....... labor burden options. and the custom field labels used by jobs. Job Defaults Wi ndow The Job Defaults window is used to enter billing and retainage options... select Default Information..... as well as the accounts to which retainage amounts will be applied when you enter sales and purchase invoices...... 121 . Entering Job Defaults 8 . .... you can enter a default billing method and default retainage percentage for your jobs.......ENTERING JOB DEFAULTS ...... Jobs from the Maintain menu.. To access the Default Information window for jobs....

you will enter a default labor burden amount for your jobs here. Also. In addition. L A BO R B U RD E N T AB If you apply labor burden during payroll entry. enter any custom field labels you want to use for your jobs. 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. 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.. 122 Peachtree Quantum Advanced Self-Study Guide . CUSTOM FIELDS TAB On this tab.. 8 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..

.. the next step is to enter jobs... and cost codes.. Jobs from the Maintain menu..... Each tab is described below: 123 . phases. .. Adding Jobs 8 ....ADDING JOBS .... change..... After entering the default information for jobs... Phases and Cost Codes............ Maintain Jobs Window The Maintain Jobs window is used to enter.. To add jobs... Select Job Costs from the Maintain menu to display three additional options for Jobs.... and store information about your jobs... select Job Costs.

. This description displays in lookup lists and on reports. transactions. • Job Type: This case-sensitive field can be used to filter records for reporting purposes. 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. and beginning balances are entered. • Use phases to track job in more detail: Check this box if the job is divided into phases. Fields of interest are described below: • For Customer: Select the ID of the customer to whom the job is assigned. and reports. Inactive records are deleted when the purge utility is run. Inactive records can be used in transactions. and cost codes are entered. GENERAL TAB Jobs are entered and maintained on the General tab. This tab is explained in more detail later in this chapter. 8 Adding Jobs HEADER FIELDS • Job ID: Identifies the job in lookup lists. jobs are assigned to customers. job starting and ending dates are selected. • Description: Enter a brief description for the job. 124 Peachtree Quantum Advanced Self-Study Guide . phases.. reminding you of the inactive status. but a message appears. 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. From this window. This is a required field if you want to use the Apply Reimbursable Expenses feature. • Inactive: Check this box to make the ID inactive.. if all transactions related to the record have been purged.

Jobs from the Menubar. Another job will be set up for Kelly Bishop. .. Follow these steps to enter a job: 1 2 3 4 5 6 Select Maintain. Adding Jobs 8 . it will be set up as a job. To track expenses and revenue pertaining to this contract. Select marriottw from the For Customer lookup list. Enter 02/04/08 in the Start Date field. it will be billed on a costprocess basis. Job Costs.NOTES TAB Use this tab to keep track of notes related to the job. Select the Use phases to track job in more detail check box. Because her Web site is a one-day job. Enter cws-marriott-01 in the Job ID field. 125 . ACTIVITY 33 . Enter Marriott (Windy Hill) Web Site in the Description field..SETTING UP A JOB Marriott hotels has contracted with Abracadabra to create and maintain the Web site for their Windy Hill Road location for three months.

Select bishopk from the For Customer lookup list. enter COSTPROC.. Enter Kelly Bishop Web Site in the Description field. enter the job information for Kelly Bishop’s Web site. 8 9 Click Save & New. In the Job Type field. Enter 02/04/08 in the Start Date field. 8 Adding Jobs 7 In the Job Type field. 10 11 12 13 14 15 126 Peachtree Quantum Advanced Self-Study Guide . enter COSTPLUS. Click Save. Now.. The remaining fields should be left blank. then Close. Enter pws-bishop01 in the Job ID field.. Ensure that the Use phases to track job in more detail check box is clear.

Fields of interest are described below: • This phase uses the cost type: Select this option if the phase is not divided into cost codes. select Job Costs.. Enter 010-planning in the Phase ID field..... Maintain Phases Wi ndow The Maintain Phases window is used to enter.... 127 .... Phases are used to divide jobs into segments......... .. Abracadabra will use phases to divide the job into parts. • This phase uses cost codes: Select this option if the phase is divided into cost codes. Jobs Costs.To add phases.SETTING UP PHASES To have more detailed tracking of the jobs.. Adding Phases 8 .. Phases.. If you select this option.. and store information about the phases of your jobs. A phase can be defined as a specific period of time..... Follow these steps to enter phases: 1 2 Select Maintain. Phases that do not use cost codes categorize expenses into one of five cost types.. or any other division that breaks a job into clearly defined segments. choose a Cost Type from the drop-down list.ADDING PHASES . ACTIVITY 34 .... change.... Phases from the Maintain menu. a specific type of activity.... you must select a Cost Type for the phase... If you do not use cost codes with this phase..

Select This phase uses the cost type.. and choose Other from the list. Click Save. Using these steps as a guide.. 8 Adding Phases 3 4 Enter Planning in the Description field. and choose Other from the list. Enter 998-overhead in the Phase ID field. then Close.. Select This phase uses the cost type. enter the remaining phases. 128 Peachtree Quantum Advanced Self-Study Guide . Select the This phase uses cost codes radio button. Enter Overhead Expenses in the Description field. Click Save & New to add the next phase. Remember to click Save & New to add the next phase: Phase ID 020-design 030-proofing 040-printing Description Design and Layout Proofing and Touch-up Printing and Delivery This phase uses cost codes selected selected selected 7 8 9 10 11 12 13 14 Two additional phases will be set up for additional job expenses and revenue. Enter 999-revenue in the Phase ID field and Revenue in the Description field. 5 6 Click Save & New to add the next phase.

. ACTIVITY 35 ..... . Follow these steps to set up cost codes: 1 2 3 Select Maintain..SETTING UP COST CODES Cost codes will be added to allow even more detailed tracking of jobs....ADDING COST CODES ... Adding Cost Codes 8 ... 129 ..... Using cost codes provides a greater level of detail for tracking job expenses and revenues. select Job Costs. Cost Codes from the Maintain menu.......... and store information about the cost codes that make up each phase. Cost codes identify a specific cost within a phase..... To add cost codes. Cost Codes. Jobs Costs.. change. Each cost code must have one of the five cost types associated with it.. Maintain Cost Codes Window The Maintain Cost Codes window is used to enter. In the Cost ID field enter 010-books... general cost codes and add more when new types of expenses are incurred... Enter Web Info Books for the Description. It is best to start with a few......

5 6 Click Save & New to add another cost code. 8 Adding Cost Codes 4 Select Materials from the drop-down list. Using these steps as a guide... Remember to click Save & New to add the next cost code: Phase ID 020-direct labor 030-indirect labor Description Direct Labor Subcontracted Labor Cost Type Labor Labor 7 Click Close when finished.. enter the remaining cost codes. 130 Peachtree Quantum Advanced Self-Study Guide .

.... If you entered beginning balances in Accounts Payable or Accounts Receivable and the transactions were applied to jobs....ENTERING JOB BEGINNING BALANCES .. ..... Entering Job Beginning Balances 8 .......... phases..... If you entered transactions that should have been applied to job cost but were not... Job beginning balances do not affect the General Ledger.. double-click the job... Beginning balances are job-related expenses or revenues that have been recognized prior to using Peachtree.. Beginning balances are assigned to jobs using the Job Beginning Balances button on the General tab... and cost codes are entered... you can also enter them on the Job Beginning Balances window. 131 ... Each tab is described below: 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. These beginning balances should be entered after the jobs..... Job Beginning Balances Window The Job Beginning Balances window is used to enter information regarding job expenses and revenue you have not entered in Peachtree. If you want to adjust beginning balances for a job. the beginning balances must also be entered in job cost.

.. this field will not be available. this field will not be available.. If a job does not use phases. and enter the beginning balance. phases. 8 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. Fields of interest are described below: • Phase ID: If the job uses phases. select the phase associated with the job. You cannot enter a beginning balance for both expense and revenue on the same line. 132 Peachtree Quantum Advanced Self-Study Guide . and enter the beginning balance. • Cost Code ID: If the job uses cost codes. and cost codes. select the cost code associated with the phase. If a phase does not use cost codes.

.. and cost codes are entered. If the Use phases to track job in more detail box is unchecked.......... Entering Job Estimates 8 ...ENTERING JOB ESTIMATES ...... Job estimates should be entered after the jobs... allowing you to enter expenses and revenues for the 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. As a job progresses.... .... 133 ... only two fields will appear. The Estimated Expenses and Revenue tab on the Maintain Jobs window is used to enter estimated expenses and revenues for a particular job. phases. reports can be run that compare estimated figures to actual figures... A job estimate is an approximate cost for a job or part of a job.. 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......

Jobs..00 17.00 160.00 Phase ID 010-planning 020-design 030-proofing 134 Peachtree Quantum Advanced Self-Study Guide . Job Costs. Select cws-marriott-01 from the Job ID lookup list.00 230..00 Revenues 400. 8 Entering Job Estimates If Use phases to track job in more detail is checked.00 460.00 10. Enter expense and revenue estimate amounts for each phase and cost code listed: Cost Code ID 020-direct labor 020-direct labor 020-direct labor # of Units 12.00 Expenses 200..00 320. Follow these steps to enter a job estimate: 1 2 3 4 Select Maintain. Select the Estimated Expenses and Revenue tab. the following fields appear: ACTIVITY 36 - CREATING A JOB ESTIMATE Expenses and revenues have been determined for the Marriott job.

Enter CONTRACT in the Job Type field. select langley from the For Customer lookup list.00 Expenses 300. Enter 13. .00 95. Enter a Start Date of 02/05/08.00 18. Since this is the same type of job as the job for Marriott. we can copy the existing information. Langley will be billed on a contract basis: one third when the site is complete. the remaining two thirds to be billed each month.COPYING FROM AN EXISTING JOB Langley Enterprises has decided to contract with Abracadabra to create and maintain its Web site for 3 months. On the General tab.00 5 Click Save. Job Costs.00 Revenues Phase ID 010-planning 020-design 030-proofing 040-printing 998-overhead 9 On the next line.00 200. then click Close.00 350.00 for the Expenses.Phase ID 040-printing 998-overhead Cost Code ID 030-indirect labor # of Units 20.00 145.00 20. and edit the amounts to reflect the information below: Cost Code ID 020-direct labor 020-direct labor 020-direct labor 030-indirect labor # of Units 15. Change the Description to Langley Web Site. change cws-marriott-01 to cws-langley-01.00 220.. Next.00 350. Jobs.00 for the # of Units and 250. Select the Estimated Expenses and Revenue tab. ACTIVITY 37 . Entering Job Estimates 8 .00 10. then edit as necessary. Select cws-marriott-01 from the Job ID lookup list. 10 135 ..00 Expenses 350. Follow these steps to copy from an existing job: 1 2 3 4 5 6 7 8 Select Maintain.00 Revenues 700. select a Phase ID of 020-design and a Cost Code ID of 030indirect labor.

Enter 3200. select a Phase ID of 999-revenue.00 in the Revenues field on the 999-revenue line. On your job reports. click Save. 136 Peachtree Quantum Advanced Self-Study Guide . then Close. Peachtree will rearrange the list of Phase IDs in numerical order. 13 After making the changes... 8 Entering Job Estimates 11 12 On the next line. the phase IDs will be listed in alphabetical or numerical order. when you save these estimates.. In addition.

... and press ENTER. Jobs that do not use phases are represented by a J.... . the cost or expense is applied to either the job. phase.... or cost code... and cost codes are represented by a C. Double-click a job folder to display the phases for the job.... phases without cost codes are represented by a P.... Selecting a Job 8 .. Folders represent jobs that use phases and phases that use cost codes. click once on the job.......SELECTING A JOB ........ 137 . The drop-down list below appears whenever a transaction is applied to a job. Double-click a phase folder to display the cost codes for the phase.... phase code. To select any part of a job....... or cost code.. When assigning a job ID to a transaction.

.. These items are applied to a job on the Inventory Adjustment window or the Sales/Invoicing window......... 8 Using Jobs with Accounts Payable USING JOBS WITH ACCOUNTS PAYABLE . phase. Purchases of items not related to inventory--such as sub-contract labor. enter the line items as you would for any purchase... or cost code in the Job field for each line that should be applied to a job... When an invoice is posted.... each line can use a different job... or other job-related expenses--can be applied to jobs in Accounts Payable through Purchases/Receive Inventory on the Apply to Purchases tab... To apply a purchase to a job. select the job...... 138 Peachtree Quantum Advanced Self-Study Guide . while a sale of a stock or assembly item applies both an expense and revenue amount to the job..... If necessary.... These costs can be billed to a customer through Sales/Invoicing... the cost of each job-related line item is assigned to the job... phase. An inventory adjustment applies an expense to the job... Then. Purchases of stock or assembly inventory items cannot be applied to a job on a purchase.. non-inventory items... or cost code.

Click the cws-marriott-01 folder to display the phases of the job. click the 040-printing folder to display the cost code list. Select 01comp from the Vendor ID lookup list.. On the same purchase. . Purchases/Receive Inventory.ACTIVITY 38 .. Enter Invoice # 5010. 7 8 9 10 11 12 139 . enter Printed draft of Training Guide for Marriott web site in the Description field. Next. Enter 02/21/08 in the Date field. On the first line. In the Job field. click the lookup to open the list of jobs. Enter an Amount of 100. Then. Select the Apply to Purchases tab. Using Jobs with Accounts Payable 8 .APPLYING PURCHASES TO A JOB A purchase invoice needs to be entered for printing services needed for the Marriott job.00. books were bought to replenish the book inventory. Follow these steps to apply a purchase to a job: 1 2 3 4 5 6 Select Tasks. click the 030-indirect labor cost code to complete the selection. Change the GL Account to 58000.

.. enter a Quantity of 20. Because the books are not being purchased for a specific job. 8 Using Jobs with Accounts Payable 13 14 15 16 On the second line..00. then Close.00. Select bintro1 for the Item ID. Enter a Unit Price of 12. Click Save. leave the Job field blank. 17 140 Peachtree Quantum Advanced Self-Study Guide .

. Using Jobs with Time Tickets 8 . Leave Pay Level set to Regular...USING JOBS WITH TIME TICKETS . These time tickets will be used to pay employees and applied to customer invoices. The Billing Amount should be 337. Select cws-langley-01. Enter a Start time of 8:30 AM. Time Tickets...APPLYING TIME TICKETS TO A JOB The work done by employees for specific jobs will be entered as time tickets.... when the time ticket is used in Payroll Entry. Select List Price as the Billing Rate... Choose progc-ht from the Activity Item lookup list.. and do not select Has this ticket been used in Payroll.. 12 13 14 15 16 141 ... Enter an End time of 5:00 PM. the revenue amount is applied to the job... Then... 020-design... Follow these steps to enter time tickets for a job using the Daily tab: 1 2 3 4 5 6 7 8 9 10 11 Select Tasks. so leave Billable for the Billing Status.. These hours will be billed. 30 minutes. while the Unit Duration is the whole number of 7. Enter a Break of 1:00. Change the Billing Type to Activity Rate. select shawb.. From the Employee lookup list. Remember that the ticket must be used in Payroll Entry or in Sales/Invoicing to be recognized by the job. press ENTER or TAB to move to the next field. . Enter 02/20/08 in the Ticket Date field. Time and expense tickets can be assigned to jobs. Choose Calculate Time. From the To be applied drop-down list..... When the time or expense ticket is billed in Sales/Invoicing. Bert’s time will be entered using the Daily tab on the Time Tickets window.50.. Time/Expense. ACTIVITY 39 .... Notice the Duration is 7:30 or 7 hours.. The time tickets entered will be applied to the job when employees are paid. 020-direct labor from the job lookup list. After you have entered the times.....50... the expense is applied to the job.. choose Against a Job....

00 180.ENTERING TIME TICKETS FOR A JOB USING THE WEEKLY TIMESHEET Rick’s time will be entered using the Weekly Timesheet. Enter 02/23/08 in the Week including field. Time/Expense. Weekly Timesheet.00 6. enter the following time tickets. ACTIVITY 40 .00 4.00 Click Close.50 Employee–Vendor ID To be applied Job Phase Cost Code Activity Item Ticket Date Start Time End Time Break Billing Status Billing Type Billing Rate Unit Duration Billing Amount 19 Employee shawb Against a job cws-langley-01 020-design 020-direct labor progc-ht 02/21/08 8:00 AM 12:00 PM 0:00 Billable Activity Rate 45.00 Time Ticket #3 Employee shawb Against a job cws-langley-01 030-proofing 020-direct labor progc-ht 02/22/08 8:30 AM 6:30 PM 1:30 Billable Activity Rate 45.00 8.50 382.. Follow these steps to enter time tickets for a job using the Weekly Timesheet: 1 2 3 Select Tasks.. The Unit duration and Billing amount are listed for reference only: Time Ticket #1 Time Ticket #2 Employee shawb Against a job cws-marriott-01 020-design 020-direct labor progc-ht 02/21/08 1:00 PM 7:30 PM 0:30 Billable Activity Rate 45. Using these steps as a guide. 142 Peachtree Quantum Advanced Self-Study Guide . 8 Using Jobs with Time Tickets 17 18 Click Save to record the time ticket.00 270.. Enter mallardr for the Employee.

Enter a duration of 2. Using Jobs with Time Tickets 8 . and press TAB.. 5 6 7 As you enter the information. you can press TAB to move to the next field or SHIFT+TAB to move to the previous field. and press TAB. Leave Pay Level set to Regular.4 Each activity will appear on a line on the Weekly Timesheet. Click in the Activity Item field on the first line. 030-proofing..00.00 in the 2/18 column on the first line. and press TAB to move to the next field. 8 9 10 11 12 13 Billing Status should remain Billable Change Billing Type to Activity rate. Select cws-langley-01. Enter progc-ht. Set the Billing Rate to 45. . 143 . 020-direct labor for the Job. Continue to the next page to enter the remaining time tickets. Each duration for the activity will appear in a date column. Select Job from the drop-down list.

00 To be applied Customer/Job ID Activity Item Billing status Billing type Billing rate M 2/18 T 2/19 W 2/20 T 2/21 F 2/22 Totals 15 Against a job cws-langley-01..00 6. 020-direct labor progc-ht Billable Activity rate 45. then Close.0 Select Save when finished.0 8. 030-proofing..0 2.0 8.. enter the remaining time tickets for Rick. 8 Using Jobs with Time Tickets 14 Using these steps as a guide. 020direct labor progc-ht Billable Employee rate 45. 144 Peachtree Quantum Advanced Self-Study Guide . 020-design.0 16.0 8. The Totals field is listed for reference only: 2nd Line 3rd Line Against a job cws-marriott-01.

. Enter a Date of 02/22/08. leave the Check Number field blank. and a reimbursable expense is created. If you do not want to print the check. Using Jobs with Payroll 8 . If you get a message requesting you to register your tax service. Payroll Entry. 2 3 4 5 145 . ..... Payroll hours and rates can be allocated to a job at the time paychecks are entered....... 1 Select Tasks.. In either window..... Follow these steps to apply payroll hours to jobs..USING JOBS WITH PAYROLL ... the wage expense is applied to each job entered.. enter a Check Number of 1214..APPLYING PAYROLL HOURS TO A JOB Some of the hours for a regular hourly employee need to be applied to jobs. click the Jobs button on the toolbar to bring up the Labor Distribution to Jobs window.... Select windsorb from the Employee ID lookup list.. If you do want to print the check.. click OK to continue........ When a paycheck is posted.... This reimbursable expense can be applied to a customer invoice in Sales/Invoicing.... Labor costs can be applied to jobs through Select for Payroll Entry and Payroll Entry on the Tasks menu. ACTIVITY 41 . Labor Di st ribution to Jobs Window This window is used to assign payroll hours to jobs for hourly employees or dollar amounts to jobs for salaried employees...

then press ENTER or TAB. 8 Using Jobs with Payroll 6 7 8 Enter 02/22/08 in the Pay Period Ends field.00. The check will post automatically after it prints. Click OK to return to the Payroll Entry window. Then. Enter 1214 for the First Check Number. click Save. In the Hours field. 010-planning.00. and click Print. then press ENTER or TAB.00. then Close. select cws-langley-01. enter 12. In the Hours field. If you do not want to print the check. Leave the Hourly Field set to Regular.. In the next blank Job field. click the Print button. select cws-marriott-01. The thirteen remaining hours were not spent on activities pertaining to jobs.. click Close.00. Click the Jobs button on the toolbar. 010-planning. Leave the Hourly Field set to Regular. In the Hours Worked section. 020-direct labor from the lookup list. The Amount should equal 225. Regular hours should show 40 hours.. 020-direct labor from the lookup list. 9 In the blank Job field. enter 15. If you want to print the check. The Amount should equal 180. Peachtree Quantum Advanced Self-Study Guide 10 11 12 13 14 15 16 17 18 19 20 146 .

Ensure the GL Source Acct is 50000... ACTIVITY 42 . In the Job field.. it must be removed from inventory. and cost code for the item being adjusted.APPLYING INVENTORY COST TO A JOB An inventory adjustment must be made to remove two books from stock to be used for the Langley job...... Inventory Adjustments will not appear on the Apply Expenses window.. In the Adjust Quantity By field enter –2....... select cws-langley-01.. The cost of the item being adjusted will be applied to the job as an expense.. the customer is not billed for each item used on a job... Enter For Langley job in the Reason to Adjust field. 147 .... but in most instances. If you are using Cost Plus Billing. you must factor in the costs for Inventory Adjustment transactions.. an inventory adjustment can be made to reduce the stock and apply the cost to the job.. When inventory stock is to be used on a job.. Follow these steps to apply inventory cost to a job: 1 2 3 4 5 6 7 8 Select Tasks.... Then... To distribute an inventory item cost directly to a job. Enter a Reference of 022208 and a Date of 02/22/08... Use the drop-down list to select the job. Click Save. This can be done with a sales invoice.. Inventory items can be distributed directly to a job through Inventory Adjustments.. use the Inventory Adjustments window as you would for any other adjustment. 040-printing. 010-books.. Using Jobs with Inventory Items 8 ...USING JOBS WITH INVENTORY ITEMS ...00. phase. .. then Close. Enter bintro1 for the Item ID. Inventory Adjustments. The cost applied to the job is set by the item’s costing method..

... Certain transactions pertaining to Job Cost are entered and distributed to a job through the General Journal Entry window.00 $495. and cost code for each line that should be applied to a job. phase.. phase... For example. you could apply part to each job... As seen in the previous sections of this chapter... 8 Using Jobs with General Journal Entries USING JOBS WITH GENERAL JOURNAL ENTRIES . you would have a total of $2700 that should be applied to your jobs. post the same amount as a credit to the expense account without assigning a job. phase. a General Journal entry is used to distribute the overhead to the jobs. Telephone Electricity Gas Miscellaneous Office Total Overhead $675... The original transactions are not applied to jobs because these expenses are not associated with any one job..... and cost code..... Then.. This ensures that you have not affected the expense account balance but have applied the overhead to the job..00 $305.. most expenses can be applied directly to your jobs as the expense transaction is entered. enter the transaction on the General Journal Entry window. and use the drop-down list to select the job........ and assign the appropriate job.00 148 Peachtree Quantum Advanced Self-Study Guide ... if you have posted transactions to recognize the following overhead expenses. Applying a debit to a job not only applies the expense to the job but also creates a reimbursable expense that can be applied to a customer invoice. To apply overhead to a job without overstating the expense... To apply a general journal entry to a job..00 $2700...... Use the Debit side of an entry to apply an expense to a job.. post the debit to the expense account.00 $1225. but that could be a difficult and time-consuming task. When entering the expense transaction. and cost code. Instead. Overhead expenses you plan to apply to jobs will be handled in a different way..

Instead. 998-overhead cws-marriott-01.00 125.. Follow these steps to post overhead to a job: 1 2 3 Select Tasks. ADMIN HENSLEY-01. 89000 89000 89000 89000 Description Overhead Distribution Overhead Distribution Overhead Distribution Overhead Distribution Debit 900.00 Credit Job cws-langley-01.00 50. . 998-overhead Account No.00 900.POSTING OVERHEAD TO A JOB All overhead costs will be applied to a phase used only for tracking overhead. Enter a Reference of JOBOVERHEAD.. Account No. To do this without overstating your expenses.00 Credit Job CHAPMAN-01.00 2700. make the entry as shown below. General Journal Entry. Enter 02/29/08 for the Date. ADMIN SHARP-01. ADMIN ACTIVITY 43 . then Close. Overhead costs need to be applied to both the Langley and Marriott jobs. 71000 71000 71000 Miscellaneous Charge Miscellaneous Charge Miscellaneous Charge 4 Click Save. These costs will be entered as a General Journal entry and can be billed to the customer. Enter the following transaction information: Description Debit 75.00 900. 149 . enter one General Journal transaction to apply the expense to your jobs. Using Jobs with General Journal Entries 8 .

Invoicing stock and assembly items applies both the revenue and cost of sales amount to the job. • Cost Process Billing: You can enter invoices and apply individual line items to jobs as necessary...... If cost is being tracked for non-stock. you can be certain that the customer is billed for all expenses incurred and that nothing that was not expensed to the job is billed........ begin by entering a sales order at the time the contract is agreed upon... 8 Using Jobs with Accounts Receivable USING JOBS WITH ACCOUNTS RECEIVABLE . 150 Peachtree Quantum Advanced Self-Study Guide .. As the customer is invoiced... labor.... • Cost Plus Billing: Using this method. Remember that the proposal must be marked as accepted before you will be able to bill in Sales Invoicing. Remember that when an item not tracked in inventory is applied to a job in invoicing or receipts.... Entering this data helps you track the terms of the contract. This method can be used to apply both revenue and expense to a job at the same time... You can also use Proposals for this routine. only the revenue will be applied to the job. 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. both the revenue and cost of sales amount are applied to the job when the sales invoice is posted. you should start by entering a sales order. If you track expenses manually. the amount remaining on the sales order will be decreased to indicate the percentage that has not been billed. A sales invoice can then be applied to the sales order as necessary.. A Quantity of 1..00 is entered so that the percentage billed can be tracked..... The sales order will remain open until the full contract amount has been billed. There are several billing methods you can use depending on the level of tracking you need: • Contract Billing: When billing a customer on a contract basis. If this is the only method used to bill a customer.... This is done using the Apply Tickets/Expenses option found in Sales/Invoicing. This reduces the possibility of underbilling the customer. You can be confident of accuracy when using Peachtree to bill your customers for the services you provide.. you bill the customer by writing up expenses that have been applied to the job... Contr ac t Bil li ng To properly track the original contract amount for a job.... this method can simplify data entry. or service items... It should include the total contract amount along with the stages of completion.

On the first line.00. ACTIVITY 44 . . The remainder is to be billed when the final phase. Follow these steps to enter a contract bill as a sales order: 1 2 3 4 5 6 7 8 Choose Tasks. Sales Orders. the stages of completion are also noted. Enter Initial Contract Total in the Description field. Enter CONTRACT-01 in the SO # field. The job is to be billed at a rate of 30% when the Design phase is complete and 30% when the Ground Preparation phase is complete. Using Jobs with Accounts Receivable 8 .In the example. In the Amount field enter 3200. Select langley from the Customer ID lookup list. enter a Quantity of 1.ENTERING A CONTRACT BILL AS A SALES ORDER A sales order will be entered for the Langley job to keep track of what has and has not been billed.00.. Enter 02/04/08 for the Date. Planting. 151 . has been completed.. Quotes/Sales Orders/Proposals. Enter 02/04/08 in the Ship By field.

Click Close. 999-revenue from the Job lookup list.30 in the Shipped field. enter a Description of 40% due when Proofing phase is complete.. and Peachtree will calculate the amount.. enter a Description of 30% due when Planning phase is complete. enter a Description of Remaining 30% due upon completion of job.. In the following example.70 in the Remaining field. you can see that the first phase has already been billed. On the fourth line. The amount in the Remaining field indicates the percentage that has not been billed. and apply it to the contract sales order. Enter the percentage to be billed in the Shipped field. Click Save. Now that the Ground Preparation phase is complete. This makes it easier to track what has or has not been billed for each contract. This is done by entering 0. This is indicated by the 0. 11 12 13 14 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. 10 On the second line. enter a sales invoice. On the third line. 152 Peachtree Quantum Advanced Self-Study Guide . another 30% will be billed. 8 Using Jobs with Accounts Receivable 9 Select cws-langley-01.

Enter 02/29/08 in the Date field. indicating that the selected customer has open sales orders. Click Yes if you receive a warning that the customer is over the credit limit.. enter an Invoice # of 22006. see the Peachtree Quantum 2009 Forms and Financials Self-Study Guide. Follow these steps to bill a contracted job: 1 2 Select Tasks. Enter langley for the Customer ID. Sales/Invoicing. The Apply to Sales Order# tab appears below. 153 3 4 5 6 7 8 . leave the Invoice # blank. If you do not want to print the invoice. you will need to create an appropriate contract billing sales invoice format..30 in the Shipped field. Using Jobs with Accounts Receivable 8 . If you do not want to print the invoice. enter 0. On the first line. For more information on modifying and creating forms. so the customer can be billed. click Save.Peachtree calculates the Amount field by multiplying the original contract amount by 0.BILLING A CONTRACTED JOB The Planning phase is complete for the Langley job.30. If you want to print the invoice. Select CONTRACT-01 from the Apply to Sales Order# drop-down list. . If you use this method of billing. ACTIVITY 45 .

general journal entries. 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. payments. click Close. For example. and click Print. Time tickets applied to jobs will appear on the Time Tickets tab. click the Print button. If you want to print the invoice. Then click Close. not the actual expense. reimbursable expenses are created for the assigned customer. You have various options for both writing up and consolidating expenses while processing reimbursable expenses on a sales invoice. because of the possibility of double billing. you would normally choose to not write up these transactions.. If expense tickets have been entered and applied to a job. You can also choose to write up by various percentages or amounts. Then. you must designate the appropriate customer when setting up the job. we recommend using purchase or payment transactions to apply expenses instead. 8 Using Jobs with Accounts Receivable 9 10 Then.. Therefore. and payroll entries will appear on the Reimbursable Expenses tab on the Apply Tickets/Expenses window in Sales/Invoicing. However. Enter 22006 for the First Invoice Number. Remember the amounts shown on this tab are the billing amounts indicated on the tickets. they can be found on the Expense Tickets tab. All expenses applied to a job on purchases. To take advantage of the reimbursable expense feature. you will use reimbursable expenses in Sales/Invoicing. as you apply expenses to a job. 154 Peachtree Quantum Advanced Self-Study Guide . Cost P lu s Bil li ng To bill your customer based on all expenses incurred plus an amount or percentage..

The Reimbursable Expenses tab is described below: • Sort List By: Select the sort order for the reimbursable expenses listed. click the Apply Tickets/Expenses arrow button. There are also additional sorting and consolidation options. select Sales/Invoicing from the Tasks menu. the Description field on the invoice will match the Description field shown on this window. You can sort by either Job or Date. . 155 . The most important difference is that the Invoice Amount is not the expense but the billing amount entered on the ticket. If No Consolidation is chosen. Thus. and select the Reimbursable Expenses tab. APPLYING TIME TICKETS Applying time tickets to invoices is very similar to applying reimbursable expenses.. Another difference is that time tickets applied to the customer as well as the job are available for billing.APPLYING REIMBURSABLE EXPENSES To access reimbursable expenses. Enter a new amount if necessary. Using Jobs with Accounts Receivable 8 . • Consolidate By: Select the transaction consolidation method to be used from this list. which can be useful when consolidating expenses. • Invoice Amt: Displays the amount to be used on the invoice. the write up feature is not normally used.. Consolidating expenses will create a blank Description field on the invoice. Enter the customer.

then time tickets will be applied. Select the Use check box for each expense listed. Click the WriteUp button on the toolbar. leave the Invoice # blank. 156 Peachtree Quantum Advanced Self-Study Guide ... reimbursable expenses will be applied. Sales/Invoicing. Select the Reimbursable Expenses tab. enter an Invoice # of 22010. Enter a Date of 02/29/08. Click the Apply Tickets/Expenses arrow button located in the lower-left corner of the Sales/Invoicing window. First. Select marriottw from the Customer ID lookup list. 7 8 9 10 Select Job from the Consolidate By drop-down list. 8 Using Jobs with Accounts Receivable ACTIVITY 46 . If you do not want to print the invoice.. If you want to print the invoice. Follow these steps to bill a cost plus job: 1 2 3 4 5 6 Select Tasks.BILLING A COST PLUS JOB Abracadabra Web Services needs to bill Marriott for expenses incurred to date. The charges will need to be marked up in price.

If you want to print the invoice. Enter a Description of Design on the second line of the invoice and a Description of Proofing on the third line of the invoice. Because we chose to consolidate. click Save.11 Select Write lines up/down by percent and enter 50. 12 Click OK to return to the Apply Tickets/Expenses window. 13 14 15 16 17 18 19 20 21 22 157 .0. Since all time tickets will be used. If you do not want to print the invoice.. Using Jobs with Accounts Receivable 8 . Enter a Description of Planning.. Select All. . ensure that No Consolidation is selected in the Consolidate By drop-down list. Click OK to post the expenses to the invoice. there is no description for the line item. and click Print. click the left-most Use button on the toolbar. Notice that the amount for each expense has increased. To bill the customer for time spent working on their Web site. Click OK to apply the tickets to the invoice. then Close. click the Apply Tickets/Expenses arrow button. Click Close. On the Time Tickets tab. The tickets appear on lines two and three of the invoice. Enter 22010 for the First Invoice Number. and click OK. click the Print button.

• In the Job field of the distribution section. click Save. ACTIVITY 47 . If you do not want to print the invoice. select pws-bishop-01. enter an Invoice # of 22011. She will be billed.. Sales/Invoicing. If you want to print the invoice. use the lookup list to select the job. • Enter the sale or invoice. On the first line. 8 Using Jobs with Accounts Receivable Cost Process Billing This method of billing allows you to post both the revenue and expense to the job at the same time. 158 Peachtree Quantum Advanced Self-Study Guide . Enter 22011 for the First Invoice Number. When a sale is posted. On the second line. If you track your job-specific expenses manually and prefer to enter them after the fact. this is the most efficient method to use. and the amounts will be billed on the sales invoice. and/or cost code for each line item to be applied to a job. enter a Quantity of 4. Select Item bintro1.00. Also. and click Print. you can still use the Apply Reimbursable Expenses feature to write up the revenue amounts and include them on the same invoice.. you must track cost of sales for nonstock. Enter a Date of 02/29/08. click the Print button. labor. only the revenue will be applied to the job. enter a Quantity of 1.APPLYING SALES TO A JOB Kelly Bishop’s Web site has been completed. phase. Choose htmlprogp from the Item lookup list. Follow these steps to apply a sales invoice to a job: 1 2 3 4 5 6 7 8 9 10 11 12 13 Select Tasks. In the Job field.00. Select bishopk from the Customer ID lookup list. then Close. or service items for the expense to be applied to the job. In the Job field. If you want to print the invoice. select pws-bishop-01. Click Close. Remember that when a non-inventory line item in invoicing or receipts is distributed to a job.. the sales price and the cost of each job-related line item is assigned to the job. If any expenses have been previously applied to the job. leave the Invoice # blank. If you do not want to print the invoice.

simply filter out active jobs.... • Estimated Job Revenue: Provides detailed information comparing revenue estimates to the actual revenues entered.... . • Estimated Job Expenses: This report can be printed during the progress of a job to compare estimates with actual costs and expenses. You can run this report any time during a job to view estimated versus actual revenue and the difference.... To preview or print these reports. Use this report as a record of time spent for a given period. • Job List: Lists job descriptions.. select Jobs from the Reports & Forms menu... and customer names....... It provides detail for expense and revenue transactions that affect a job for the selected date range....... Job Cost reports provide information related to amounts distributed to jobs on transactions.JOB COST REPORTS .. Job Cost Reports 8 .. It is used to ensure that cost codes were set up correctly. Useful in identifying that all necessary jobs have been set up.... 159 . • Job Costs by Type: Shows costs and number of units broken down by cost type for jobs... • Job Ledger: Shows all transactions assigned to a job... Report Descr iptions • Cost Code List: Lists descriptions and cost types of cost codes...... You can print this report prior to creating quotes for your customers.. dates the jobs began. • Job Estimates: Shows job estimates created by using the Maintain Jobs window.. To compare estimated with actual amounts at the end of a job. This report is useful for resolving questions regarding individual job activity..

00 75.50 Exp. • 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.00 710.85 -1.. Totals Profit $ Profit 02-Permits 69000 75. 175.216.70 08-Accessories 020-Material 12000 57200 95. Job ID CHAPMAN-01 Phase ID 01-Design Cost Code ID GL Acct ID Actual Exp. This report is useful for identifying jobs with a high profit margin.00 215. 5/10/01 at 14:04:31. This report is useful in ensuring that jobs were set up correctly.216. • Phase List: Displays phase descriptions.85 -1.. 2003 to Mar 31. This information is also useful if you wish to export Peachtree data for use in other applications.00 04-Ground Prep 010-Labor 57300-LS 020-Material 150.50 175. which is useful for tracking transactions assigned to jobs. • Unbilled Job Expense: Lists transactions that have not been billed to the customer. 8 Job Cost Reports • Job Master File List: Displays multiple lines of information about each job.70 159. This report is useful for identifying reimbursable expenses that need to be billed. 160 Peachtree Quantum Advanced Self-Study Guide .94 Page: 1 Bellwether Garden Supply Job Profitability Report For the Period From Mar 1.70 345. 2003 Filter Criteria includes: 1) IDs from CHAPMAN-01 to CHAPMAN-01.95 255.. This report can be used to ensure that phases were set up correctly.85 1. and use of cost codes.85 • Job Register: Shows transaction amounts per job and the account ID for the selected date range. Report order is by ID.216. It provides a simplified list of the job activity. Totals Rev. cost types.65 CHAPMAN-01 Report Total Total 1.216.

........U TILITIES AND S PECIAL P ROCESSING .... his chapter includes topics that are not easily categorized within any one specific area in Peachtree........ Some topics are necessary to use Peachtree properly....... while others can greatly improve your efficiency when performing daily tasks........... Topics include: T 9 • • • • • • Global Options Posting Methods Accounting Periods Task Window Templates Memorized Transactions Account Register 161 .

. you can access options that allow you to customize the way Peachtree works............... Global from the Menubar.. a Peachtree Partners tab that controls access to Partner applications. On the Maintain Global Options window. and a Spelling tab that allows you to set options for spell checking within the program. Fields of interest are described below: 162 Peachtree Quantum Advanced Self-Study Guide ........... select Options... Maintain Gl obal Opti ons Window The Maintain Global Options window is used to select preferences that control the way Peachtree works.... a General tab that provides additional processing options. To change or view these options. Each tab is described below: 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.. This window has an Accounting tab that lists options related to accounting tasks.. 9 Global Options GLOBAL OPTIONS . These preferences can be changed at any time and affect all companies in Peachtree..........

• Number of decimal places: Select the number of decimal places that should be used for amounts in all transaction windows.200 in the field. For example. such as sales invoices.2. Peachtree will display 100. If the area listed is selected. the number of decimal places that print on forms. You can also increase or decrease the number of decimal places printed on forms for each field. 163 . However.. an entry of 100 would become 1.DECIMAL ENTRY This option is used to determine the way decimal points are used when entering numeric values. • Automatic: Select this option if you want Peachtree to insert the decimal point when an amount is entered. The decimal will be inserted based on the Number of Decimal Places selected.. if this field is set to 3 decimal places and you enter 134. You have the choice of allowing Peachtree to place a decimal point in amounts or to enter the decimal point yourself. Global Options 9 . if you type 100 and press ENTER. you can choose not to display these fields using the Hide General Ledger Accounts option. if the Number of Decimal Places is set to 2. • Manual: Select this option if you want to type the decimal point when it is needed. the account fields on the related transaction windows will be hidden. To make data entry easier and faster. For example. The accounts used are based on the default setup for each area. the number displays as 134.00 in the field. . HIDE GENERAL LEDGER ACCOUNTS Each transaction window has fields that show the General Ledger accounts used by transactions. must be changed by customizing the form.00 once you move to the next field. but you can change the account numbers using the Journal button to view the Accounting Behind the Screens. The default value is 2. For example.

SMART DATA ENTRY These options can make data entry easier and faster by helping locate the proper ID in the lookup list as you enter the ID. if you enter SMI in the 164 Peachtree Quantum Advanced Self-Study Guide .. 9 Global Options GENERAL TAB Select the General tab to change all other preferences in Peachtree. For example... Fields of interest are described below: IMPROVE PERFORMANCE These options can increase the speed of report printing and the lookup of inventory items. LINE ITEM ENTRY DISPLAY This option determines how the grid lines appear. Two line includes descriptions for some of the fields in the first line. • Automatic field completion: Select this check box so that the ID entered is completed with the nearest match to the characters entered.

. the lookup list opens. Select this button to reset these messages. then SMITH will fill the field automatically. • Reset all one-time messages: Some messages include an option that prevents the message from displaying again. . If you select a new color scheme. Global Options 9 . You can also press the right arrow key to display a lookup list when this option is selected.. you must exit Peachtree before the new color scheme will be used.Customer ID field and an ID of SMITH is set up. • Drop-down list displays automatically: When at least one character is entered in an ID field. COLOR SCHEME There are a variety of color combinations that can be used throughout the program. 165 .

.. S P EL L I N G T A B On the Spelling Tab. 9 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. such as Timeslips and FAS for Peachtree by Sage. Fields of interest are described below.. You have three options: low. you specify the security option for partner applications. and high. Peachtree recommends that you select Medium. you can set options for how Peachtree performs a spell check of certain data fields. medium. 166 Peachtree Quantum Advanced Self-Study Guide .

When a word is highlighted in red... • Check spelling on save or close: Select this option to have Spell Check automatically review your text when you select Save. 167 . Global Options 9 . . you can rightclick your mouse to bring up a list of suggestions for the misspelled word. or Print from windows where Spell Check is available.• Check spelling as you type: Select this option to have Spell Check highlight misspelled words in red as you type. Close.

. On the Maintain Company Information window......... This will open the Posting Method window........ smart posting. The posting method can be changed at any time by selecting Maintain.... click the Posting Method arrow button to select a posting method....... Company Information. or batch posting in Peachtree......... You can use either real-time.. This will open the Maintain Company Information window... 9 Posting Methods POSTING METHODS ....... 168 Peachtree Quantum Advanced Self-Study Guide .

transactions are posted to the journals and the General Ledger as they are entered. When you choose to post all journals. The value of this feature is that it allows you to enter and save transactions more quickly.. Posting Methods 9 . since they do not have to be posted immediately. If you use the batch posting method. When you use batch posting. Post to post transactions to the General Ledger. while your server computer (in a network environment) posts the transactions periodically behind the scenes. 169 . System. Smart Posting Smart Posting is a combination of Real-Time posting and Batch posting. you can print registers and review a batch of transactions before posting them to the General Ledger. the program finds all unposted transactions in each of the journals and posts them to the General Ledger. transactions are saved by the program and then posted to the General Ledger in a group. Transactions can be edited and deleted even after they are posted.. select Tasks. .Real-Time Post ing With real-time posting. You enter and save transactions locally. Batch Posting With batch posting.

a transaction will automatically use the system date. 9 Accounting Periods ACCOUNTING PERIODS . Your fiscal year is divided into accounting periods based on decisions you made while using the New Company Setup Wizard.... When all transactions have been entered for the current accounting period......... Change Accounting Period..... The current accounting period appears on the Business Dashboard... and Account Reconciliation in the following ways: • If the system date is within the current accounting period...... is used by transactions.... reports. you can advance to the next accounting period... To the left of the current accounting period is the system date.... The Change Accounting Period window is used to change to any accounting period within the two open fiscal years... The current accounting period.. select Tasks.. System... in conjunction with the system date. 170 Peachtree Quantum Advanced Self-Study Guide .. To display this window......

The current accounting period is Period 4-4/1/08 to 4/30/08. • When you double-click to open any report. the date or dates used are based on the current accounting period. • When the Account Reconciliation window opens. The following events will occur: • When a transaction is entered. the date will be 4/15/08 because the system date is within the current accounting period date range. • When the General Ledger is previewed. and the current system date is 4/15/08. Once all transactions for April are entered. uncleared transactions through the end of the current accounting period are listed. As an example. . • When you use the Account Reconciliation window. the current accounting period will read Period 5-5/1/08 to 5/31/08. consider a company with a fiscal year that starts in January and ends in December. Accounting Periods 9 . Then.. only uncleared transactions through 4/30/08 are listed.• If the system date is not within the current accounting period. a transaction will use the first day of the current accounting period by default. the Change Accounting Period window can be used to advance to May.. it will be the date range from 4/1/08 to 4/30/08. 171 .

and click OK.. 172 Peachtree Quantum Advanced Self-Study Guide . If invoices or checks are waiting to be printed.. select a period from the list. System. asking if you would like to print reports before continuing. Change Accounting Period. If any journals or the General Ledger have not been printed for the current accounting period. this window is used to advance to the next accounting period after all transactions have been entered for the current accounting period. Typically. a message appears. the accounting period shown on the Status Bar will be changed to the period you selected. You may receive a message asking if you would like to run an Internal Accounting Review. 9 Accounting Periods Change Accounting Period Window The Change Accounting Period window is used to change the current accounting period to any period within the two open fiscal years. a message appears. This will search your company data for common transaction mistakes and transactions or conditions that do not adhere to Generally Accepted Accounting Principles. You can access this window by double-clicking the Current Accounting Period button on the Status Bar or by selecting Tasks. Once complete.. To change accounting periods. asking if you would like to print invoices or checks before continuing.

. This Standard layout includes all purchase data entry fields. a Layout button appears on the toolbar. By hiding these fields.. Peachtree provides a predefined layout for the Purchase Orders and Purchases/Receive Inventory task windows. Task Window Layouts 9 ... When templates can be used on a task window.... and Unit Price. This layout is typically used by companies that sell services and do not sell inventory items........ 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.. You can define different formats.. You can customize layouts for the following task windows: • Quotes • Sales Orders • Proposals • Sales/Invoicing • Purchase Orders • Purchases/Receive Inventory Click the Layout button to list the templates available and to access the Customize Layout option.. • The <Predefined> Service layout hides inventory-related fields...TASK WINDOW LAYOUTS .. such as Quantity... . Item ID...... 173 .. Predefined Layouts Layouts included with Peachtree are labeled <Predefined> in the Layout drop-down list. you can move directly from one field to the next.. for entering and reviewing sales and purchase transactions in task windows...... This layout is typically used by companies that sell inventory items. Rather than needing to tab through unused fields... you can make data entry tasks faster and easier.. You can use the templates that come with Peachtree or design your own by hiding one or more unnecessary data-entry fields. known as layouts or templates.....

This window is used to create task window layouts. The Proposals window offers a <Predefined> Standard layout that includes all proposal data entry fields. it is simply hidden from view. Customizing a layout allows fields to be hidden on a task window. the information is not removed. Cust omi ze d T e mpl at es You can customize layouts if you do not find a well-suited predefined layout. If there is information in a hidden field. 9 Task Window Layouts The Sales Order window offers only the <Predefined> Product layout... • Description: Enter a description of your new layout.Templates window opens. Maintain Layout s Wi ndow When you select the Customize Layout option on the Layout drop-down list. 174 Peachtree Quantum Advanced Self-Study Guide . the Maintain -. The layout used can be changed at any time. Layouts can be customized for each task window and for each user in a network environment. HEADER FIELDS • Template Name: Enter a name for your new template/layout..

Also..INDIVIDUAL FIELDS AND COLUMNS Use the check boxes to select which fields will appear on the entry screen and associated printed form SELECTING A LAYOUT Use these steps to display the desired layout in a task window: • From the appropriate task window. Click Close. Click the New button. Therefore. From the drop-down list. the sales tax is never changed on a sales invoice. Use the following steps to design a new layout: 1 2 Select Tasks. Task Window Layouts 9 . and then OK at the message. Enter a Template Name of Product. Click Save. there is no need to show those fields on the Sales/Invoicing window. and choose Customize Invoice Layout from the drop-down list. 3 4 5 6 7 8 9 10 11 12 13 175 . Abracadabra does not use sales reps. Sales/Invoicing. . ACTIVITY 48 . • Peachtree displays a check next to the layout currently in use. Remove the check in the Entry Screen and Printed Form columns. click the Layout button. select Tasks. Remove the check in the Entry Screen column for Sales Tax Code. To test the template. Click the Layout button on the toolbar. Scroll down in the Individual Fields list to Sales Rep. The window should not display the Sales Rep and Sales Tax Code fields. Sales/Invoicing. Click Close. select the name of the layout you want to use. Click Close on the Sales/Invoicing window.. Enter a Description of Product Sales Invoice.SETTING UP A SALES INVOICE LAYOUT Currently.

When you need to place an order. Using memorized transactions can save time in repetitive data entry tasks.... remove any items that do not need to be ordered.. you may place an office supply order as needed throughout the month... you can enter common transactions for later use. You can memorize the common office supplies ordered using a memorized purchase order.... You can memorize quotes.. you can use the memorized purchase order.. Creating Memor ized Transactions There are two ways to create memorized transactions. The second is to save a posted transaction as a memorized transaction.. select Save to record the memorized transaction for later use.... 9 Memorized Transactions MEMORIZED TRANSACTIONS ... purchase orders.. select Memorized Transactions.. • Enter the transaction information in the fields. • Enter a Transaction ID and Description that identifies the transaction. 176 Peachtree Quantum Advanced Self-Study Guide .... Using the memorized transactions feature. sales invoices. Use these steps to enter a new memorized transaction: • From the Maintain menu... Memorized Transactions submenu.... and general journal entries... 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... For example. Each memorized transaction contains information that is used to create a new transaction.. and enter the quantities to order..... add any additional items that need to be ordered. All fields are optional and can be changed at any time.. You can also save an existing transaction as a memorized transaction. • When finished. The first is to enter the memorized transaction manually... payments... then select the type of transaction desired..

The transaction is copied into the Maintain Memorized Transaction window. The first is to use the transaction from the Maintain Memorized Transactions window. SELECTING MEMORIZED TRANSACTIONS You can select from a list of memorized transactions while using a task window. • Enter a Transaction ID and Description that identifies the transaction. All fields are optional and can be changed at any time. . select List to display a list of transactions. Memorized Transactions 9 . • Click the drop-down arrow to the right of the Save button and select Memorize. then selecting Memorize.SAVING MEMORIZED TRANSACTIONS You can save a posted transaction as a memorized transaction by clicking the drop-down arrow next to the Save button on the transaction toolbar. • Enter or select the Transaction ID you want to use.. Make any changes needed to the transaction. • Select the Select button. select Memorized Transactions. select Save to record the memorized transaction for later use. Follow these steps to use a memorized transaction: • From the Maintain menu. The transaction displays in the transaction window. • On the list window. Creating New Transactions You can create new transactions from memorized transactions in two ways. Changes made to the transaction will not affect the memorized transaction.. USING MEMORIZED TRANSACTIONS Memorized transactions can be used at any time to create new transactions. then select the type of transaction desired. • When finished. • Peachtree displays the transaction in the corresponding task window. • Edit the transaction information in the fields. Use these steps to save a posted transaction as a memorized transaction: • From the transaction window. and post it. The second is to select from a list of memorized transactions while using a task window. Follow these steps to select a memorized transaction: 177 . double-click the transaction you want to memorize.

. Enter a Transaction ID of Office and a Description of Office Supply Order. 9 Memorized Transactions • From the appropriate Task window. Memorized Transactions.ENTERING A MEMORIZED TRANSACTION Office supplies are ordered as needed. • Then click Select. click the drop-down arrow to the right of the List button. A memorized purchase order will be entered that includes common items.. and select the New button on the toolbar at the bottom of the list. Make any changes needed to the transaction. ACTIVITY 49 . Changes made to the transaction will not affect the memorized transaction. GA 30293 71000 404-555-7986 4 178 Peachtree Quantum Advanced Self-Study Guide . • Double-click the memorized transaction you want to use. Follow these steps to enter a memorized transaction: 1 2 3 Select Maintain. Purchase Orders. Atlanta.. Select the magnifying glass to display the Vendor ID lookup list. • Peachtree displays the transaction in its corresponding task window. and post it. Enter the following information on the Maintain Vendors window: Vendor ID Name Address Expense Acct Telephone 1 01office Office Warehouse 112 10th St.

Click Save. Memorized Transactions 9 . and click OK. then Close.10 8 Click Save. The Quantity. Click the drop-down arrow to the right of the List button. Follow these steps to use a memorized transaction: 1 2 3 4 5 6 Select Tasks..30 12. Enter the following quantities: Quantity 2. ACTIVITY 50 .85 23.5 6 7 Click Save to record the information. Enter the following information. Item. Enter 01office for the Vendor ID.00 1. and select Row.USING A MEMORIZED TRANSACTION The memorized purchase order for office supplies will be used to place an order. 179 . Enter a PO # of 1003. Amount. . Click Select. Purchase Orders. then Close. and Job fields will remain blank: Description Black ball point pens (box of 12) Printer ink cartridge model number H2939 Legal Pads (10 pack) Colored Dry Erase Markers GL Account 71000 71000 71000 71000 Unit Price 9. Enter a Date of 02/29/08..00 Colored Dry Erase Markers 7 8 Highlight the Legal Pads line. then click Close.00 Description Black ball point pens (box of 12) Printer ink cartridge model number H2939 Legal Pads (10 pack) 1. Remove from the toolbar.45 7. The order was phoned in to Office Warehouse. Highlight the Office transaction.

.... FIND BUTTON Select the Find Button to search for transactions based on the filter criteria. By default... This feature can be useful when you need to find transactions associated with a specific ID or when you have trouble locating a transaction.... Find Transactions Window This window offers filtering options that can be used to search for transactions in Peachtree.... To view a transaction..... highlight the transaction in the list..... and click the Detail button or simply double-click the transaction. 180 Peachtree Quantum Advanced Self-Study Guide .... The transactions found will be listed at the bottom of the window.... Find Transactions from the Menubar.. transactions are listed by date... To sort by a different field. You can use the Find Transactions window to search for transactions in Peachtree.. click the heading for the field.. To display the Find Transactions window..... select Edit.. 9 Find Transactions FIND TRANSACTIONS .......

... 181 ...... select Tasks..... Account Register 9 .... To open the Account Register window..... and select options to reconcile the account and print the report register.... Using the Account Register option...... view transactions posted to a particular cash account. then Account Register...... . you can enter payments or receipts to cash accounts........ACCOUNT REGISTER ...

• Payee/Paid by: Shows the vendor or customer associated with the existing transaction. Fields of interest are described below.. and select options to print the Account Register report and reconcile the account. • Receipt: Shows the amount for a receipt. • Show Transactions for: Select the time period for which you want to see transactions. 9 Account Register Account Register Window On the Account Register window you can view payments and receipts for a particular cash account. enter new payments or receipts.. Enter an amount if the new transaction is a Payment.. Enter an amount if the new transaction is a receipt. • Payment: Shows the amount for a payment. 182 Peachtree Quantum Advanced Self-Study Guide . Select the appropriate customer or vendor for a new transaction.

. one of the available fields is the G/L Asset Account number.. Another example might be to create a group of assets that share the same acquisition date. You can include them in a group and dispose of the entire group at one time.... you would need to know what it is. You can use the one default database or create numerous databases in which to store your data..... Asset management requires you to maintain a great deal of detail for each asset.. You can store one or more companies in a single database. You will find fields for each of these details and many more... In addition.... FAS for Peachtree’s Group Manager option allows you to do this and more.. and perhaps a serial number. F 183 .. FAS for Peachtree stores your asset data in a database..... You may want to categorize your assets for reporting or sorting purposes.. 10 . For example.I NTRODUCTION TO FAS FOR P EACHTREE BY S AGE AS for Peachtree by Sage organizes fixed asset data in an easy-toview format..... Perhaps you need to dispose of a number of assets.. You could set up valid entries containing only the appropriate accounts so that fewer input errors are recorded. and offers more than twenty predefined reports for financial and tax reporting of up to 200 assets.. There are many flexible options you will want to use to have the program work to your specifications. To identify an asset. performs complex depreciation calculations quickly and easily. the depreciation classification. Using the Group Manager you can specify any of several criteria by which you want to include assets in a group.. where it is located... You also have the option of using the SmartLists you create to set up valid entries for the fields.. or you can create multiple databases for storing multiple companies.. The program is very flexible. FAS for Peachtree allows you to customize almost every one of them.. and you can change group specifications at any time.

.. To start the program... you can start the program in one of three ways: • Double-click the icon on the desktop.. Using the FAS for Peacht ree Icon When FAS for Peachtree is installed.. Using the St art Menu During installation. Then select FAS Solutions..... You may disregard this message because this company is not available in Peachtree..... Follow these steps to start FAS for Peachtree using the Start menu: • Click Start and Programs. and FAS for Peachtree by Sage... you will receive a message suggesting that you create a valid map in the Edit Company window....... Because this company has not been set up with an interface to Peachtree... 184 Peachtree Quantum Advanced Self-Study Guide .. Once FAS for Peachtree by Sage is installed.. an icon will be placed on your desktop.. • Use the Start menu..... 10 Starting FAS for Peachtree by Sage STARTING FAS FOR PEACHTREE BY SAGE ... a program group is created so you can start the program using the Start menu..... FAS for Peachtree by Sage... the program will open the sample company Westfield’s Bakery-Demo automatically. The first time you open FAS for Peachtree by Sage... double-click the icon..

Entering Company Information The New Company Wizard guides you through selecting the database in which the company data will reside and entering the company name and starting system number... New Company Setup 10 . If another company is open.. New Company from the Menubar. When setting up a new company... allowing you to enter the necessary data.. select the database in which your company data will reside... the following screen appears. 185 .. in the Preferences. To begin setting up your company select File........ the Edit Company window opens. you have chosen to use wizard for setting up a new company.. Both methods are accessed using the same menu option. you will receive a message stating..... Otherwise. ... If you chose to use the wizard.NEW COMPANY SETUP .. New company setup is an easy way to enter basic information about your company into FAS for Peachtree.. Follow the steps by entering the required data and clicking Next. “The current company must be closed to create a new company.. and specify fiscal year information.... If... Do you want to continue?” Click Yes to continue.. the wizard will open. There are two methods that can be used to create a new company... you enter basic information such as your company name and address. You also indicate which books you want to use........ and define short tax years.

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. This field is disabled if you specify anything other than None in the Emulate Book field. This is only available when setting up a new company. • Map to Peachtree: Displays a window that allows you to map the currently open FAS for Peachtree company to a Peachtree company. The data entered here affects the Book-related fields you access when adding a new asset. Fields of interest are described below: HEADER FIELDS • Starting system number: Enter the number to be assigned to the first asset you will enter. The date entered in this field cannot be later than the placed-in-service date of the company’s oldest asset. • Book Title: Specify the name for books 6 and 7. Enter the data in each row for the corresponding book. This can be changed at any time. • Open Book?: Indicate whether or not you want to use a book. allowing you to make any necessary changes. Once completed.. the Edit Company window opens... Each book is listed at the top of the columns found here. 186 Peachtree Quantum Advanced Self-Study Guide . book 6 or book 7. • Default Method: Select a default depreciation method for the Internal book. 10 New Company Setup You will also specify the company’s fiscal year-end and the date the company opened for business.

..Immediate: An adjustment is made as soon as you calculate depreciation. If the first year of business is not a short year..• Allow Prior Depr?: Use this field to indicate whether you want the system to allow you to enter beginning depreciation amounts for assets. FAS for Peachtree uses the half-year convention unless you specify the midquarter convention. FAS for Peachtree automatically sets up an initial short year after you complete the Book Defaults tab. After you have entered all assets previously maintained in another fixed asset system.Postrecovery: The adjustment is made in the first period of the next fiscal year after the end of the asset's life. You can override any of the defaults on this page by selecting another valid option. this field is available for use in the future. If the first year of business was a short year. If you take full Investment Tax Credit (ITC) for an asset. the system displays its fiscal year-end date in the window. the program reduces the asset's basis in all books except the Internal book. BOOK OVERRIDES TAB This tab displays some of the default settings used to calculate depreciation. . Enter dates in either the MMYY or MMYYYY format. you may want to disallow entry of beginning amounts to protect the data. The depreciation adjustment amount is the difference between what you enter as beginning depreciation and the amount the system calculates for the same time frame. You can enter up to five different short years for each book. SHORT YEARS TAB You need to use the Short Years tab only if you are entering a company's past history or if you are editing a company setup and want to enter the dates of current or future short fiscal years. • Years 2-5: Use the fields in each row to enter the month and year of the new fiscal year-end for each book listed. New Company Setup 10 . the system completes this field automatically based on the entries you made in the Company Information fields. • Adjustments: Specify how you want the system to handle assets that were underdepreciated before they were added to FAS for Peachtree. • Year 1: If your first year has less than 12 months duration. . The options include: . 187 .None: No adjustment is made. indicating that the first year of business is less than 12 months. • Midquarter: Controls which averaging convention the system uses for the tax-related books.

Select Yes for Round reports to whole dollars?. Use the following steps to disable the wizard and set up the company. Change the Business Start Date to 01/1998. In this activity the New Company Wizard will not be used. For Book 6 change the Book Title to Local. then Peachtree Quantum. and State books set at the defaults. Choose Yes if you receive a message about closing the current company. Select Start from the Taskbar in the lower left-hand corner of the screen. ACTIVITY 51 . 1 2 Start FAS for Peachtree. 188 Peachtree Quantum Advanced Self-Study Guide . Choose Abracadabra Web Services. and click OK. 10 New Company Setup • Reduce by ITC: Indicate whether or not you want to reduce the basis of assets qualifying for the Investment Tax Credit. Select No for the Open Book? fields for the AMT.. and Book 7 books. Click Yes.. 15 16 17 Click the Map to Peachtree button. the company must be set up in FAS for Peachtree. If there is a checkmark next to New Company Wizard. Select File. disabling the wizard. Enter Abracadabra Web Services in the Company Name field. Also for Book 6 change the Emulate Book field to Tax. click outside the menu box to close menu. then Programs. New Company.. If there is no checkmark. Click OK to create the new company. Select File.SETTING UP A COMPANY Assets need to be entered for Abracadabra Web Services. click to remove it. ACE. Leave the Tax. Enable Wizards. Before assets can be entered. Internal. Leave Starting system number set to 000001. Open Abracadabra Web Services. Peachtree Quantum. 3 4 5 6 7 8 9 10 11 12 13 14 Your company must be open in Peachtree for you to map your FAS data to Peachtree. then minimize Peachtree so you can work in FAS for Peachtree again.

. . New Company Setup 10 ..18 The desktop should appear with the Group View open as shown below: 189 .

10 New Company Setup 190 Peachtree Quantum Advanced Self-Study Guide ....

This method allows you to enter the details directly to the fields in the Detail View... warning you if any entry was entered incorrectly.. If you need to track more than 200 assets....M AINTAINING A SSETS . you can set up multiple companies.. If you would like assistance with setting up assets. enter the general descriptive information. 191 ..... When the New Asset Wizard is used. use the New Asset Wizard to get the help you need. E ach company in FAS for Peachtree can track up to 200 assets.......... Next. 11 There are two methods you can use to add assets to your company.. FAS for Peachtree prompts you to enter the necessary details for each field before selecting Next to move to the next sequence of field data.. There are five windows in which you will be asked to enter details for the asset... then the acquisition and depreciation information... The first gives you an opportunity to use a previously entered template to create the new asset.. The final window gives you the status.... Use the File menu to activate the New Asset Wizard..... Use the standard method if you are familiar with the details needed to record and track assets and depreciation.

and associated General Ledger accounts. or click the New Asset button on the toolbar. New from the Menubar............ 192 Peachtree Quantum Advanced Self-Study Guide ... Otherwise.. If the New Asset Wizard is activated... 11 Maintaining Assets MAINTAINING ASSETS ..... To add a new asset... use the scroll bar along the bottom of the book related fields to access more book fields...... use CTRL+N. If you track more than three books... M A IN T A B The data entered on the Main tab is used to track general information concerning each asset. the Detail View window opens along with the wizard... There are also fields pertaining to each book being tracked in the program..... select Asset. the Detail View window opens and allows you to begin entering the asset details to the appropriate fields... vendor. The Detail View is shown below... followed by a description of fields of interest... such as location..

including any freight and installation charges. the first 10 characters should give you enough information to identify the asset. • Bus Use %: Indicate the amount of time the asset is used for business purposes as a percentage. BOOK RELATED FIELDS • Acq Value: Indicate the amount of money it took to acquire the asset. For example. so the historical balances will need to be entered. You can hide fields you do not need. These assets have been depreciated using another system. The New Asset Wizard will be used to enter these assets. • Depr Meth: Select the appropriate depreciation method. • ADS Life: Enter the life in the tax books for any asset using MACRS Alternative Depreciation System. • Beg Accm: Enter the total depreciation from the placed-in-service date. Maintaining Assets 11 . Only valid methods are listed as determined by the date placed in service and property type. • Beg Date: Enter the date through which depreciation was calculated prior to using FAS for Peachtree. CE for computer equipment. Note that this credit usually does not apply to assets acquired before 1985. While you are allowed up to 80 characters. . length... • Class: Use this field to categorize your assets. • Est Life: Enter the estimated life of the asset in MM/YY format. ACTIVITY 52 . To customize any of these fields. • Beg YTD: Enter the current year-to-date depreciation. Therefore.GENERAL INFORMATION FIELDS The General Information fields can be customized to suit your business needs. 193 . • Salvage: Enter the amount estimated to be the selling value of the asset at the end of its life. FF for furniture and fixtures. change the title.ADDING ASSETS Several existing assets need to be added to the database. there are many reports that truncate the description to the first 10 characters. and create a SmartList if necessary. • Description: Use up to 80 alphanumeric characters to describe your asset. • ITC Amt: Indicate the amount of Investment Tax Credit. select Fields from the Customize menu. and entry order.

click Finish. On the General Information window. Choose Asset. 11 Maintaining Assets 1 Select File. leave the default settings as they are. You will not be using a template. Click Next.. and click Next. If there is no checkmark next to New Asset Wizard. and click Next: G/L Asset Acct No G/L Expense Acct No G/L Accum Acct No 15000 64000 17000 7 On the Acquisition Information window the last four fields will not be used for this asset. and click Next: Description Co Asset No Class Location Custodian Desks (4) 001 FF Office Bentley 2 3 4 5 6 On the G/L Information window. so leave it set to None.86 01/02/2007 01/02/2007 . Enter the following data in the first three fields. 8 On the Depreciation Information window... Enable Wizards. click to enable it. New. and click Next: Acquisition Value Acquisition Date Placed In Service Date 2147. 9 194 Peachtree Quantum Advanced Self-Study Guide . If there are no warnings. If there are warnings. click outside the menu box to close the menu. If there is a checkmark. This opens the Detail View and overlays it with the New Asset Wizard. a field was skipped or data was entered incorrectly. enter the following data. enter the following data. On the Status window you should have no warnings. and click Next. Use the Back button to go back to the appropriate window to make any necessary corrections. .

.67 Local 01/2007 17.29 State 01/2007 43.83 350. Remember to click Save. Enter the following data for each book in the designated field as shown in the following table.90 125. Using these steps as a guide.83 350. Maintaining Assets 11 .67 Internal 01/2007 17. so when prompted.90 125. then New after each asset. 195 ..10 The Detail View of the asset should appear as shown below: 11 Now. Depreciation was not calculated using mid-quarter convention. the accumulated depreciation amount that was recorded prior to using FAS for Peachtree needs to be recorded. Tax Beg Date Beg YTD Beg Accm 01/2007 43. add the following assets. click No..29 12 13 Click the Save icon to save the record.

19 01/07 196 Peachtree Quantum Advanced Self-Study Guide .61 192.61 192.92 01/02/07 01/02/07 01/07 22.81 01/07 67.32 01/07 107.81 01/07 Asset 2 Computer 003 CE Office Davis 15100 64000 17100 3068..19 01/07 14.27 911.15 358. 11 Maintaining Assets Asset 1 Description Co Asset No Class Location Custodian G/L Asset Acct No G/L Expense Acct No G/L Accum Acct No Acquisition Value Acquisition Date Placed In Service Date Tax Beg Date Tax Beg YTD Tax Beg Accm Internal Beg Date Internal Beg YTD Internal Beg Accm State Beg Date State Beg YTD State Beg Accm Local Beg Date Computer 002 CE Office Bentley 15100 64000 17100 4022..83 695.70 01/02/07 01/02/07 01/07 81.57 01/07 51.70 01/02/07 01/02/07 01/07 107.92 01/07 22..13 98.57 01/07 Asset 3 Color Printer 004 CE Office Bentley 15100 64000 17100 847.27 911.83 695.02 01/07 81.05 469.

.13 98. Maintaining Assets 11 .92 When you sell. it must be disposed of. 197 . • Disposal Date: Enter the date of the asset disposal in MM/DD/YY format. or abandon an asset.32 Asset 2 51. On this tab. • Disposal Method: Select the appropriate disposal method.05 469. .. exchange. each book is displayed along with fields pertinent to disposals. If the asset has been disposed of.02 Asset 3 14. the previously entered data will be shown. • Cash Proceeds: Enter the dollar amount of all cash received and any debt assumed by the buyer. • 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.15 358. • Non-Cash Proceeds: Enter the dollar value of any non-cash items received. retire.Asset 1 Local Beg YTD Local Beg Accm DISPOSAL TAB 67.

.. A new row will appear. specify Yes. ACTIVITY 53 .71. On page one of the Disposal Worksheet the Net Gain(Loss) should be 62. FAS for Peachtree automatically records and displays the events. If you want the system to report a gain or loss in the tax and company books. This displays the Internal Book. The Net Gain(Loss) should be -115. In the Cash Proceeds field. enter 548. The amount can be overwritten. select the color printer by double-clicking it. allowing you to enter the date. or Defer. Select Defer to choose to report the gain or loss at a later date. • Recog G/L: Select Yes. choose the Disposal tab. 11 Maintaining Assets • Gain/Loss: Displays the gain or loss on the asset after making the calculation. No.59. Use the right arrow button in the top left to view page two. It can no longer be used and must be disposed of. 1 2 3 4 5 6 Select Asset. From the Detail View. Select Casualty in the Disposal Method field. From the Group View. You may have to maximize FAS for Peachtree to see the buttons at the bottom of the screen. In the Disposal Date field. This opens the Disposal Worksheet. enter 02/15/08. and a loss should be entered with a preceding hyphen or negative symbol. Click Save to save the disposal. 198 Peachtree Quantum Advanced Self-Study Guide . then Group View.DISPOSING OF AN ASSET The color printer in the office was destroyed by water damage during a storm. 7 Click the Worksheet button at the bottom of the screen. Page one displays the Tax Book data. 8 9 10 11 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..50. Close the worksheet by clicking the x button in the Disposal Worksheet title bar.

. Event Code Description ACTIVE ADJUSTMENT BACKUP CHANGE COPY DEPRCALC DISPOSE IMPORT INACTIVE NEW RESETBEGIN RESETSERV RESTORE NA Activated an inactive asset Depreciation adjustment amount calculated Backed up copy of company data Changed asset information Company data copied to another company and/or database Depreciation calculated through date Asset disposed. The following table gives you descriptions of all processes that are tracked. Maintaining Assets 11 . ..including the date and time they occurred. Gain/Loss Calculated as of date Asset data imported from another source Asset inactivated Asset created Depreciation reset to beginning date Depreciation reset to placed-in-service date Backed up company data that has been restored No history information available 199 .

. time. and space for you to type any notes you need. The program will supply the date.. 11 Maintaining Assets NOTES TAB Use the Notes tab to record any type of detail that should be retained for the asset. 200 Peachtree Quantum Advanced Self-Study Guide ..

. and create specific sort orders.....Require Entry: Select this option to require an entry to the field.Allow Entry: Choose this option to allow an entry to the field while not requiring the entry.Hide: Choose this option if you do not use the field and would prefer not to see it at all.. This field is only available for certain field types. • Entry Mask: Define the type of character... You can change field descriptions and field entry order. . 201 . . Cust omi ze Fi el ds Wi ndow Fields of interest in the Customize Fields window are described below: • View: Limit the access rights to the field using one of the four available options: .. When customizing. set up SmartLists. FAS for Peachtree allows you to customize your system.. • Entry Order: Use this option to change the order in which the field appears in the Detail View......... alpha or numeric.. . It can be changed at any time...CUSTOMIZING THE SYSTEM ... and the number of characters you want to use for the field. Customizing the System 11 .. you have many options from which to choose to better suit your needs. Groups can be created to categorize your assets in a manner pertinent to your business..View Only: Select this option to disallow entry to the field while allowing the users to see the data.... ........ Use X’s to change the number of allowed characters.......

ACTIVITY 54 . Because these fields are not needed. In the View field.. From the Field list. In the View field. From the Field list. select Hide from the drop-down list. SmartList Window SmartLists allow you to specify the data that can be pulled into a field. the Custodian field is used more often than the Mfg Serial No field. they will be hidden. select 6th. select Hide from the drop-down list. This prevents data entry error and can save you time as well. choose Custodian. From the Field list. Click OK to save the changes. Finally. In the Entry Order field. select Purchase Order No. the Location field entry order will be changed.CUSTOMIZING FIELDS Abracadabra does not track purchase order numbers or vendors on a per-asset basis. Also. 1 2 3 4 5 6 7 8 9 10 Select Customize. It is not available for fields in which you cannot create SmartLists. select Vendor/Mfg. 11 Customizing the System • Message: Enter a descriptive phrase that will appear in the status bar when data is entered in the field.. to place the G/L account fields together. select Fields 202 Peachtree Quantum Advanced Self-Study Guide . So the entry order will be changed to make data entry more efficient. choose Location. Fields from the Menubar. • Activate SmartList containing Valid Entries?: Select this option to enable the SmartList Manager. From the Field list. In the Entry Order field.. select 7th. To access the Smartlist window.

. . taken from the drop-down list. . then choose any field for which a SmartList can be created. • Auto Add Options: Click any of the options to activate or inactivate them. Fields of interest are described below: • 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.. Customizing the System 11 . to the first three characters you enter.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.Restrict Entry: Requires you to select an entry from the SmartList.from the Customize menu. . .Quick Lookup: Fills in the field with the nearest match. 203 . • List Attributes: Click any of the options to activate or inactivate them. Choosing this option disables the Auto Add feature.No Auto Add: Allows users to enter data not in the SmartList but disallows an automatic addition to the SmartList. . If not selected. .Auto Drop List: Opens the drop-down list automatically when the cursor is placed in the field.Display Description: Displays the description along with the name of the SmartList. it allows you to enter data that is not in the SmartList.

Blank the Original Entry: Removes the entry from the field for existing assets and leaves the field blank. Click the SmartList Manager button.Blank the Original Entry: Removes the entry from the field for all existing assets and leaves the fields blank... select Require Entry. 1 2 3 4 From the Menubar. 5 6 204 Peachtree Quantum Advanced Self-Study Guide . Change the Message field to Select the appropriate class from the drop-down list. you will create a SmartList for the Class field.Keep the Original Entry: Replaces the entry in the SmartList but keeps the original entry in the field for existing assets. 11 Customizing the System • Replace Button: Use this option to replace an existing SmartList with a new SmartList. . In the View field. • Delete Button: Removes the SmartList. ACTIVITY 55 . . • Delete All Button: Removes all SmartList entries. . giving you two options for any assets currently using the entry you are deleting. Choose Class from the Field list. • Fill Button: Creates a SmartList using the data entered in the field for all assets in the company.Keep the Original Entry: Deletes the entry from the SmartList but retains the original entry for existing assets.. • Print Button: Prints the SmartList report.CREATING A SMARTLIST Abracadabra will be using three types of classes when tracking its assets. Selecting this will open the Replace Field List Entry window with the following options: . Click the Activate SmartList containing valid entries? box. .Globally Replace the Original Entry With the New Entry: Changes the field to the new entry for all existing assets. giving you the same options as seen in the Delete Button description above. To decrease the number of incorrect entries. Fields. allowing you to select to print to a printer or to a file. select Customize.

Click Replace. Customizing the System 11 . You can also choose to rename or delete an existing group. Enter Computer Software in the Description field. A new class needs to be added. 205 . click the Fill button to pull those entries in automatically. select Group Manager from the Customize menu. Enter CS in the Name field. With CE chosen. GROUP MANAGER WINDOW There are two windows when creating or editing groups. To use this process. then click OK twice. . In the Group Manager window. enter Computer Equipment in the Description field.7 Because entries have already been made to the Class field.. Select each of the List Attributes options. select an existing group or enter the group name for a new group. You can also use groups to dispose several assets at one time.. Choose Yes when asked if you wish to continue. Click Add. 8 9 10 11 12 13 14 15 16 Group Manager The Group Manager gives you the ability to track your assets. and enter Furniture & Fixtures in the Description field. Choose FF. You can work with or report on specific groups of assets. Click Replace.

. Choosing the criteria is a three-step process. such as IS. and data (or range of data). if you choose an operator that requires a range. . 206 Peachtree Quantum Advanced Self-Study Guide . Also. • Range: Enter the second value in this field when you use an operator that requires a range. GROUP CRITERIA TAB This tab allows you to specify the characteristics of the group. You can also create a more complicated set of criteria. IS LESS THAN. • Operator Selector: Select the operator you want to use when defining the group.. such as IS BETWEEN.Define the data or range of data for the operator to base its response on.. To do this. IS GREATER THAN.. operator. Fields of interest are described below: • Field Selector: Choose the asset field you want to use to define the group. • Data Selector: Indicate the data you want included or excluded based on the chosen operator. you add the first selection. To open this window. from the Group Manager window select Add to create a new group or Edit to change an existing group. This is a case-sensitive field.Establish the operator. 11 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. then choose another field.Select the field on which the criteria will be based. enter the first value in this field. You can also change the characteristics of existing groups. .

• for book: Specify the book you want to use when defining the group. This field is available only when a book-related field has been chosen from the Field Selector list.
SORT CRITERIA TAB

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.
ACTIVITY 56 - CREATING A GROUP

Create a group so you can sort reports and categorize certain assets.
1

From the Menubar, select Customize, Group Manager.

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. ...

Customizing the System

11

...

11

Customizing the System

2

In the Group Name field, enter Equipment, and click Add.

3 4 5

Select Class from the drop-down list in the first field. Select is from the drop-down list in the second field. In the third field, select CE Computer Equipment.

6

Click Add, and then OK twice.

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Peachtree Quantum Advanced Self-Study Guide

P ROCESSING D EPRECIATION

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AS for Peachtree allows you to calculate depreciation for past, present, and future periods. For this reason, the program uses any of three dates when calculating depreciation. The program will calculate depreciation from either the placed-in-service date, the beginning date, or the through date. • • The placed-in-service date is the date that the asset was placed in service for the company. The beginning date is the date through which depreciation was calculated for the asset at the time you entered it in the system. The through date is the date through which the system last calculated depreciation.

F

12

The program uses whichever of the three dates directly precedes the date you enter when processing depreciation calculations. Therefore, if you chose to run depreciation for a past period and then ran depreciation for a current period, the depreciation reported as "this run" would be based on all periods in between. For example: • • • Depreciation is current through May 31, 2002. Prior-period depreciation is run through February 28, 2002. Depreciation is run through June 30, 2002.

The amount of depreciation reported for "this run" would be the total of all depreciation from February 28 to June 30, 2002. The amounts would be correct, but the reported figures could cause some confusion if not properly interpreted. For this reason, it is suggested that when you run depreciation for prior or future periods, you then run it again for the current period.

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12

Depreciate Assets

DEPRECIATE ASSETS

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You can select from one of two methods to calculate depreciation. • Select Depreciate from the Depreciation menu. • Click the Depreciation icon.

Using the Depreci at ion Icon
To use the icon, click the Depreciation icon in the toolbar.

Using the Depreciation Menu
To use the menu option, select Depreciate from the Depreciation menu.

Depr eciate Window
Use the Depreciate window to select options to depreciate assets. You can select to depreciate a specific group and any or all books. You also have various options for printing the report, such as whether you want to show detail or simply totals and subtotals.

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Peachtree Quantum Advanced Self-Study Guide

Use the following steps to calculate the depreciation and view the report. Select the Window check box in the Send to section to view the report. and click Cancel to close the Depreciate window. Click Select All to calculate for all active books. 6 When finished viewing the report. In the Calculate depreciation through: field enter 0208.ACTIVITY 57 . You can maximize the report window to better view the detail shown. and press TAB.CALCULATE DEPRECIATION Depreciation needs to be calculated for the month of February. close the report window. Click Execute.. 4 5 If you receive a warning message asking if you want to overwrite the file. 7 211 . 1 2 3 Select Depreciate from the Depreciation menu. . Note that the program changes the field to 02/2008. click Yes. The program calculates depreciation and allows you to view the report. Depreciate Assets 12 . The Thru Date field on the Detail View for each asset now shows 02/2008..

you must first choose the asset or assets for which you want to reset depreciation.. but you cannot select them.... You may select multiple assets or an individual asset in the Group View... 212 Peachtree Quantum Advanced Self-Study Guide . for instance.. To reset depreciation.. there are instances in which you may need to reset your calculations. Each field is described below: • Books: Select the book or books you want to reset....... When you choose to reset depreciation for a disposed of asset.. You should not need to reset depreciation under normal circumstances... Click Select All if you want to choose all of the active books.. However. The inactive books will appear.... You may also set up a group of assets and select that group while in the Group View. if short tax year information was not entered prior to calculating depreciation or the estimated life was entered incorrectly for a group of assets..... Reset Depreciation Window On the Reset Depreciation window you will choose the book for which you want to reset depreciation and indicate the date from which you want the reset to occur.......... 12 Reset Depreciation RESET DEPRECIATION ..... Then select Reset Depreciation from the Depreciation menu... the disposal is canceled...

such as the acquired value or depreciation method. This option resets depreciation to the amount that existed when the last Period Close was performed and should be chosen if the amounts at the last Period Close are correct but the amounts for current depreciation are not. You must change the averaging convention on the Book Overrides page of the Edit Company window before you recalculate depreciation. • Period Close Date: Select this check box to reset to the last period close date. and A). You should enter the beginning amounts and other values after resetting and before calculating depreciation again.. After you reset. change asset data as necessary.. and recalculate depreciation. and recalculate depreciation. • Beginning date: Select this check box to reset to the beginning date of the asset. change asset data as necessary. Reset Depreciation 12 .• Service date: Select this check box to reset to the asset's Service Date. This option resets depreciation to the amount entered in the asset's beginning depreciation fields and should be chosen if the beginning amounts are correct but the amounts for current depreciation are not. were entered incorrectly. 213 . . • Clear MACRS Conv?: Select this check box to change the averaging convention on qualifying MACRS property (property types P. This option resets depreciation amounts to zero and should be chosen if critical depreciation values. After you reset. Q.

the program uses the amounts reported on the Depreciation Expense report as This Run... then post the amounts.. the amounts will be incorrect. you may want to calculate using the last day of the prior period.. .....The company in FAS for Peachtree must be mapped to the company in Peachtree. select Post Depreciation from the Depreciation menu.......... • Journal Entry Date: Enter the date on which you want the depreciation posted in Peachtree. If depreciation has been calculated for any date other than the last day of the prior month. then calculate again using the last day of the current period.....The depreciation must have been calculated for the period in which you want to post...... • Period Posting Date: Enter the date through which you want to post...The company must be open in Peachtree.. To ensure correct amounts. There are three things that should be done prior to posting: ... 214 Peachtree Quantum Advanced Self-Study Guide . The amounts posted will include This Run figures for only the assets for which depreciation has been calculated through this date.. 12 Post Depreciation POST DEPRECIATION ... Post Depreciation Window In the Post Depreciation window you will preview a report showing the amounts to be posted in journal format... This process allows you to post depreciation amounts directly into the general journal in Peachtree.. Fields of interest are described below: • Group: Select any group of assets for which you want to post depreciation... . This can be done in Edit Company. To post depreciation. When you post....

Enter 01/08 in the Calculate depreciation through: field. You will also ensure the correct amounts will be posted by calculating for the end of January. 1 2 Select File.. and change the Calculate depreciation through: field to 02/08. then OK. Open Abracadabra Web Services in Peachtree. FAS for Peachtree opens your Web browser to view this report. and click Post. Click Execute. 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 215 . then the end of February. Edit Company from the Menubar. . you will ensure that your company has been mapped to the appropriate company and that company is open in Peachtree Complete Accounting. Enter 02/29/08 in the Period Posting Date: field. display Peachtree on the computer desktop. Choose the Internal book. General Ledger. and click Execute. Click Preview to view the report. Select <All FAS Assets> in the Group field. Send the report to the Window. Post Depreciation 12 . Click Map to Peachtree. In FAS for Peachtree. select Depreciation. Before posting.POST DEPRECIATION Depreciation has been calculated and now must be posted for the month of February. In the Journal Entry Date: field enter 02/29/08.. Leave the Group field set to Active Assets. Close the browser. Close the report. choose Internal.ACTIVITY 58 . In the Book field. Select Reports & Forms. Ensure that Abracadabra Web Services is highlighted in the box on the left and click OK. Close the report. Post Depreciation. To view the journal entry. and click Cancel on the Depreciate window. The amounts should coincide with the amounts you viewed on the Depreciation Expense report. Depreciate. Choose Depreciation. The amounts shown in the column for This Run will post to the general journal in Peachtree when you post depreciation.

Click OK... 12 Post Depreciation 21 22 Highlight General Journal.. and click Display. 216 Peachtree Quantum Advanced Self-Study Guide .

.. 124 customers billing 141. 158 credit memo window 61 custom fields jobs 122... .. 192 automatic purchase order creation 31 B batch posting 169 beginning balances job cost 131 bill of materials 41 adjusting 54 billing contracts 150 cost plus 150... B accounting periods 170 changing 172 Accounts 59 accounts hiding 163 accounts payable job cost applied to 138 overview of tasks 23 Accounts Receivable 150 invoices 152 sales orders 150 accounts receivable hiding accounts 164 overview of tasks 59 activity items 95 adjustments job cost applied to 147 applying reimbursable expenses 155 time tickets 155 assemblies bill of materials 41...... 145. 54 building 47 unbuilding 47 assets depreciating 210 maintain 191.INDEX I NDEX A .... 154 cost process billing 150.... 148 finance charges 65 prepayment 65 customize fields window 201 customizing FAS 201 D decimal number of places 163 options 163 deductions calculated 82 flat rate 80 217 ..... 154 cost process 150. 158 budget job cost 133 building assemblies 47 C changing accounting periods 172 inventory item prices 55 charge items 95 checks group of employees 76 job cost applied to 145 memorized 176 Color Scheme 165 contract billing 150 cost codes adding 129 cost plus billing 150....

... INDEX garnishment 88 default information jobs 121 deposit customer 65 depreciate assets 210 depreciate window 210 depreciation posting 214 resetting 212 Detail View 192 detail view disposal tab 197 history tab 198 main tab 192 notes tab 200 disposal tab detail view 197 E employees garnishment 88 paying a group 76 paying with time tickets 105 time ticket 93 entering company information 185 expense tickets 92 applying to invoices 112 charge items 95 entering 108 using 93 F FAS customizing 201 FAS for Peachtree 183 starting 183 finance charges applying 65 find transactions 180 formulas 84 218 G garnishment 88 General Journal job cost applied to 148 memorized transaction 176 General Ledger overview of tasks 5 global options 162 Peachtree partners tab 166 group manager 205 group manager criteria window 206 group manager window 205 H handling serialized inventory items 47 hide accounts 163 history tab detail view 198 I inventory activity items 95 changing item prices 55 charge items 95 job cost applied to 147 overview 39 invoices 152 applying tickets 112 applying to sales order 63 memorized 176 item attributes tab 42 J job cost accounts payable 138 adding cost codes 129 adding jobs 122 adding phases 127 beginning balances 131 Peachtree Quantum Advanced Self-Study Guide ...

.. 192 master stock item 42 memorized transactions 176 entering 176 saving 177 selecting 177 using 177 menu Maintain for FAS 185 N New 185 New Company Setup for FAS 185 notes tab detail view 200 O options global 162 overhead 148 P payments employees 76 memorized 176 selecting for 28 vendors 28 payroll job cost applied to 145 overview of tasks 75 payroll fields calculated 82 flat rate 80 formulas 84 garnishment 88 Peachtree partners tab 166 phases adding 127 post depreciation 214 posting method 168 batch 169 real-time 169 predefined templates 173 preferences global options 162 prepayment customer 65 Processing Depreciation 209 purchase order auto creation 31 purchase orders auto selection 35 memorized 176 purchases jobs applied to 138 219 . 124 selecting 137 L labor distributed to jobs 145 M main tab detail view 192 Maintain menu for FAS 185 maintaining assets 191...INDEX defaults 121 estimates 133 General Journal 148 inventory 147 labor distribution 145 overhead 148 overview 119 payroll 145 reports 159 time tickets 141 jobs adding 122 custom fields 122. .

.. INDEX Q quotes memorized 176 R real-time posting 169 receiving serialized inventory items 47 reimbursable expenses applying 155 reports groups 13 job cost 159 time and expense 116 reset depreciation 212 S sales invoices 152 sales orders 150 entering 65 filling 63 search for transactions 180 select for purchase orders 35 select for purchase orders-filter selection 36 selecting jobs 137 memorized transactions 177 templates 175 selling serialized inventory items 49 serial numbers tab 46 serialized assembly items 51 serialized inventory items assemblies 51 beginning balances 51 handling 47 receiving 47 selling 49 set up 46 ship items 63 shipments 74 220 introduction 74 Smart Data Entry 164 SmartList window 202 spell check options 166 Spelling tab 166 starting FAS for Peachtree 183 substock item 42 T tax tables 82 templates customizing 174 predefined 173 selecting 175 tickets applying to invoices 112 expense 92. 98 types 92 using 93 time and billing activity items 95 charge items 95 reports 116 time tickets 92 activity items 95 applying 155 applying to invoices 112 entering 98 job cost applied to 141 pay employees 93... 108 job cost applied to 141 time 92.. 105 using 93 weekly entry 102 transactions finding 180 memorized 176 U unbuilding assemblies 47 Peachtree Quantum Advanced Self-Study Guide .

.INDEX V vendor credit memo window 25 vendors paying 28 W weekly time ticket entry 102 window credit memo 61 depreciate 210 select for purchase orders-filter selection 36 vendor credit memo 25 221 .....

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