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Jones & Company,
Ltd.
501 Southwest Drive
Jonesboro, AR 72403
870.935.2871
New Paragould Location
109 W. Court Street, Suite B
Paragould, AR 72450
870.236.6449
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| A1 |
How do I make an Invoice and assign it
to a particular job?
After you have sent an invoice to the client you need to enter it into Peachtree.
When you enter the invoice you are going to assign each invoice to a particular
job. When you record the invoice the total amount of the invoice is going to
increase your sales account and also increase Accounts Receivable.
1. Under Tasks, open Sales/Invoices.
2. Enter the Customer ID in the Customer ID field. If the customer is already
set up, you can click the magnifying glass and double-click on the customer you
want to enter. If the customer is not already set up, you can click the magnifying
glass and click New Records at the bottom of the field that opens. If setting
up a customer follow the same steps in setting up customers.
3. Enter the invoice number in the Invoice # field.
4. Enter the date of the invoice in the Date field.
5. Enter the Item in the Item field. (Select Service)
6. Enter a description of the service in the Description field (optional).
7. Fill in the Unit Price, Amount, and Job, fields.
8. Click Post to save the information and clear the screen for a new invoice
entry.
9. If you are done entering invoices, click Close.
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| A2 |
What is the quickest way to add new Fields?
To quickly add a new customer, vendor,
GL account, etc., select that field from a transaction
dialog box, then double-click on the field to open
the corresponding Maintain dialog box. Jason Upah
reminded us of an even easier way--select the field,
then press the + key on your numberpad. Either method
is much quicker then clicking the New button on the
drop down list or traversing through the Maintain
menu. |
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| A3 |
How can I make my Accounts
Payable and/or Accounts Receivable aging report
totals equal the total on the balance sheet?
The total of your Accounts Payable and/or Accounts Receivable aging report may
occasionally differ from the corresponding total on your balance sheet. To correct
this problem without affecting your balance sheet, enter a payment or receipt
against the invoice, but change the cash account for the transaction to your
Accounts Payable or Accounts Receivable account. |
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| A4 |
What should i do with unnecessary
files in the dats directory?
Before closing the year, be sure that there are no unnecessary files in the data
directory for your company. For instance, the file JRNLCLS.DAT can cause trouble.
If the close process which creates this file is halted, it stays in the data
directory and hampers things next time the company is closed. A good practice
is to compare the file names in your company's data directory to those in the
BCS sample company in Peachtree and delete or move extraneous files until you've
finished closing the year. |
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| A5 |
Is there an easy way to
apply prepayments to invoices?
An easy way to apply prepayments to invoices in Peachtree that are generated
through another system is to go to "Tasks", "Receipts", and pull up the appropriate
customer. Check the prepayment that has been used, and then click the "Apply
to Revenues" tab and enter the sale amount. The net affect on the bank account
will be zero, and the payment application and sale are done in one step. |
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| A6 |
What is the event log?
When you set up Peachtree you should consider how important the event log information
is going to be. If you let the system have its way, it will create an "event" for
every transaction you enter. The net result is that the eventlog file will
become huge in no time. |
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| A7 |
How can I transfer information
to Excel?
Peachtree can transfer information to Excel either through the file menu under
Select Import/Export or by selecting Edit, Copy while viewing the print preview
for some reports. |
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| A8 |
What's new in Peachtree
2006?
- Peachtree will now warn you when
a duplicate reference number is being used
on a quote,
invoice, credit memo or purchase order.
- Peachtree will automatically fill in
key fields based on past entries and
store info in drop down menus for future
use.
- The new Internal Accounting Review
looks for suspicious transactions
and
common
accounting mistakes such as duplicate
transactions and cash receipts that
do not debit the correct General Ledger
cash account.
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Back to Questions |
| A9 |
How can I make Peachtree
run faster?
- Make sure your computer meets the minimum
specifications for your version of
Peachtree.
- Delete unneeded data from closed financial
years.
- Turn off Smart Data Entry options (under
Options > Global)
- Turn off Recalculate Cash Balance
Automatically (under Options > Global)
- Close other programs that are running.
- Make sure you have at least 100 MB
of free hard drive space.
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Back to Questions |
| A10 |
How do I email
quotes, invoices, sales orders, receipts,
credit memos, purchase orders and customer
statements?
These options are available in most
Peachtree packages since 2004.
To set up defaults
for Customers and Vendors:
1. Go to Maintain Customers, select a customer
from the Customer ID drop down, and
then choose the Sales Default tab. 2. In the “Form Delivery Options” select “E-mail” for
the Delivery Method. (NOTE: For Vendors, select the appropriate
Vendor, choose the Purchase Defaults Tab.
In the “Form Delivery Options” select “E-mail” for
the Delivery Method.)
To E-mail forms:
3. When printing through
Reports, select the form you want to E-mail
and click the
Preview toolbar button.
Example: If you want to email customer
invoices, go to Reports, Accounts Receivable.
Look for the Invoices/Pkg. Slips folder
in the Report List. Open the folder, and
then select invoice form you would like
to Email. Hit the Preview button on the
above toolbar. Select your desired criteria
on the Filter** tab, and then select the
E-mail tab. Under the Actions section,
you may choose to both send an E-mail and
also print a paper duplicate or only send
an E-mail. Choose the option you want and
Click OK.
The form will appear on the screen for
you to preview (clicking Preview allows
you to view the information going into
your email before you send). Once you have
reviewed the information, click the Print
button and your e-mail window will appear
with the form attached. At this point you
can change who the e-mail is addressed
to, the subject or the message text.
If you don’t want to preview each
e-mail before it is sent, double click
on the form from the report selector (i.e.
Statements, Invoices etc.) and Peachtree
will open the “Select a Printer” screen.
Click OK, and your e-mail will launch with
the form attached.
*Works with Microsoft Outlook Express®,
Outlook® Express and other MAPI-compliant
e-mail programs.
**The filter criteria you select will largely
depend on whether the transactions you
are emailing have already been numbered.
If the transactions are numbered, they
are considered printed. Then you must determine
if you intend to email all numbered invoices
or choose from a range using the filter
criteria within that screen. Alternately
you may choose to print all unprinted items
and this will simply print out any related
transaction that has not yet been posted
or printed with a (I.E. check or invoice)
reference number.
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Back to Questions |
| A11 |
How can I learn more about
Peachtree software?
Need an answer for your Peachtree question?
Can't find the answer you're looking for? If you
have a Peachtree Support Plan, you are entitled
to our e-mail support option that will allow you
to send specific questions directly to Peachtree's
support team. Use the Ask a Question feature of
the Peachtree Knowledge Center, and you can expect
a response within four business hours. All other
feedback, including comments and suggestions, should
be provided to us via the Provide Feedback option. Click
here to ask question.
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