Exploring Sage Peachtree Complete

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Exploring Sage Peachtree Complete Accounting 2011 Note! This page is dedicated for Sage Peachtree Complete Accounting 2011, not for other software versions. This is a great place to start learning Sage Peachtree Complete Accounting 2011. You will explore the Bellwether Garden Supply data files and learn how to navigate in Peachtree by learning the key parts of Peachtree's main window. The concepts covered in this topic are listed below: Open the Bellwether Garden Supply data files Illustration of the Peachtree main window An example of a Peachtree window Open the Bellwether Garden Supply data files The first place to start is to open Peachtree Complete Accounting 2009. You should see the following window: The Peachtree initial startup screen

Transcript of Exploring Sage Peachtree Complete

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Exploring Sage Peachtree Complete Accounting 2011 Note!

This page is dedicated for Sage Peachtree Complete Accounting 2011, not for other software versions.

This is a great place to start learning Sage Peachtree Complete Accounting 2011. You will explore the Bellwether Garden Supply data files and learn how to navigate in Peachtree by learning the key parts of Peachtree's main window.

The concepts covered in this topic are listed below:

Open the Bellwether Garden Supply data files Illustration of the Peachtree main window An example of a Peachtree window

Open the Bellwether Garden Supply data files

The first place to start is to open Peachtree Complete Accounting 2009. You should see the following window:

The Peachtree initial startup screen

There are two ways you can open the Bellwether Garden Supply data files from this initial startup screen:

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No.

Description

Open an existing company:Click the Open an existing company image. In the Open an Existing Company window that appears, click once on Bellwether Garden Supply to highlight it, and then click OK. Explore a sample company:Click the Explore a sample company link. In the Explore a Sample Company window that appears, select Bellwether Garden Supply from the list and click OK.

Illustration of the Peachtree main window

Welcome to the Peachtree main window! No matter which way you opened the data file for Bellwether Garden Supply, you will now be presented with the Peachtree main window. The screenshot below shows an example of the Peachtree main window. Notice that reference numbers are written next to several parts of the window. These are explained in the table that follows.

The Peachtree main window with reference numbers

The following table explains the terms used to describe parts of the Peachtree main window:

No Description

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.Name of the Peachtree window (Title Bar):The Peachtree main window usually starts with the name of the company whose data files are currently open followed by Peachtree Accounting. If you open the data files of multiple companies simultaneously, Peachtree will display the word 'Active' at the beginning of the title bar. Menu Bar:The menu bar is a horizontal bar that shows Peachtree's main menus. Navigation Bar:The Navigation Bar is positioned on the left side of the Peachtree main window. There are seven icons in the Navigation Bar, each corresponding to a different Navigation Center (see point 5 below). Clicking on an icon in the Navigation Bar will open that particular Navigation Center, allowing users to quickly switch between Navigation Centers. Selection indicator:The selection indicator shows the name of the Navigation Center that is currently opened, which is Inventory & Services in the above illustration. Navigation Center:The Navigation Center is the area to the right of the Navigation Bar. A Navigation Center refers to a group of tasks and information that pertains to a specific area of a business. There are seven Navigation Centers in Peachtree:

1. Business Status2. Customers & Sales3. Vendors & Purchases4. Inventory & Services5. Employees & Payroll6. Banking7. Company

Users can only access one Navigation Center at a time by clicking the icons on the Navigation Bar. Tabs:Some Navigation Centers, such as the Inventory & Services Navigation Center, may have tabs displayed at the top of the Navigation Center. These tabs allows users to access the tasks section and the management section in the appropriate Navigation Center. Tasks section:The most frequently used part of the Navigation Center is the Tasks section. The example above shows the Inventory & Services Tasks section. The Tasks section contains icons that represent tasks that can be performed in that section. These tasks are divided into two categories; maintenance tasks and information processing tasks. Maintenance task icons:The top part of the Tasks section provides maintenance icons that you will use to enter, change, and store information about companies, inventory items, vendors, customers and so on. It may help to think of these icons as a place where you access the master files of the business for that particular Navigation Center. These icons are often used during the setup process.

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Information processing task icons:The lower part of the Tasks section shows a graphical flow of tasks that relates to a particular business area. This section is used to record and process transactions relating to a particular business cycle. Specific task option:When a task icon is clicked, Peachtree often provides a drop-down list that allows users to select the specific task that they want to perform. Selecting an option from this drop-down list will open a Peachtree window where the information related to that task is entered. System Date:The System Date button shows the date that will be automatically applied when you open a Peachtree window to record a transaction.

That date is not the same as your computer's date so changing the Peachtree's system date will not affect the dates of other programs you are currently running or planning to use in the future. Accounting Period:This button shows the current accounting period number followed by the starting date and the end date of that accounting period.

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An example of a Peachtree window

The following illustration is an example of a Peachtree window where information is recorded. Reference numbers have been added to the image below to help you understand the terms used to describe parts common to many Peachtree windows. In this case the Maintain Inventory Items window is illustrated.

An example of a Peachtree window with reference numbers

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The following table explains the terms used to describe parts common to many Peachtree windows:

No.

Description

Name of the Peachtree window:In this case, the name of the above Peachtree window is Maintain Inventory Items. Toolbar buttons:The row of buttons above is often referred to as toolbar buttons. Use the appropriate button to close, save, delete or create a new record. Back and Next buttons:Press these arrow buttons to see records preceding or following the one that you are currently viewing. Tabs:A Peachtree window may have two or more tabs. Click appropriate tabs to enter or review existing information in a record.

Entering information into PeachtreeThere are many ways to enter information into Peachtree. Now that you are familiar with the Peachtree main window and parts common to many Peachtree windows, let's learn how to you use the mouse and keyboard to perform the following activities:

Move the cursor forward and backward Entering information into fields with a lookup icon

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Add extra lines to record information in a Peachtree window

Move the cursor forward and backward

In addition to using the mouse to move the cursor from one field to another, you can use the keyboard to move the cursor forward and backward in Peachtree. Many accountants prefer to use the keyboard because it causes the cursor to move consecutively through all of the fields in a window. Users are therefore less likely to make mistakes or omit details when entering information into Peachtree.

If you have already had Peachtree opened in your computer, let's open a Peachtree window and practice using your keyboard move the cursor through different fields:

To move the cursor to the immediate field in a Peachtree window, press <Tab> or <Enter>.

To return to the fields that have been skipped or entered, hold down the <Shift> key and press either <Tab> or <Enter>.

Enter information into fields with a lookup icon

When you open a Peachtree window, some fields may have a magnifying glass icon next to them such as the Vendor ID field, the A/P Account field and the Item field in the screenshot below. To enter information into those fields, you must select a record from a drop down list of records that have previously been created in Peachtree. If you enter information that is not in that list, Peachtree will not allow you to save the information in that window. If you do try to save the information in that window, Peachtree will prompt you to set up that item so that you can select it from the drop down list for that field. So all records must be created before they can be selected in a Peachtree field with a lookup icon. You will learn how to create records in later sections of this Learning Center. For now, just be aware that in the fields that have a magnifying glass icon, you can only select a record from the drop down list of existing records.

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Below is a list of various ways you can use to locate and select a record in the fields with a magnifying glass icon:

Click on the magnifying glass icon to open a drop down list of existing records that have been set up in Peachtree. Scroll down the list and click on a record to select it.

With the cursor in the field that has a magnifying glass icon, click the right button of your mouse. This will open the same drop down list from which you can choose a record.

With the cursor in the field that has a magnifying glass icon, type ?. Again, this will open the same drop down list from which you can select a record.

Type the short identification code of the record you are looking for in the field that has a magnifying glass icon. As you start typing, a drop down list of existing records appears. Once the name of the record is highlighted, you can either press <Tab> or <Enter> on your keyboard or select the appropriate record with your mouse.

Add extra lines to record information in a Peachtree window

When you open a Peachtree window, it may display a limited number of lines in which you can record the required information. Sometimes you may need additional lines because you have more items to enter than there are lines displayed.

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To add extra lines to a Peachtree window:

Click the Row toolbar icon and then from the options presented, click Add. Place the cursor in the field of the last row in which you have entered information and

press <Tab> or <Enter> on your keyboard. A new line will appear in which you can enter additional information.

Resizing the window to make it bigger will also display additional lines.

Notice that if you have entered more items than can be dispayed in a window, a scroll bar appears on the right side of the window to allow you to scroll through the list of items recorded.

Changing global options

Helpful Hint!

If you are completing the Peachtree Practice Set, you should ensure that general ledger account fields are displayed in the Peachtree windows that you are to use by following the instructions in this topic.

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This topic shows you how to modify the default settings that determine how data is displayed in Peachtree. In particular, you will learn how to use the Global Options functionality to display general ledger account fields in various task windows. Please be careful when changing the global options for Peachtree because they affect all company records that are accessed from the computer in which the changes are made.

The following window provides an example of the fields that you should be able to view if the correct global option settings are selected in Peachtree. If these settings are not set up as explained below, you will not be able to see those fields in the Peachtree windows that you are to use to record transactions.

To display and modify your Peachtree global settings, go to the Options menu and click Global from the drop down list provided.

The Global Options window then appears as shown below. The following reference table shows step-by-step instructions on how to show general ledger account fields Peachtree. Note that each

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step is assigned a reference number icon to help you identify the appropriate field or button in the Maintain Global Options screenshot.

The Maintain Global Options window with reference numbers

StepPeachtree

field or iconAction

Accounting tab Select the Accounting tab to display the default options in that tab.

Accounts Receivable

Delete any check mark that may be in the box next to the Accounts Receivable line. This setting allows you to display general ledger accounts in the windows that are accessed through the Customers & Sales Navigation Center.

Accounts Payable

Delete any check mark that may be in the box next to the Accounts Payable line. This setting allows you to display general ledger accounts in the windows that are accessed from the Vendors & Purchases Navigation Center.

OK button Click the OK button to save your changes.

Create a new company In this topic you learn how to create a new company file in Peachtree. Before you can start recording transactions for your company, you first need to create your company data file in Peachtree. This topic guides you through the steps to using the Create a New Company wizard so that you know the information you need when you create your company data files.

Using the Create a New Company wizard

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The first step in using the Create a New Company wizard is to open it. There are several ways in which this may be done:

1. Opening Peachtree for the first time?

If you are opening Peachtree for the first time, you may be presented with this illustration:

Click the Create a new company icon. This will open the wizard.

2. Already have another company file open?

There are many ways to access the Create a New Company wizard if you already have another company file open. One popular way is to use the Peachtree's menu bar. To do this, select File and choose New Company (or press <Ctrl> + <N> on your keyboard).

Now that you have opened the Create a New Company wizard...

The Create a New Company wizard is made up of a number of interactive windows and begins with the introduction window shown below.

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Click the Next button to continue to the next window or press the Back button if you need to change information entered in earlier windows. Your company data file will be created once you press the Finish button in the last window of the wizard. Note that if you press Cancel before the new company data file is created, you will need to start the wizard from the beginning again.

The following is a list of the windows in the Create a New Company wizard. Be careful when entering information into the wizard to create your company data file. While there is some information that can be changed after your company data file has been created, there are other settings that you will not be able to alter, so you need to make sure you are accurate with your work.

Helpful Hint!

If you are completing the Peachtree Practice Set, you will find all the information required to set up your company data file in the Creating the company data file page in your practice set. Remember to enter your full name after your company name in the Company Name field!

Company Information

After clicking the Next button in the Introduction window, you are required to enter essential information about your company. This information includes the company name, address telephone number, business type and identification numbers. Once this information has been entered, click Next. This information can be edited after you have created your company data file by going to Peachtree's main menu bar and selecting Maintain → Company Information.

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Setup

Next, you select a method to create your company. The most common choice is to select 'Use a sample business type that closely matches your company.' Then click Next.

Business Type

You are then instructed to select a business type so that the default chart of accounts created for your company is appropriate for your business type. Scroll through the 'Select a business type' list and click on the appropriate business type. You can view the default chart of accounts for that business type in the 'Chart of Accounts' list. Instructions on how to modify this default chart of accounts after you have set up your company file can be found in the Modifying the chart of accounts topic in this Peachtree Learning Center. Once you are satisfied with your selection, click Next.

Accounting Method

Next, you are required to select an accounting method - either accrual or cash accounting. Be careful in your selection, because this is not able to be changed after you have created your company data file. Click Next.

Posting Method

The next step allows you to choose whether transactions are posted at the time the entry is saved (Real Time posting method) or whether the transaction information is saved and then posted in a batch (Batch posting method) after they have been reviewed for accuracy. This information can be edited after you have created your company data file by going to Peachtree's main menu bar and selecting Maintain → Company Information. Click Next.

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Accounting Periods

You are then required to choose whether your company has monthly accounting periods, or accounting periods that do not match the calendar months. Click Next once you have made your selection.

Fiscal Year

Next, you are required to select the first period of your fiscal year. Again, you are unable to change this once you have created your company data file. Click Next once you have made your selection.

Finish

You have now almost completed the Create a New Company wizard and should see the window below:

Click Finish. Peachtree will then take a moment to create your company data files. You may be presented with a window called Sign Up For Peachtree Payment Solutions. Close this window by clicking OK or the 'X' icon at the top right corner of the window.

Next, you may see the Peachtree Setup Guide window. Close this guide because we will continue to set up the company using the maintenance task icons within each relevant Navigation Center. Instructions on this process can be found in this Learning Center by clicking on the relevant Navigation Center section and selecting the set up link.

Changing accounting periods and the system date

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When recording transactions it is important for reporting purposes that the information be recorded in the correct accounting period. Sometimes this means that accountants need to change accounting periods or the system date to record transactions. Fortunately this is easy to do in Peachtree. Read this section to find out how!

Changing accounting periods

To change the accounting period, simply click on the accounting period icon in Peachtree's main window.

This will bring up the following Change Accounting Period window:

Here, you can select the date of the accounting period you wish to open, then click the OK icon. You are then able to enter transactions into the required accounting period.

Changing the system date

In your Peachtree Practice Set, it is likely that you will be required to enter transactions for a month that is different from the actual month when you are completing the practice set. If this is

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so, you may wish to change the system date in Peachtree so that it matches the month in your practice set.

To change the system date, in Peachtree's main window, click the system date icon.

This will display the Change System Date window. Here, you can either type in the date or click the calendar icon to bring up a calendar as shown. Select the date, then click OK.

Note that the system date in Peachtree is not the same as your computer's date so changing Peachtree's system date will not affect the dates of other programs you are currently running or planning to use in the future.

Reporting Peachtree has many pre-programmed reports that can be accessed with a click of a button (or three!) This section shows you how to display those reports and customize the detail contained within them to suit your reporting needs.

Displaying reports

In Peachtree's menu bar, simply click Reports & Forms and then select the appropriate reporting category. Peachtree provides twelve reporting categories, from Accounts Receivable to Daily Register. In this case, we have selected the General Ledger category.

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This opens up the Select a Report or Form window that displays the list of reports available under that category. In the following example, there are nine reports available for the General Ledger reporting category.

Helpful Hint!

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You can also access the Select a Report or Form window by clicking on the reports icon in the tasks section of the Navigation Center.

Notice that from this window, you can also access any of the other reporting categories. You should take some time to look through all the reporting categories to familiarize yourself with the location of various types of reports in Peachtree.

To view a report such as the General Ledger Trial Balance report, click the Display icon, or simply double click the name of that report and it will open in a new window.

Customizing reports

To change the detail of what is displayed in a given report, click the Options icon at the top of that report.

This will reveal a Modify Report window where you can change various reporting options.

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These options will differ depending on the report selected. For example, you may be able to change the dates covered by the report, or select a check box to include accounts with zero balances in that report. Once you have made your changes to modify the report, click OK. You will notice that Peachtree automatically applies the modifications to the report you have open.