Sales Order

Sales orders let you enter items for a customer, then invoice and ship the items as they become available in your inventory, tracking the backorders in the system. You can view inventory reports that show the number of items backordered for your customers to help you plan your purchases. You can enter a sales order even before you have inventory to ship to your customer. To enter the sale order, go to the task drop down menu and select the option sales/quotes, from that sub menu select the 2^nd option sales order. As shown in the below picture:

When you will click on the option the new window will appear:

First enter the customer’s ID to whom you are going to send the sales order. The purpose of sales order is basically for the company so that the company can make the goods ready for the sale. The address (if given at the time of making of customer) will appear in “Bill To”. Enter the date on which you are making sales order. In “Good Thru” date enter that date till which you want to make the order valid. Enter the SO which is mandatory. After filling all the requirements press the button “save” to save your actions

Recording of payments

This allows you to write checks for vendor invoices, for payments that don't have a vendor invoice, and for prepayments or discounts. You can also write a check to a customer. To record the payments go to the ask drop down list select the option payments as shown in figure:

When you will click on the option “payments” the new window will open. In the payments window you can add the payments you have made to the vendors, and the payments made for the other expenses like salaries, wages, maintenance costs etc. if you have to make the payments for the salaries write “accrued salaries payable”. In description you will also write the same. Give the GL account of “salaries payable”. Write the total amount paid for the salaries. When you will enter after writing the amount the check box will be tick marked automatically. Now save your transaction by clicking the button, save.

Now if you are recording for the payment to your vendor then select the vendor’s ID to whom you are going to make the payment. The tab will shift from “apply to expenses” to apply to invoices”. The invoice number, amount due, and the due date for the payment will be written over there already. You just have to write the discount (if any) and the amount paid. When you will click enter button from your keyboard then the “pay” box will be checked automatically.  Now click the button save in order to save the task.

Recording of Receipts

Receipt means the amount we receive against the sale we made to our customer. This is used when we received amount of credit sales. The receipts window allows you to enter all checks, cash, and credit card slips you receive and deposit them in your checking account. There are two ways you can account for receipts in Peachtree:

·         If you sent an invoice to a customer, you apply the receipt to the invoice. Invoices entered in the Sales/Invoicing window appear as distribution lines when you enter the customer ID. You can check the Pay column beside each invoice being paid in full by this receipt.

·         If you made a direct sale that didn't require an invoice, you use Receipts and enter it on the Apply to Revenues tab. This requires you to specify a check number and sales account.

To record the receipts in the Peachtree go to the task drop down menu and select the option receipts. As shown in figure:

When you will click the receipts option the new window will open at your screen.

Now in the above mentioned window select the customer’s ID from which you are going to receive your receipts against the sale you made. Now the recording of receipts can be made by two ways either against the sales invoice you have already issued to the customer or by the direct sale. First we will see the method of direct receipts. Select the customer from which you have to receive the cash if you have not made the invoice against that customer the tab of “apply to revenues” will not shift to the tab “apply to invoices”. Enter the reference number, receipt number and the date on which you are recording the data. Fill out the requirements like quantity, item, description and unit price. The total amount will be calculated automatically. The receipt number is mandatory to enter. Click the save button in order to save your work.

Now if you are receiving the cash against your sales invoice made already. Select the customer ID the tab will shift from “apply to revenues” to apply to invoice”. The invoice number, date due for the receipt and the amount will be filled automatically. You just have to write the amount received. When you will press enter after writing the amount the next box “pay” will be tick marked automatically. Now save your transaction by clicking the button “save”.

Sales return or credit memo

You can use the Credit Memos window to enter credit memos for customer returns and credits; you can apply credit memos to any existing customer invoices. All entries made on this window are posted to General Ledger, customer records, and possibly inventory and job records. You have the choice of applying transactions to Jobs through the distribution list box. The Credit Memos window allows you to enter as many as 500 return or credit line items per memo. To record the sales return, go to the task drop down list and select the option credit memos. As shown in the below picture:

When you will click to the option, a new window will appear on your screen.

Select the customer’s ID to whom you are going to return the inventory. As you select the ID the tab will be shifted from “apply to sales” to “apply to invoice number”. Select the invoice, from which you are going to receive the sales returns, enter the credit memo number. It is mandatory to give the credit no otherwise your entry will not be saved. Write the returned amounts to the “return” list the total amount will be calculated automatically.

Purchase return or vendor credit memo

Use the Vendor Credit Memos window to enter credit memos for returns to and credits from a vendor; you can apply credit memos to any existing vendor invoices that have not been paid. All entries made on this window are posted to General Ledger, vendor records, and when applicable, inventory and job records. You have the choice of applying memos to jobs through the distribution list box when you enter an item ID, the quantity on hand is reduced by the quantity entered. Vendor Credit Memos allows you to enter as many as 500 return or credit line items per memo. To record the purchase returns go to the task drop down list and select the option vendor credit memos. As shown in the below picture:

When you will click to the option, a new window will appear on your screen.

Select the vendor’s ID to whom you are going to return the inventory. As you select the ID the tab will be shifted from “apply to purchases” to “apply to invoice number”. Select the invoice, against which you are going to return the inventory, enter the credit memo number. It is mandatory to give the credit no otherwise your entry will not be saved. Write the returned amounts to the “return” list the total amount will be calculated automatically.

Sale Invoice

 You can use the Sales/Invoicing window to enter invoices for customers. All entries made here are posted to General Ledger, customer records, and possibly job and inventory records. Sale invoice means the goods which are send to the customer, who purchases this from us. So it means the sale order we make in sale order we send these goods to the customer. So for invoice go to task menu, open the list of tasks and select the option sales invoice. As shown in the below picture:

When you will select this option the sales invoice’s window will open.

This window also have the almost look like sale order and sale quotation but there is a slight difference in it. If selling goods to a customer, who’s sale order is not be made or his sale order will be made before our use of Peachtree software. So we can make sales to customer whose order was not be made by us. First we select the customer where the customer ID has been asking from us. So select the customer from our customers list.  Then we have to select the date when we are selling our goods to our customer and then invoice number we must have to given to this sale. Then give the address at which goods are sending or the address of the customer so in case of any problem it will be helpful for both the parties. There is an option of Customer PO in which purchase order is written which is the purchase order number of the customer. If you are on to the tab APPLY TO SALES it means you are making a sale to a customer against which no sale order or sale quotation has been recorded. It means you are making sales to our customer but it is direct sales and without any sale order. So first write the quantity and then item. When select the item in item column the name of the item will be automatically shown in the description column. Then write the unit price of the product, the total amount will be calculated automatically and shown in the amount column.

Now if you are making an invoice on the previous sales order then as you will select the customer the tab “apply to purchases” will shift to “apply to sales order” automatically. Select the SO number against which you are invoicing your customer. The list of the items will appear automatically.

Click the save button to save your data.

Conversion of sales quotation in sales order

You can also directly convert your sales quotation into your sales order. In order to do this just go to the task drop down list select the sales quotation the window will appear. At top of the window the convert button is there select the quotation that you want to convert in sales order. When the quotation is selected, press the button “convert” then your quotation will be converted to the sales order.

When you will click on the convert button a new window will appear as:

If we want to convert the quotation in a sale invoice then we will select the first option “Sale/Invoice”, enter the “Invoice #” and press “OK”. If we want to convert the quotation in a sale invoice and print it then we will select the second option “Sale/Invoice and print now” and press “OK”. If we want to convert the quotation in a sale order then we will select the third option “Sale Order”, enter the “SO #” and press “OK”.