Quotes and Sales Order

Quotes and Sales Order

QUOTES

           “Quotes” is the quotation which is issued by seller to the buyer on buyer demand. It’s like an offer which seller gives to buyer. It consists of details of per unit price, description of the good and the quantity of the good.

Now here is the procedure that how user can create or issued “Sales quotes”.

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

 As you select the quotes the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of quotation is to enter the “Customer ID” of that customer for whom this quotation he is creating.

Step no 3: Enter the date on which the quotation are issued in “Date” field.

Step no 4: Enter the date on which this quotation will expire in “Good thru “field.

Step no 5: Enter the reference number in “Quote no” field. This field is used to give a unique or different code to each quotation for identification and avoid repetition in issuance to the customers.

Step no 6: Customer purchase order number can also be entered in “Customer PO” field.

Step no 7: The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 8: The sales representative ID can also be entered in “Sales Rep” field.

Step no 9: Enter the quantity of items for quotation in “Quantity” field.

Step no 10: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 11: Description of item will automatically fill as default in “Description” field.

Step no 12: Enter the per unit price of the item in “Unit price” field.

Step no 13: Click on the “Save” button to save the quotes.

SALES ORDER

CONVERT QUOTES INTO SALES ORDER:

In order to convert the quotes into sales order the following steps must be followed:

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

Step no 2: Click on the “Open” button. A window will appear select the quote you want to convert and click on the “Ok” button.

 Step no 3: The selected quote will open now click on “Convert” button and following screen will appear.

Step no 4: Select the “Sales order” button in order to convert the selected quote into sale order.

Step no 5: Click on the “Ok” to save the sales order.

NEW SALES ORDER:

In order to issue a new sales order the following steps must be followed:

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Sales Order”.

As you select the “Sales Order” the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of sales order is to enter the “Customer ID” of that customer for whom this sales order he is creating.

Step no3: Enter the date on which the sales order are issued in “Date” field.

Step no 4: Enter the date on which this sales order will be dispatched or send from the company in “Ship By” field.

Step no 5: Enter the reference number in “So no” field. This field is used to give a unique or different code to each sales order for identification and avoid repetition in issuance to the customers.

Step no 6: Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 7: The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 8: The sales representative ID can also be entered in “Sales Rep”field.

Step no 9: Enter the quantity of items for sales order in “Quantity” field.

Step no 10: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 11: Description of item will automatically fill as default in “Description” field.

Step no 12: Enter the per unit price of the item in “Unit price” field.

Step no 13: User can also enter the freight amount in “Freight” field.

Step no 14: Click on the “Save” button to save the sales order.

How to maintain vendor credit memo

How to maintain vendor credit memo

Vendor credit memo is used to record the returns to the vendors whether on the direct purchases or on the existing invoices which have not been paid. The producer of vendor credit memo is given below.

Go to task bar menu and click on the vendor credit memo.

After this window we click the vendor credit memo option then following window will appear.

First thing is to enter the “vendor ID” in customer ID field. It is the ID of vendor from the purchases has been made. When you select the vendor the “Remit to” field will show the detail of the vendor.

Enter the date of returning goods in “Date” field.

Enter the reference number in “Credit no” field.

The “Term” field will be filled automatically when you select the vendor. These terms are payments terms and created when vendor account are created in maintain menu.

Enter the account payable ID or selected it from the list of chart of account in the “A/P account”. This is the account to which the amount due of the purchases will be charged.

When you will enter the vendor’s ID, if there is any invoices pending issued to that vendor than the below given tab “Apply to invoices no” will also be enabled. Otherwise only the tab “Apply to purchases” remain enabled.

Select the invoice number from drop down list on the apply to invoice no tab to which you want to charge the returns.

The “Item field, Quantity field, Unit price field and description field” will be automatically filled.

Enter the number of items you want to return in the “Returned” field.

Enter the “GL Account” which you want to use for this return.

“Account field” will be automatically field.

Click the “Save” button to save the transaction.

HOW TO MAKE PAYMENT TO VENDORS AND CREDITORS

HOW TO MAKE PAYMENT TO VENDORS AND CREDITORS

When you made payment to vendors and creditors in the purchases then select the option of payment from the purchases. In this below window is showing the option of payment.

After select the payment option then following window will appears. In this window you have to select the option OK.

When we click the option of OK then following window will appears. In this window you will select the option of your items.

After selecting the items then following window will appears.

This window contains the invoice number, due date and due amount etc. in this window you are also fill the check number, date, discount and amount.

In this window you can see the option of discount account at the bottom of this window. So you have to double click in this box after clicking this window the following window of maintain charts of account will appears.

Next step is to fill the option of discount as I have entered the discount 12 so that below window shows the Rs. 12 discount is deducted then the amount paid column shows the amount after deducting the amount of discount.

After discount is available only few specific time periods and after that periods you cannot avail so if you will select or changes your date from the top of this window by the option of date below window showing the all process.

After make the all process then press the save option.

Maintain Inventory Items

Maintain Inventory Items

When we maintain the inventory items we open the peach tree software and click the maintain option then following window will appear.

When we click the inventory item option then following window will appear.

This window shows the different options and different main tabs options. General, custom fields, history options will appear and other two options bill of materials and attributes are shows according to the item class option.

Header Fields of Maintain Inventory Items:

This window shows these options item ID description item class inactive and subject to commission. We can enter these options in this window.

Item ID: To enter the item ID.

Description: To enter the description.

Item Class: Select the item class in these options.

General:

General tab shows the different options.

Price Level: Select the price level in 10 options according to their specification.

Last Unit Cost: Select the last unit cost.

Cost Method: Select the cost method in three options FIFO, LIFO and Weighted Average.

GL Sales Acct: To enter the general ledger sales account.

GL Inventory Acct: To enter the general ledger inventory account.

GL Cost of Sales Acct: To enter the general ledger cost of sales account.

Item Type: To enter the item type.

Location: To enter the location in the store room.

Units/Measure: To enter the unit/measure.

Weight: To enter the weight according to the items.

Minimum Stock: To enter the minimum stock according to their minimum inventory level.

Reorder Quantity: To enter the reorder quantity level.

Custom Field:

Custom fields show the different option which can be change according to their specification. Field labels can be changed and/or enable on the item default window.

History:

History show the information Period history, Unit Sold, Sales, Unit Rec‘d and Costs.

How to Maintain Vendor

How to Maintain Vendor

First of all we open the peach tree software and go to main menu option maintain then click the maintain option and select the vendor option.

When we click the vendor option then following window will appear.

Ø  Name and address information of the vendor including city’s Zip country vendor type mailing address, phone, fax, e-mail, and web site address.

Ø  Balance with this vendor purchase defaults

Ø  Custom fields

Ø  History

Ø  Type of 1099

Header Fields of vendor

Header fields are located above the main folder tabs. This window shows the vendor ID name and inactive options.

Vendor ID

Vendor ID means a specific code which has been entered in this box. It includes alphabets and numbers.

Name

Enter the name of vendor these name which are entered in this box it can be company name or an individual’s.

Inactive

When you close the fiscal year check the inactive box.

General:

To enter the general information of vendor such as contact, account number, address, city, country, vendor type, Telephone, fax, e-mail and web site.

Purchase Defaults:

 Purchase Rep: We can select any employee

Purchase Acct: To enter the purchase accounts this vendor.

Tax ID: Enter the tax ID number in this box.

Ship Via: Select the ship via in this option which is incurred in this window.

Term: Define the terms which are given in this window.

Custom Fields:

Select the custom fields tab in the maintain window and enter the custom field information for the select vendor record.

History:

When we click the history option then following window will appear.

Vendor Since: To enter the date in vendor since.

Last Invoice Date: Enter the last date of invoice which is received from vendor.

Last Invoice Amount: To enter the amount of last invoice.

Last Payment Date: To enter the last payment date you paid the vendor.

Last Payment Amount: To enter the last amount you paid the vendor.

Default information

Default information

After maintain customer/prospects then we change the default information.

We click the maintain option and go to default information and sub head of customer option.

Payment term:

When we click the customers’ option then following window will appear.

We use the payment term options for example due in number of days.

When we select the option due in number of days then these option are appear which can be change.

Net due in 30 days we can change these days more than 30 days are less than 30 days.

Discount in 10 days we can change these days.

Discount in percentage for example 2% when payment made by 10 days.

Credit limit are defined which can be change according to their customers.

Accounting Aging:

Accounting aging defines the different options. Two boxes are shown 1^st box age invoice by and second are aging categories.

Invoice date

Due date

1^st column number of days and column heading and the four columns are shown and different number of days and column heading are shown according their columns.

Custom Fields

Custom fields shown the 5 field tab options and provide the option of enabled. These field tabs are change according to their specification. Custom fields can be used to extra information about customers.

Finance Charges:

When we click the finance charges options then following window will appear and shows the different options which are written and change their specification.

Pay Methods:

When we click the pay methods option then following window will appear this window shows the different payment methods option 1^st column shown the field option and second column shown the payment methods.

Payment made by cash, check, visa, MasterCard, Amex and discover.

Maintain customers/prospects

Maintain customers/prospects

We use peach tree software to maintain customers/prospects. When we click the maintain option then following window will appears.

This window shows the different options when we click the customers/prospects option then following window will appears.

Header Fields:

This window shows the different options main bar which shows the close, save, delete etc options.

This window shows the different options for example customers ID, name, prospect and inactive. We enter the customers ID, name and also use the prospect and inactive option.

General Tab:

 When we click the general tab options then following window will appear and different options for example contact address customers type etc.

We enter the following information according to their options Contact, Address, City, ST Zip then Country, Sales Tax, Customers Type, Telephone 1 Telephone 2, Fax E-mail, Web Site.

Beginning Balances:

When we click the beginning balance option then following window will appear.

 In this window enter the invoice number date purchase order number are not necessary and also enter the amount and A/R account.

We click the customer balance option then following window will appear.

 This window shows the customer ID name and the balance amount and also shows the beginning account receivable balance.

Sales Defaults Tab:

When we click the Sales Defaults option then these options are given for example Sales Rep, GL Sales Acct, Open P.O. # Ship via, Resale #, Pricing Level.

In this option general ledger sales account are very important because this account shows the effect of this account.

Pricing level shows the different option pricing level 1 to pricing level 10 this pricing level shows the different prices.

We can change the term by using the term arrow option then following window will appear.

 We can change the amount of net due in discount in discount % credit limit.

Payment Defaults Tab:

After sales defaults tab then click the Payments Defaults option. When we click the Payment Defaults options then following options are given.

We enter the information according to their options Cardholders name address city state zip country credit card number expiration date.

We use the payment method option and cash account option. 

Custom Fields Tab:

We click the custom fields tab then following window will appear.

 This window shows the different options for example second contact, reference, mailing list and multiple sites. These options are change to another account.

History Tab:

We click the history option then following window will appear.

This window shows the different options for example customer since, last invoice date, and also given the                columns of period history, sales and cash.