Final project of management information system abubakar

UniversityofCentralPunjab
Management Information System
Final Project of Management Information System
Programmed: M.com
Date: 24th February 2015

Programmed: M.com (Semester 1)
Subject: Management Information System
Title: Peachtree Final Project
Presented To: Sir. Nadeem Asghar
Presented By: All Group Members
Date: 24th
February 2015
 Abubakar SaithReg: M1F140025
 Ahtsham-ul-haq Reg: M1F140004
 Asif Haneef Reg: MIF140035
 Sufiay Reg: M1F140033
 Huma Kiynat Reg: M1F140009
 Humaira BhattiReg: M1F140040

Set Up Of Company
After starting the peachtree program we will have the following screen
(Fig 1.1)
Step 1:
As we want to start a new company we will click on the option “set up a new company”
then following screen will appears
(Fig 1.2)

Step 2:
In the above screen have provided the list of option that are necessary to set up a new
company after considering these information click on “next” option there will be the
following dialogue box on the screen with the blank fields where we have to enter the
required information
(Fig 1.3)
Now click on “next” option there will appeared the following screen
Step 3:
Here we have five options about to selection about the chart of accounts. we have to
choose any one of these let suppose we choose last option captioned as “build your
own company” after choosing this option click on the “next” button now we will have
the following window on the screen

(Fig 1.4)
Step 4:
In the window below (fig1.5) there is option to choose any one of two accounting
methods that are accrual & cash normally now a day’s accrual accounting method is in
practice all widely all over the world so we choose accrual accounting system. After
choosing this option we will press “next” button there will be a new window on the
screen as shown below.
(Fig 1.5)
Step 5:
In this screen we have two posting methods 1st one is real time in which transactions are
posted to the general ledger as they are entered and saved. Most companies use this
method. 2nd option is batch posting method in this method transactions are saved by
the program & then posted in a group. This is also used in few companies but not so
common. So here we will choose the option “real time” option.

(Fig 1.6)
After that we will press next button then there will be the following window on the
screen
Step 6:
In this screen we will have to choose accounting periods. Here we two options lets we
choose the 1st option captioned as “12 monthly accounting periods” after choosing it
press the next button
(Fig 1.7)
Step 7:
Now there will be the following window on the screen shows the options which month
will be the starting & ending month of our companies accounting period either it could
be from January to December or July to June etc.

Here in the below screen we have to choose the starting & ending months & years of
operations suppose we have made selection according to above figure our 1st fiscal year
to start will be January 2011 & 1st month of entering data will be November 2011 &
entering payroll’s 1st year will be 2011
(Fig 1.8)
Step 8:
Then there will be the following screen showing the congratulation message that our
company set up have been completed. Click on the finish button then creating files
procedure will be started after few seconds there will be the window as shown below.
(Fig 1.9)
Now there will be the window showing fill creation process for few seconds

(Fig 1.11)
It means company has been set up now we will go for chart of accounts.
Charts Of Accounts
Step 1:
In the above screen press “maintain” menu & choose “charts of accounts” option from it
as shown in window (figure1.12) below

(Fig 2.1)
Step 2:
After choosing the option “charts of accounts” there will be the following window on
the screen (fig 1.13). Here we have to enter the accounting data given to us.
Step 11:
After entering given data click on the button followed by the term “begging balance
“there will be the window captioned as “select period” here we have to choose the
required period of which we have to enter the bingeing balance i.e. I have choose

10/1/11 through 10/31/11 as we will are going to start the data in the software in the
month of November. After choosing the required month click on OK button.
(Fig 2.3)
Step 12:
Now there is screen before where we have to enter the data (i.e. amounts of different
accounts) after entering the data given to us press OK button available in the bar that is
below the title bar

(Fig 2.4)
After pressing OK button there will be the following screen on the window shown the
balance of both side either is it equal (i.e. equal or any discrepancy)
(Fig 2.5)
Maintain Customer Information
To maintain the customer information 1st if all goes to following window of Peachtree
program as shown below

(Fig 3.1)
Step 1:
Now go to the “maintain” menu & select the 1st option from it that is captioned as
“customers/prospects”
After selecting this option there will be window on the screen captioned as “Maintain
customers/prospects” shown below

(Fig 3.3)
Step 2:
Here two main fields
 Customer ID: here the proposed customer will be entered
 Name: the of customer will be entered
Step 3:
After these two fields there are five tabs these are discussed one by one below.
1st of all “General” tab that is already selected here few information about customer is
required that is to be provided these are discussed below
 Contact: here the person will be entered to whom we frequently contact while
dealing with this customer.
 Bill to address: actually this is drop down menu there is 10 options “bill to address”
& “ship to address 1” to “ship to address 9” by default this is selected as “bill to
address” if it is “bill to address” then there is “address” option below it. Other wise
accordingly.
 City, ST Zip: here we will enter the address of the customer.
 Country: the name of country of the customer will be entered if he/she does not
belong to same country.
 Sales tax: sales tax number of the customer will be entered here.
 Customer type: the type of customer will be entered here the may be any it depends
upon the vendor he/she assign to his/her customer it may be Cr./Dr. customer or
any other.
 Telephone 1: the telephone number of customer will be entered here.

 Telephone 2: another alternate telephone number will be entered here if applied.
 Fax: fax number of the customer will be written here.
 E-mail: E-mail ID of customer will be entered here.
 Web site: the web URL of customer will be entered here.
 Beginning balance: after choosing this option the begging balances of customers will
be entered here
Step 4:
When we press the beginning balance arrow then following
window will appears on the screen
(Fig 3.4)
Here in the above window we will enter the begging balances of customers after entering
the beginning balances the window will look like this.
(Fig 3.5)

After entering the balances press “save” button button that is placed below the
title bar of the above window.
Step 5:
Now there is another tab “sales default” tab in which we will enter the sales related
information. The few options regarding this are discussed below one by one.
(Fig 3.6)
 Sales Rep: here we will enter the name of person (employee) who will be in contact
with the customer.
 GL sales acct: here the ID of sales account will be entered.
 Open P.O. #:
 Ship via: here the mode of delivery will be entered it might be one of many i.e.
“air borne”, “courier”, “hand deliver”, “customer pick up”
 Resale #: If the customers to whom we selling purchases items for resale, then here
enter the resale number here. If a customer intends to resell your goods, enter the
customer's resale number.
 Pricing level: normally we offer our products to different customers at different
prices so for different customers we will set different price level here.
 Form delivery options: here we will check one of the two radio boxes that will
determine the order method it could be placed either as hard copy i.e. paper form
or via E-mail.
 CC sales rep when sending mail: this is again a radio box to which we will have to
check if we want to send the carbon copy of order to the sales representative that is
being sent to the customer.

 : This term is used when we want to apply some conditions
about payment i.e. time of payment, rate of discount allowed to customer in case of
made payment before time.
Step 6:
Now there is another tab “payment default”. Here in this tab we will enter the payment
methods & others required information related to payment
(Fig 3.7)
Few fields are listed below
 Card holder name: here enter the name of card holder’s to whose name is
printed on credit/debit/visa card.
 Address: the billing address of customer will be entered here.
 City, State Zip: name of city, state & zip code of customer will be entered here.
 Country: the name of country of customer will be entered here if he/she is
resident to other country.
 Credit card number: credit card number will be entered here.
 Expiration date: expiry date for payment will be entered here.
 Receipt setting:
Step 7:
Now select the next tab “custom field” as shown in the diagram below that is again
required some specific information.

(Fig 3.8)
Here there are total 5 fields “second contact”, “reference”, “mailing list” & “multiple
site” remaining one is dimmed & have no captioned these all (5) can be changed
renamed from default setting. In these fields we enter the specific information about
the customer according to our own requirement.
Step 8:
Now in the last step select the “history” tab that will required the some certain
information about the past transactions with the same customer. The required
information’s list is listed below.
(Fig 3.9)

 Customer since: here that date will be entered from since we are dealing with
this customer.
 Last invoice date: here date will be entered on which the last invoice was
generated.
 Last invoice amt: the amount will be entered here that was mentioned on last
invoice.
 Last payment date: date of last payment will be entered here.
 Last payment amt: last amount received will be entered here
 Last statement date: the date on which statement was generated.
Maintain Vendor’s Record
To maintain the vendor information 1st if all goes to following window of Peachtree
program as shown below.

(Fig 5.1)
Step 1:
Go to “maintain” menu & chose “vendor” option as shown below in the diagram below
After selecting this option there will be the following window on the screen.

(Fig 5.3)
Step 2:
1st of all in the above window we can see the two fields named as
 Vendor ID
 Name
In these two fields we have to enter the ID & name of vendor
Step 3:
Below to these two fields we can easily see the four tabs named as
 General
 Purchase Default
 Custom fields
 History
We have to enter the required data in all of the above mentioned tabs step by step 1st
of all we will talk about “General” tab.
Step 4:
Select “General” tab there will be the list of required information as listed below

(Fig 5.4)
 Contact: here we have to enter the name of the person (employee of the
company) who will contact with the vendor.
 Account #:
 Address: here we will enter the address of the vendor.
 City, ST Zip: name of city & state will be entered here along with zip code of
town.
 Country: name of country of vendor is required here.
 Vendor type: type of vendor will be entered here i.e. cash or credit type vendor.
 1099 type:
 Telephone no 1: contact number of vendor will be entered here.
 Telephone no 2: another alternate contact number will be entered here of
vendor.
 Fax: fax number of vendor will be entered here.
 E-mail: email ID of vendor will be written here.
 Web site: web URL (web site address) will be entered here.
Step 4:

Now we select the next tab name “purchase default” again here is some required
information as listed below
(Fig 5.5)
 Purchase Rep: the name of employee will be entered here who will be in contact
with the vendor.
 Purchase Acct: this will be the account our no that will be required by the vendor
when we make payment to vendor.
 Tax ID: here the tax ID of vendor will be entered.
 Ship via:
 Term:
 Form delivery options: here we will check one of the two radio boxes that will
determine the order method it could be placed either as hard copy i.e. paper
form or via E-mail.
 CC purchase rep when sending mail: this is again a radio box to which we will
have to check if we want to send the carbon copy of order to the sales
representative that is being sent to the customer.
Step 5:

Now select the next tab “custom field” as shown in the diagram below that is again
required some specific information.
(Fig 5.6)
Here there are total 5 fields “Office manger”, Accounts rep”, “special note” & rest of
two are dimmed & have no captioned these all (5) can be changed renamed from
default setting. In these fields we enter the specific information about the vendor
according to our own requirement.
Step 6:
Now in the last step select the “history” tab that will required the some certain
information about the past transactions with the same vendor. The required
information’s list is listed below.

 Vendor Since: in this tab the date will be entered since we are dealing with this
vendor.
 Last Invoice Date: enter the last at which we receive the invoice from vendor.
 Last Invoice Amt: enter the last invoice’s amount that we had paid to vendor.
 Last Payment Date: enter the last date on which we made payment to vendor.
 Last Payment Amt.: enter the last amount the we had paid to the vendor.
Maintain Default Information Of Customer
To set the default information about the customer goes to the following window of
Peachtree application

(Fig 4.1)
Step 1:
Go to “maintain” menu & then choose the 3rd last option “Default information” & finally
choose the “customer” in this sub menu of “Default information” as shown in the
diagram below.
(Fig 4.2)
After selecting this option there will be the following window on the screen captioned as
“customer defaults”.
Step 2:

This window has five tabs 1st of all we will talk about “payment terms” tab. This tab has
different check boxes C.O.D, prepaid, & other three as you can see in the window below
as we can see that by default 3rd option “due in number of days” it can be unchecked or
any other can be checked as required. The purpose & use of each of these options are
discussed below one by one
(Fig 4.3)
 C.O.D: the term C.O.D stands for cash on delivery it means we will receive cash
from customer at the time of delivery. If we make check this option then the
options opposite to these options i.e. “Net due in”, “discount in”, “Discount %”
all these three option will become dimmed that means there is no link b/w C.O.D
& these three options & it is because if cash is received at the time of delivery
then there is no question for payment days or amount of discount
 Prepaid: this option will be checked if we have received cash from the customer
before goods being delivered & on the other hand the opposite side three
options will remains dimmed as cash is already received.
 Due in number of days: this is the option that is by default checked this option is
used when amount is to be received in future in specific number of days in this
case the opposite side all of the options will active the purpose of these options
is given.
Net due in: here the number of days has to enter in which we will receive cash
from the customer.
Discount in: here the number of days will be entered in which the specific
amount of discount will also be available to the customer.
Discount %: in this field the amount of discount in percentage will be entered
that will be given by us to customer in case of prior payment.

Credit limit: here the amount of limit will be entered up to which we are allowed
to make transaction on credit.
 Due on day of next month: now if we check the 4th option that is for if we want
make payment on the particular date of the next month again in this case the
opposite side options are active but with slight difference.
 Due at end of month: this option will be selected if the payment will be made at
the end of this month.
Step 3:
Now in the lower part of the window there is an option of “GL sales account” here we
will have to enter the ID of sales account as I have entered 400 that is ID of “sales”. As
shown in diagram below.
(Fig 4.4)
Step 4:

Now we will talk about the 2nd tab that is “account aging” in which we will make the
aging for different debtors.
(Fig 4.5)
Step 5:
The 3rd tab is captioned as “custom fields” these are the fields that are actually in the
hand of user these can be changed made active or inactive as desired. By default 4 of 5
are active and named as “second contact”, “Reference”, “Mailing list?”, “multiple site?”
the names of these fields can be changed as required as these are custom fields. As
shown below.
(Fig 4.6)
Step 6:

Now there is another tab named as “Finance charges” it will be used or make active if
we want to charge some extra charges in case of late payment made by customer. It is
also known as late charges.
(Fig 4.7)
In this tab there is check box captioned as “charge finance charges” if it is checked then
finance charges will automatically be added in the invoice.
After that terms & condition will be settled down.
On invoices: we will have to enter the number of days after that if payment is not made
then the finance charges will be calculated. The field next to this the amount will be
entered that will be charged as fine in case of late payment. Next the amount of interest
rate will be entered that will be charged on principle amount. Minimum finance
charges: Enter the minimum finance charge dollar amount that will apply when a
customer is late with a payment. If the calculated amount is less than the minimum
displayed here, the minimum amount will be used. The default minimum amount is 50
cents.

(Fig 4.8)
In the following check box if this check box is checked then interest will be calculated on
finance charges & finance charges’ GL acc ID will be entered here.
(Fig 4.9)
Now in the following fields it has to select that in which title finance charges will be
printed on invoice “late charges” or ”finance charges”
Then there is another field box captioned as “Print finance charge wearing message as”
in this field by default there is a message “Overdue invoices are subject to late charges.”
That will be printed on the invoice. It can changed & written according to our own wish.
(Fig 4.10)
Step 7:
Now there is last tab captioned as “Pay methods” here we will set up payment methods
for our customers or deposit ticket ID properties, select the Payment Methods tab in the
Customer Defaults window as shown in the diagram below

Here we can enter up to 10 payment methods that our company accepts from
customers. The payment methods we will enter here will appear in a list on the
Sales/Invoicing and Receipts windows.
A few examples are: Cash, Check, Auto Deposit, AMEX, Discover, MasterCard, and VISA.
(Fig 4.11)

Maintain Default Information Of Vendor
To set the default information about the vendor goes to the following window of Peachtree
application
(Fig 6.1)
Step 1:
Here in this window go to “maintain” menu & then choose the 3rd last option “Default
information” & finally choose the “vendor” in this sub menu of “Default information” as
shown in the diagram below.

After selecting this option there will be the following window on the screen captioned as
“vendor defaults”.
Step 2:
This window has four tabs 1st of all we will talk about “payment terms” tab. This tab has
different check boxes C.O.D, prepaid, & other three as you can see in the window below
as we can se that by default 3rd option “due in number of days” it can be un checked or
any other can be checked as required. The purpose 7 use each of these options are
discussed below one by one
(Fig 6.3)
 C.O.D: the term C.O.D stands for cash on delivery it means we will pay cash to
vendor at the time of delivery. If we check this option then the options opposite
to these options i.e. “Net due in”, “discount in”, “Discount %” all these three
option will become dimmed that means there is no link b/w C.O.D & these three
options & it is because if cash is paid on delivery then there is no question for
payment days or amount of discount
 Prepaid: this option will be checked if the we pay cash to the vendor before
goods being received & on the other hand the opposite side three options will
remains dimmed as cash is already paid
 Due in number of days: this is the option that is by default checked this option is
used when amount is to be paid in future in specific number of days in this case
the opposite side all of the options will active the purpose of these options is
given.

Net due in: here the number of days has to enter in which we can make payment
to vendor
Discount in: here the number of days will be entered in which the specific
amount of discount will also be available.
Discount %: in this field the amount of discount in percentage will be entered
that will be given by the vendor to us in case of prior payment.
Credit limit: here the amount of limit will be entered up to which we are allowed
to make transaction on credit.
 Due on day of next month: now if we check the 4th option that is for if we want
make payment on the particular date of the next month again in this case the
opposite side options are active but with slight difference.
 Due at end of month: this option will be selected if we want to make payment at
the end of this month.
Step 3:
Now in the lower part of the window there is an option of “purchase account” here we
will have to enter the ID of purchase account as I have entered 110 that is ID of “raw
material inventory”. As shown in the diagram below.
(Fig 6.4)

Step 4:
Now we will talk about the 2nd tab that is “account aging”
(Fig 6.5)
Step 5:
The 3rd tab is captioned as “custom fields” these are the fields that are actually in the
hand of user these can be changed made active or inactive as desired by default 3 of 5
are active and named as “office manger”, “account Rep”, “special note” the names of
these fields can be changed as required as these are custom fields. As shown below.
(Fig 6.6)

Maintain Inventory Items
To maintain the inventory information 1st of all goes to following window of Peachtree
program as shown below
(Fig 7.1)
Step 1:
Here go to the “maintain” menu & click on “maintain inventory” option as shown in the
diagram below.

After clicking on it there will be the following window on the screen captioned as
“maintain inventory items”.
Step 2:
Here we can see at the top there are two fields captioned as
 Item ID: in item ID we assign a particular ID to the specific inventory item
 Description: here normally we enter name of inventory item i.e. wires, motors
Step 3:
After that we can se in the diagram below that there are five tabs out of which 3 are
active are rest of two are dimmed but the our concerned tab is “General” tab. Here in
only three fields we provide data these are
 GL sales Acct: in this field the ID for sales account will be entered as there are
400 entered for it.
 GL Inventory Acct: in it account ID for raw inventory will be entered.
 GL cost of sales Acct: here we will entered ID for C.G.S account will be entered.
(Fig 7.3)

The process of provision of theses information will continue for all of the inventory
items
Step 4:
when the ID, description, GL sales acct, GL inventory acct, & GL C.G.S being completed
then press the button ”beginning balance ” as shown before
after pressing this information there will be the window on the screen captioned as
“inventory beginning balance” as shown below.
(Fig 7.4)
Step 5:
Here in this window we will enter the beginning balances of all of the inventory items.
When we have entered the beginning balances the above window will look like this.

(Fig 7.5)
Step 6:
And finally press “OK” button available below the title bar as shown before
after pressing this button the window will be closed all beginning balances will be saved.

Preparing Quotes/Sales Order
Preparing Quotes:
Step 1:
For preparing “Quotes” first of all go to
“task” menu of Peachtree window then
go to “Quotes/sales order” & then select
the “Qoutes” option from it as shown
below (fig 1.1)
Step 2:
After clicking on “Quotes” the following
diagram (fig 1.2) will appear on the screen as
shown below

Step 3:
Now there are some required fields some of them are optional some are mandatory but we are
concerned with the following & listed below.
 Customer ID: here the ID of customer will be entered
 Quotes: these two arrows right &m left are used to switch b/w the different quotes for
different customers
 Date: indicate the starting date for this Quote
 Good thru: indicates the ending date for this quote
 Quote no: will be the any proposed ID for our quote
 Quantity: here the total quantity will be entered for which we are setting the quotes
 Item: here the ID of inventory item will be entered
 Description: After selecting the item ID here automatically the name of inventory item
will be displayed
 Unit cost: the unit cost will be entered here
 Amount: here automatically the total amount will be displayed
There is another button “CONVERT” if
we click on it there will be the
following window on the screen

This is basically used to directly convert from quotes to sales order this will save the time
eventually
Preparing sales order:
Step 1:
Now to prepare sales order go to “Task” Manu &
select “quotes/sales order” then choose the “sales
order” option from sub menu.
Step 2:
After choosing the “sales order” option there will be the following window on the screen here
again some are essential required information some are optional as discussed below.
 customer id: here the customer ID will be entered that can be viewed from the magnifies
glass following this field
 Sales order: here the two
right & left arrow sign use
to switch b/w the various
sales order
 Date: here the starting will
be from which this order
will be effective
 Ship by: here the date will
be entered when the goods
will be shipped to
customer

 Customer PO: here the purchase order will be entered which send by the customer to us
 Quantity: here the total quantity will be entered for which we are setting the sales order
 Item: here the ID of inventory item will be entered which is ordered.
 Description: After selecting the item ID, here automatically the name of inventory item
will be displayed
 Unit cost: the unit cost will be entered here.
 Amount: here automatically the total amount will be displayed

Preparing Sales Invoice
We prepare sales invoice in Peachtree when we are going to made a sale & we want to enter an
entry in books of accounts
Step 1:
To prepare sales invoice first go to task menu & select “sales invoice” as shown in the diagram
below.
When we click on “sales invoice” option in the task menu then there will be the following
window on the screen.

Step 2:
Here in this window there is some essential required information as circled below in the
following diagram as discussed below
Customer ID: here we will enter the ID of the customer to whom we are making sales
Invoice: here there are two “right” & “left” arrow signs that are used to switch b/w multiple sales
invoices
Date: here the date will be entered at which we are making sales
Invoice No: here any proposed serialed invoice No that could be used in future for reference
Now here is two parallel tabs “Apply To Sales Order” & “Apply To Sales” by default 1st
tab is
grayed & second is active
The difference b/w both of these is that if we want made a sale based upon the already received
sales order then we will record this sale in “Apply To Sales Order” tab now if we want to made
a sale on direct bases without having previously received order then we will record this sale in
“Apply To Sales” tab or if we want to made a sale with same invoice number that is already
recorded in “Apply To Sales Order”

Step 3:
Now if we select a new ID of a customer from “Customer ID” field then “Apply To
Sales Order” will becomes active as shown below & here we can easily see the three different
circled two with red one is with blue red circles indicates two tabs “Apply To Sales Order” &
“Apply To Sales”
Whereas blue indicates list of order that we have already received & saved as shown in
Suppose we have chooses “0002” then there will be displayed having some data & requiring
some data as shown below & discussed below in detailed

In the above screen
 Item have the value 1000 this is basically ID of inventory item that we are going to sale
 Remaining tab have the value 500 supposed that means the number of units left to send to
customer
 In shipped column we will write the number of units that we are going to send now
 In description option there is already displaying the name of inventory item
 In unit price option the unit price of that inventory item is displayed that we have already
entered in sales ordered.
 In amount column the total amount of inventory will automatically displayed.
In this way we can create the sales invoice

Preparing Receipts
We need to generate receipts while we have receive payments from our customer
Step 1:
To prepare receipts in Peachtree 1st
of all go to the following window & go to “Task” menu & then select
the “Receipts” option from this menu
After selecting “receipts” option there will be the following option on the screen

Here in this window we have two pans upper & lower pane 1st
we will talk about the upper pane here few
information are required that are listed below in detail.
 Deposit ticket ID: here the will be entered that displayed on the receipt that we have used to
deposit money in the bank
 Reference: here the number will be entered that was printed on the check or in other mode of
payment that we have received from our customer
 Receipt Number: here we will enter the number that we want to be displayed on our generated
receipt 1st
time we will entered any number suppose 100 then each next time it will be
incremented by one each time
 Date: here we will enter the date on which we are receiving the amount.
 Receipt Amount: here the total amount will be entered of this receipts
 Payment method: here the payment method will be entered it could be cash, check, Visa, master
card etc.
 Cash account: here we will entre the possible account heads for cash it could be cash, bank etc
 Cash Account balance: here there is a $ sign following a field if we press this $ sign then in this
field the total calculated amount will be displayed.

Now we will talk about lower pane 1st
of all if we see that there are two tabs parallel to each other
captioned as “Apply to Invoice” & “Apply to Revenue” by default second tab “Apply to Revenue” is
selected & other one is dimmed the difference b/w both is that
.
 Apply to Invoices: we will select this tab if we sent an invoice to a customer and want to apply a
receipt to the invoice.
 Apply to Revenues: we will select this tab if we made a direct sale and we don’t want to generate
an invoice.
 Quantity: in this column we will enter the quantity of the item whose receipt we want to generate.
 Item: in this column we will enter the ID of the item.
 Description: here the name of the item will automatically be displayed after entering the ID of
item.
 Unit price: here we will enter the unit cost of the item that we have already sold.

Preparing Purchase Order
We prepare purchase order when we send order to the vendor to purchase some material
To prepare purchase order 1st
goes to the following Peachtree window
Here in the above window go to “task” menu then select “purchase order” option from it as
shown in diagram below

After this there will be the following window on the screen
Here in the above window there are some required information as listed below
 Vendor ID: here the ID of vendor will be entered to whom we are sending purchase
order. It will be selected from already available of vendors this list can be viewed by
clicking on magnifier glass following to vendor ID field. As shown in diagram below.

 Purchase order: actually this button is used to switch b/w multiple purchase orders.
 Date: here the date will be entered at which we are sending purchase order to vendor.
 Good thru: this will be the date on which we will receive goods from supplier/vendor.
 PO No: this will be any serial purchase order no.
 Quantity: here the required quantity of goods will be entered i.e. 5000 units of any
product.
 Received: we can see that this column is dimmed right now the reason is this now we are
giving order this column will not play any role here the job of this column will starts
when we receive inventory in future.
 Item: here the ID of item will be entered for which we are going to send order actually
this will not be entered instead it will be selected from magnifier’s drop down menu as
shown in the diagram below.
 Description: here the name of document will automatically be appeared after entering the ID of
product
 GL Account: here the ID of Account receivable will be entered
 Unit price: here the unit price of the product will be entered
 Amount: after entering the unit price here total amount will automatically be appeared.

Preparing Purchase/Receive
Inventory
We prepare purchase / receive inventory while receiving the goods from the vendor.
To prepare to 1st
go to the main Peachtree window select “TASK” menu & select
“purchase/receive inventory” option from it.
After doing it we will see the following window on the screen

Here in the above window there is some required information as discussed below in detail one by
one
 Vendor ID: here the ID of the vendor will be entered from which we are receiving the
inventory
 Purchase: here these buttons could be used to switch b/w multiple purchases.
 Date: here the date will be entered at which we are receiving the goods from the vendor.
 Invoice no: here any serial invoice no will be entered i.e. 0001
Now in the 2nd
(below) pane there is some other information as discussed below in detail.
Specially there are two tabs named as “apply to purchase order” & “apply to purchases” tab.
 Apply To Purchase Order: this tab will be used if we are receiving goods against the
already delivered purchase order.
 Apply To Purchases: this tab will be used when we receive goods without having
previous order.
We can switch from “apply to purchases” to “apply to purchase order” by selecting any vendor
ID

Here 1st
we will talk about “apply to purchases” in this tab there are certain columns as discussed
below one by one.
 Quantity: here the total quantity received will be entered.
 Item: here the ID of receiving inventory will be entered.
 Description: here after entering the ID here the name of inventory will displayed.
 GL Account: here the GL account of raw mwterial inventory will be displayed.
 Unit price: here the unit price that perticuler inventory will be entered.
 Amount: the total amount of inventory received will be displayed here.
Now we will talk about the second tab “apply to purchase order no”. here in this tab we entre
some required information as discussed below one by one in detail.
 Item: here the total number(amount) of inventory item receiving will be written
 Remaing: here the remaining amount of goods will be written.
 Received: here the total number of goods received will be written here.
 Description: here that name of inventory itom will automatically be dispalyed.
 GL Account: here the GL account ID for raw material inventory will be entered.
 Unit price: here the unit cost of that perticuler inventory item will be displayed here.
 Amount: the total amount of that product will automatically displayed here.

Preparing Payments
We prepare payments while making payment to our vendors or other debtors.
Step 1:
To prepare “payments” 1st
go to the following Peachtree window as shown below.
Step 2:
Now go to the “task” Menu from menu bar & click on the option “payment” as shown in the
diagram below

After doing this we will see the following window on the screen
Here in this window there is some required information as encircled above.
Here in the above screen there are two panes upper pane & bottom pane. In the upper pane we can see
that there are some required information that are encircled that are discussed below one by one.
 Vendor ID: In this tab we will enter the ID of the vendor to whom we are making payment.
Instead there is no need to enter instead we will select the vendor from the available list of
vendors that can be viewed by pressing the magnifier button followed by this field as shown in

diagram below.. If we are making payment other than vendor, like utility bills then this field will
be left blank.
 Payment: there are two bottons “right” arrow & “left” arrow by using these buttons we can
switch b/w multiple payments detail.
 Check no: here we will enter the check number with the help of which we are making payment.
 Cash account: here the GL account for cash will be entered
 Pay to the order of: here the name of receiver/ to ahoem we are making paymant will be
entered.
Now in the bottom tab we can see that 1st
there are two parallel tabsnamed as “apply to invoices” &
“apply to expenses”, the diffrence b/w these two tabs is that we apply payments to “apply to invoices”
when we are making payment agianst the goods received against goods purchased through purchase
order & apply payments to“apply to expenses” when we making payments against girect goods
purchased.
Now 1st
we will talk about the “apply to expenses” tab, there are some rquired information that are
discussed below one by one.
 Quantity: here we will enter the total quantity that we are directly purchasing.
 Item: here the ID of inventory otem will be enter that we are going to directly purchasing.
 Description: after entering the ID in the previous field now here automatically the name of
inventory item will be dispalyed whose ID we have entered in the previous field.
 GL account. Here the general ledger account of the raw material / finished goods inventory or
any other cocerned ID will be entered.
Now we will talk about the 2nd
tab “apply to invoices” right now this tab is not active to activate this tab
we will hve to select the vendor to whom we are making payment & it should be that vendor ahose is
already available purchase order. After doing this the dimmed rab will become active. As shown in the
diagram below.

Here in the above field we can see some required fields that are red coloured encircled. That are
 Invoice: here in this field invoice number will already/automatically be displayed with wich we
have purchased inventory.
 Date due: this will be date for discount purpose means 2/10,n/30 etc.
 Amount due: this is total due amount we have to pay to our vendor or other party.
 Descripton: here we can enter any detail to descrebe some thing about this transection.
 Discount: here the amlunt of discount will automativcally be dispalyed based upan the date of
payment, based upon 2/10, n/30 criteria.
 Amount paid: this will be net amount after deducting the deiscount amount.
 Pay: in this field we can see the small rectanguler check boxes when we chek this box it means
we have paid that amount.

Preparing Vendor Credit Memo
We prepare “vendor credit memo” while delivering back the already purchased goods from our vendor.
Step 1:
To prepare “vendor credit memo” 1st
go to following Peachtree window & select the “vendor
credit memo” option from “task” menu. As shown below.
After going to this option we will see the following window on screen.

Here in the above screen we can see some required information encircled with red color. These are
discussed below one by one. In the above tab we can see…..
 Vendor ID: here we will select the vendor ID from available list of ID’s to whom we are returning
these goods.
 Vendor credit memo: here we can see two arrow buttons following it. With the help of this
button we can switch b/w more than one credit memos.
 Date: here the date will be entered at which we are returning these goods to our vendor.
 Credit no: here we will enter any serailed credit no.
Now in the bottom tab we can see two tabs “Apply to Invoice No” tab & “Apply to Purchases” tab. If
open invoices exist for this vendor, you can choose to credit or return items from an invoice. If there is
no invoice for the purchase, choose this tab to credit or return items for the purchase itself.
Now i1st we will talk about “Apply to Purchases” tab here in this tab there are some required
information as discussed below one by one.
 Quantity: here total quantity of goods will be entered that we going to return to vendor.
 Item: here we have to select the ID for an inventory from available list that can be viewed by
clicking on magnifier available in this field.
 Description: after entering the item ID in the previous field, here the name of that inventory will
automatically be displayed.
 GL account: here the GL account of raw/ finished goods inventory will be entered.

 Unit price: here the unit price of that inventory will be entered that we are going to return.
 Amount: the total amount will automatically be appeared here.
Now we will talk about 2nd
tab “Apply to Invoice No” to go there 1st
we will select the vendor to whom
we returning the goods that we are purchased by purchased order.
In the above diagram we can see the some circled areas basically these are some required information
that is discussed below one by one.
 Invoice no: 1st
of all we will select the invoice number at which we have already purchased
these goods
 Item: here the ID of tem will already been displayed that we have purchased from that
particular vendor.
 Quantity: here the amount of inventory will automatically be displayed that we have already
been purchased from vendor.
 Returned: here we will enter the total number of inventory units that we are returning back to
vendor
 Description: here the name of that inventory will automatically be displayed.
 Unit price: here the unit price of that inventory will be entered that we are going to return.

Preparing Credit Memo
We prepare “credit memo” while receiving back the already sold goods from our customer.
Step 1:
To prepare “credit memo” 1st
go to following Peachtree window & select the “credit memo”
option from “task” menu. As shown below.
After going to this option we will see the following window on screen.

Here in the above screen we can see some required information encircled with red color. These are
discussed below one by one. In the above tab we can see…..
 Customer ID: here we will select the customer ID from available list of ID’s from which we are
receiving back these goods.
 Vendor credit memo: here we can see two arrow buttons following it. With the help of this
buttons we can switch b/w more than one credit memos.
 Date: here the date will be entered at which we are receiving back these goods from our
customer.
 Credit no: here we will enter any serailed credit no.
Now in the bottom tab we can see two tabs “Apply to Invoice No” tab & “Apply to sales” tab. If open
invoices exist for this customer, you can choose to credit or return items from an invoice. If there is no
invoice for the sale, choose this tab to credit or return items for the sale itself.
Now i1st we will talk about “Apply to sales” tab here in this tab there are some required information as
 Quantity: here total quantity of goods will be entered that we going to receive back from our
customer.
 Item: here we have to select the ID for an inventory that we are going to receive back from
available list that can be viewed by clicking on magnifier available in this field.
 Description: after entering the item ID in the previous field, here the name of that inventory will
automatically be displayed.
 Unit price: here the unit price of that inventory will be entered that we are going to receive
back.
Now we will talk about 2nd
tab “Apply to Invoice No” to go there 1st
we will select the vendor to whom
we returning the goods that we are purchased by purchased order.

In the above diagram we can see the some circled areas basically these are some required information
that is discussed below one by one.
 Invoice no: 1st
of all we will select the invoice number at which we have already sold these
goods
 Item: here the ID of tem will already been displayed that we have sold to that particular
customer.
 Quantity: here the amount of inventory will automatically be displayed that we have already
been sold to customer.
 Returned: here we will enter the total number of inventory units that we are receiving back
from our customer.
 Description: here the name of that inventory will automatically be displayed.
 GL account: here the GL account of raw inventory will be entered.
 Unit price: here the unit price of that inventory will be entered that we are going to received
back.

Final project of management information system abubakar

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