How to maintain customer account

How to maintain customer account

Now we have to maintain customers/prospects so steps are as follows,

Go to header bar click on “maintain” select the “customer s/prospects” then windows open,

As you see the window one mention part is header field and other highlighted area is tab here we have to enter the all information about the customer, allotting their id ,name then go in tab where we give the info about, contact, address, city, country, and sales tax is according to the sales tax department of the country etc .very first we give the customer id then their name if there is sole proprietor then his/her contact no and if there is a company then the contact number which is required. Customer type option is for filter the customer according to need for example local or international customer 1 represents local customer and 2 represents international. Then there is a option for extra telephone no, for fax, for email, for website.

In Sales Defaults tab first option is sales representative that means if there is a sale agent between sales then we will mention, select the allotted account of sales, and if there is a purchase order no then select the option, in resale option if we take order from some ware and we place same order to other vender and says give direct delivery to customer  that is resale and price level is price is according to the customer, if there is wholesaler then price is different and if there is a retailer then price is different. 

how to enter the beginning balances

Entry of beginning balance

Next step is  to maintain chart of account. Click on "maintain" option which is given in the tool bar,

There are some more option select the “chart of accounts “option,

As you see chart of account windows open here we enter the all basic accounts which is required by the company. for example account receivable, account payable, retained earning, etc , on this window there are some option which is require to fill,

 No 1) is "Account ID"in which we allot the number to your accounts through which we search for example "land" and its number is 141 when we need the the land detail we just enter the number and detail is on the screen 2) description that is the name of account for example there are allot of fixed assets and we are allotting the name "land, building " that is description and 3) Account Type in which we mention the main account if there is land then its main account is fixed assets. after entering all the information click on save option .

Precaution (when you allot the number to account you have to maintain the the sequence of numbering like if we allot 100 series to fixed assets then all the fixed assets is entering  in it and give a gape because if you want to enter any other account then you have a space )

after entering all the account if we want to change some thing  or to delete the account or to deactivate the chart of  account the steps are as follows.  

Enter the begging balance in charts of accounts

100	Cash	100,000
110	Accounts Receivable	150,000
120	Inventory	200,000
130	Prepaid Rent	12,000
150	Machinery	500,000
161	Accumulated Depreciation: Machinery		50,000
200	Accounts Payable		120,000
210	Salaries Payable		20,000
300	Capital		352,000
310	Retained Earnings		100,000
400	Sales		600,000
500	Cost of Sales	250,000
600	Salaries Exp	10,000
601	Rent Exp	10,000
602	Depreciation Exp	10,000
	Total	1,242,000	1,242,000

Spouse these are your trail balance of 1st Jan 2010, now you have to enter in peach tree software click on maintain on the top bar and select the option of chart of accounts

When you click on chart of accounts windows open

As you see there is a option of beginning balances click on this option another windows open

Here you select the time period of the trail balance if you see the value which is given above date is mention on it 1^st Jan 2010. At that point there is a little critical point when you select the date you select the actual month of trail balance. If you note that the date is 1 Jan but the trail balance is maintain at the last date of month that means this is the balance of December 2009.select the date.

When you select the date click OK. Windows open where you have to enter the balance.

As you see windows shows different chart of account and giving the space to enter the balances. If there is any kind of difference in the both side(assets and capital)balance  software create a account of Beginning Balance Equity which is shown in balance sheet. This window will open if there is difference.

Attention (before entering the balance assure that you enter the retained earning account in the chart of account because with out retained earning account software cannot allowed you to save the amounts)

After entering the values we have to save the data so click on “ok” which is given on header.

maintain chart of account

Maintain chart of account

Next step is  to maintain chart of account. Click on "maintain" option which is given in the tool bar,

There are some more option select the “chart of accounts “option,

As you see chart of account windows open here we enter the all basic accounts which is required by the company. for example account receivable, account payable, retained earning, etc , on this window there are some option which is require to fill,

 No 1) is "Account ID"in which we allot the number to your accounts through which we search for example "land" and its number is 141 when we need the the land detail we just enter the number and detail is on the screen 2) description that is the name of account for example there are allot of fixed assets and we are allotting the name "land, building " that is description and 3) Account Type in which we mention the main account if there is land then its main account is fixed assets. after entering all the information click on save option .

Precaution (when you allot the number to account you have to maintain the the sequence of numbering like if we allot 100 series to fixed assets then all the fixed assets is entering  in it and give a gape because if you want to enter any other account then you have a space )

You can also see the lists of your accounts by closing the charts of accounts and in the main page in the upper right corner there will be a “REPORT” option

When you will click on the report option further options will be open

From these options you will select the general ledger option.

In general ledger further there will be charts of accounts option select it report windows open.

 And there a list of your all accounts will be present.

after entering all the account if we want to change some thing  or to delete the account or to deactivate the chart of  account the steps are as follows. 

HOW TO MAKE CORRECTION

Now if your all accounts are made in the charts of accounts and during reviewing if you find out that one  account has wrong ID.

Then you will go to that ID and will put the curser on changeId then windows open enter the correct id in (enter new account id) and click on Ok id automatically save.

you can also change your account type and account description through when you open that id put your curser on description or in account type and enter the right information and save it but here you have to click on save button which is in the upper left corner.

HOW TO DELETE THE ACCOUNTS

While reviewing your accounts you realize that you have made two accounts of same description then delete the additional account select the additional account and click on Delete button.

 HOW TO INACTIVE AN ACCOUNT

If you want to inactive your charts of account. Following is the procedure to be followed.select the account which you want to inactivate. Inactivate option is on the front of the window page put your curser on it and check this option after this click on save button.

account will be in activate.