How To Maintain A Quote In Peach tree Accounting Software

Maintain Quotes in Peach Tree

Many businesses let their customers know how much a product or service costs them by producing a Quote before the Customer decides to buy. Quotes are basically the proposals which we have given to our customers in which prices and terms for a possible sale are given. This is an optional Accounts Receivable task. Many times we have already established the sale. If so, then we skip this procedure and begin entering a sales order or invoice. Peachtree allows us to create a Quote, when the customer determines he or she wants to purchase we can then convert the Quote to a Sales order or an Invoice.

To Maintain the Quotes we first open an existing company on peach tree after opening an existing company the following screen will be appeared

We then click on the Task Menu which is shown in the above screen of the Peach tree as shown below

We then click on the Task button the following screen will be appeared after clicking on the Task Menu

We then move the cursor of the mouse towards the first option from Task Menu which is Quotes/Sales Order. By clicking on the Quotes the following screen will appears

The top part of the quote window contains header Information such as customer name, address, quote number, date and other information.

1) The first step in creating the Quote is we Type or selects the Customer ID. We are not able to enter the Quote in peach tree unless we have maintained the Customers. Peach Tree displays the Customer’s current balance and credit limit in the lower-left corner as shown in the following screen.

We then select the Customer from our Customers which will be shown by clicking on the Customer ID magnifying  Button list or by pressing the plus (+) key while the insertion cursor is in the Customer ID box or we can also open the customer ID drop down list by double-clicking inside the Customer ID field so that all the Customers will be appeared in the drop down as shown in the below screen

If we want to maintain a new Customer ID we then click on thebutton which is in the drop down list. We then repeat the step of Maintain Customer ID to maintain a new customer and the following screen of the Maintain Customer window will be appeared in the screen of the peach tree as shown below.

We enter the necessary information of the Customer and Save the detail of the customer in the above shown screen in peach tree and then after pressing the Close button we are back in the Quotes Screen. We then enter the Name, Address, City, St, Postal Code and Country Name of the customer which is optional.

2) The Second step is to enter the recipient Ship To address, we click the Ship To arrow and choose the Bill to address or one of the Ship to addresses we entered when we setting up the Customers Default. Peachtree does not store a manually entered ship to address permanently in the customer record. However, in peach tree we do store the custom address with the current quote and transfers the address to the resulting sales order or invoice or both. The Shipping Address is given in the following screen.

3) We after selecting the Ship To then move to the next step in which we enter the Date we want printed on the Quote and an Expiration Date for the quote. The software assumes that the quote is valid for a period of 30 days and prints the ending date on the quote form. If we are giving our customers longer or shorter period of time, we choose a different date in the Good Thru date box ,the date can be entered or selected from the Calendar available in the Good Thru when clicking on the Good Thru option or in the Date option the calendar will be appear we select the date from here or write it, but if we going to write the date manually without using calendar we then enter first the month and then the date and then the year for example for 21^st February 2010 we write 02/21/2010 instead of writing 21/02/2010. It is because peach tree is American accounting software so in America this format of writing date is applied. We can select the date through the calendar which is shown in the following screen

4) We then enter the Quote Number which is optional.

5) It is unlikely that customer has given us a purchase order number for a quote. After all, if we are quoting it, it’s not yet a purchase. So we can leave this PO (Purchase Order) field blank.

6) We then after filling the purchase order number then move on the Shipping Method and select the shipping method from the Ship Via list drop down box as shown in the following

7) We then select the Discount terms for the order. The peach tree allows every Quote a standard discount of 2/10, n/30 we can change the discount rate according to our desire. 

8)  We then select the Sales Representative Number.

9)  After that if we are selling any inventory item we then select the Item ID of the item from the list which we maintain in the Inventory Items. Peach tree fills in the Item Description, the G/L sales account, the item’s unit price ,and the Tax status. Then it multiplies the quantity times the unit price of the unit price for the total amount. We fill the given information shown below if the screen

 After filling it we then click on the Save button or press Alt + S button to save the Quote.

Opening An Existing Quote:

 To open an existing Quote we click on thebutton the following screen will be appear

We select the desired account from the list and then by choosing it click on the OK button the Quote will then be shown in the screen and we can add any detail or want to do any amendments in it can do it.

 Converting Quote To Sales Order:

When the customer determines that he or she wants to purchase the item from us then we can then convert the Quote to a Sales order or an Invoice the method to convert A Quote to Sales Order is easy we select the Customer ID which we want to convert then we click on thebutton as shown in the above of the following screen.

After clicking on thebutton the following screen will be appeared

We select the Sales Order by checking it and give an invoice number and then by clicking on the OK button the Quote is transferred to the Sales Order Number.