How To Maintain Sales Order In A Peach tree Accounting Software

Maintain Sales Order in Peach Tree

Sales orders are used when our customer agrees to a sale, but we are not prepared to ship or invoice all or part of the order. The service or inventory items are ordered for the customer—either packaged by our shipping department or issued to our staff to schedule services. Once we issue a sales order, prospects are converted to customers. After we actually ship items or render services, a sales order can be applied to a sales invoice. Once the sales invoice is entered, accounting information is entered in the General Ledger (in accrual-based companies). Quotes and sales orders are not posted to the General Ledger. Why should we use sales orders? Why not just create an invoice? Well, this choice is really a matter of timing. If our business receives a customer order and ships the product or provides the service within a day or two, we should skip the sales order step and wait to enter the invoice. If there is a delay between the time we take the order and the time we provide the product or service, however, we may find the sales order feature helpful. The sales order feature lets us enter items for a customer and then invoice and ship the items as they become available, tracking the backorders in the system. By viewing inventory and sales order reports, we know the number of items backordered for our customers, which can help us plan purchases from our vendors. Even though we reference G/L accounts when we create a sales order, Peachtree doesn’t update the general ledger until we create an invoice from a sales order. We may find entering data in the Sales Order window similar to creating a quote. To create a sales order, follow these steps

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 select the first option from the Task menu and that is of Quotes/Sales Order option by clicking on the Quotes.Sales Order option the following screen will be appeared

 We then click on the Sales Order Number button the following screen will be appeared

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

1) The first step in creating the Sales Order 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 magnifyingButton 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 Sales Order 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 shown 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 Sales Order and an Expiration Date for the Sales Order. The software assumes that the sales order is valid for a period of 30 days and prints the ending date on the sales order 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.

4) We then enter the SO (Sales Order) Number. Before selecting the So No. keep in mind the following variations

• A sales order does not have a good through field.

• Our customer may or may not supply us with a customer purchase order number (optional).

• If we do not enter a quantity, enter an amount.

• If we are using Peachtree’s job costing, we may have already assigned a job number to the customer order. If so, be sure to indicate the job ID and optionally the phase code and cost code to each sales order line item.

5) We then after filling the SO and PO 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 screen.

6) 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.

7)  We then select the Sales Representative Number.

8)  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 Sales Order:

To open an existing Sales order 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 Sales Order will then be shown in the screen and we can add any detail or want to do any amendments in it can do it.