1.

REFERENCE
Sales Order Entry--Sales orders let you enter items for a customer. Later, you can invoice
and ship the items as they become available in your inventory.
1.

Select the Sales icon at the bottom left and then the Sales Order icon.

2.

Select the customer ID. To display a list of existing customers, select the Lookup
button.

3.

Accept the default Sales Order number that Peachtree automatically enters.

4.

Enter the date of the sales order if it is different from the displayed date.

5.

Accept the default shipping address the Peachtree automatically enters.

6.
7.
8.
9.

Enter the customer's purchase order number to identify the sales order to the
customer.
Accept the default shipping information of Courier.
Accept the default Terms. When a receipt that qualifies for an early-payment
discount is applied against the invoice, Peachtree will calculate the discount.
Leave the Sales Rep field blank

10.

Enter the information for each item included on the sales order on a separate
line, including the item's quantity, item ID, description, and unit price.

11.

The default G/L sales account that appears for each line item is based on the
customer sales account default or the item ID selected. To change the account ID,
select the Lookup button.

12.

If you intend to charge freight for shipping this order, include an amount in the
Freight field.

13.

Leave the Sales Tax Code field blank.

14.

Select the Print button to print and automatically save the sales order.

15.

Select the Edit button to see that the entry has been saved. You can open the
Sales Order if you need to make a correction. Notice that the status field indicates
that the entry is unposted.

Note: Sales orders are not posted to General Ledger. When you apply this sales order to a
customer invoice (after shipping the items ordered), the sales order data is transferred to
the sales invoice. Then, the sale can be posted to the General Ledger.

Sales Order Entry

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Sales Icon Sales Order Icon

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Credit Sales Invoice Entry--Sales invoices let you invoice and ship the items as they become
available in your inventory.
1.

Select the Sales icon and then the Sales/Invoicing icon. Peachtree displays the
Sales/Invoicing window.

2.

Select the customer using the Lookup button. When the customer is selected,
Peachtree supplies the customer default information, including billing and shipping
addresses, sales account, shipping method, payment terms, and sales tax code.

3.

Select the Sales Order you want to ship and invoice from the Apply to Sales Order
tab.

4.

Leave the Invoice # field blank. Peachtree will increase the invoice number by one
when it is printed.

5.

Enter the date of the transaction if it is different from the displayed date.

6.

Accept the default shipping address the Peachtree automatically enters.

7.

Accept default P.O.# in the customer's record, which you entered in the Sales Order.

8.

Accept the default shipping information of Courier. Enter the Ship Date.

9.

Accept the default Terms you accepted in the Sales Order. When a receipt that
qualifies for an early-payment discount is applied against the invoice, Peachtree will
calculate the discount.

10.

Leave Sales Rep blank.

11.

Enter the Quantity shipped for each item included on the invoice. If all items are
being shipped, select the All button at the top of the invoice screen. This button is not
shown in the picture of the invoice in this reference.

12.

The default G/L sales account that appears for each line item is based on the
customer sales account default or the item ID selected. To change the account ID, select
the Lookup button.

13.
14.

The Accounts Receivable G/L account is the default account selected for this sale.
If you intend to charge freight for shipping this order, include an amount in the
Freight field. The Net Amount Due displays what the customer currently owes for the
sale.

15.

Leave the Sales Tax Code field blank.

16.

Select the Print button to print and automatically save the invoice.

17.

Select the Edit button to see that the entry has been saved. You can open the Sales
Invoice if you need to make a correction. Notice that the status field indicates that the
entry is unposted.

Credit Sales Invoice Entry

Sales Icon Sales/Invoicing Icon

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Post to G/L and Subsidiary Ledgers--You must post the sales journal entries to the
General Ledger before printing certain reports, entering cash receipts, or closing the
fiscal year. When you post, you permanently distribute the entries to the General
Ledger accounts. You can print journal reports and review unposted transactions
before you post. Waren Distributing posts journal entries to the General Ledger in
batch mode.
To Post Journal Entries
1.

From the Tasks menu, select System, then Post.

2.

Choose Sales Journal.

3.

Select OK.
When finished, all transactions within the Sales Journals are permanently distributed to the General Ledger.

REFERENCE
Cash Receipts Entry--To enter a customer payment related to a cash or credit sale. If the
cash receipt relates to a cash sale, first enter the customer purchase order as described in
the Sales Flowchart. Also, you must post the sales journal entries before entering related
cash receipts.
1.

From the Tasks menu, select Receipts. Peachtree displays the Receipts window.

2.

Accept the default Deposit Ticket ID that Peachtree automatically enters as the
current date. All receipts received on the same date will appear as one lump sum in
Account Reconciliation.

3.

Select the customer ID using the Lookup button. If there are unpaid invoices for
this customer, Peachtree lists them on the Apply to Invoices tab. If there are no unpaid
invoices, Peachtree displays the Apply to Revenue tab.

4.

Enter the customers check number in the Reference Number field to identify the
receipt.

5.

Accept the default, Check for the Payment Method. Payment methods are set up
in Customer Defaults.

6.

Accept the default account number for the Cash Account. This indicates the bank
account in which the receipt is deposited.

7.

On the Apply to Invoices tab, select the Pay check box next to each invoice that the
customer is paying. If the customer has paid the invoice in full, place the cursor in the

Amount column for the invoice and select the Pay check box. Peachtree will fill in the
Amount Paid field.
8.
9.

Select the Save button save the Cash Receipt.

Select the Edit button to see that the entry has been saved. You can open the Cash
Receipt if you need to make a correction. Notice that the status field indicates that the
entry is unposted.

Cash Receipts Entry

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Sales Icon Cash Receipts Icon

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Post to G/L and Subsidiary Ledgers--You must post the cash receipts journal entries
to the General Ledger before printing certain reports or closing the fiscal year.
When you post, you permanently distribute the entries to the General Ledger
accounts. You can print journal reports and review unposted transactions before
you post. Waren Distributing posts journal entries to the General Ledger in batch
mode.
To Post Journal Entries
4.

From the Tasks menu, select System, then Post.

5.

Choose Cash Receipts Journal.

6.

Select OK.

When finished, all transactions within the Cash Receipts Journals are permanently
distributed to the General Ledger.

SALES RETURNS
Credit Memo Entry
1.
From the Tasks menu, select Sales/Invoicing. Peachtree displays the
Sales/Invoicing window.
2.

Enter or select the customer ID. To display a list of existing customers, select
the Lookup button.

3.

Enter an invoice number (for example, CM101). If it does not have a number,
it will not show up in Receipts.

4.

Select the Apply to Sales tab Enter the credit memo as a negative invoice; use
a minus sign (-) before quantities.

5.

Select the Journal Tab. Change the debit(s) to the Sales account to the Sales
Return account.

6.

To print the credit memo, select the Print button.

If you are using batch posting, you must post the credit memo before you can apply
the credit. Select System from the Tasks menu, then choose Post. Select the Sales
Journal check box, and click OK.
Applying a Credit Memo to an Existing Invoice
1. Once you have entered and posted a credit memo, from the Tasks menu select
Receipts. Peachtree displays the Receipts window.

2. Enter or select the customer ID. To display a list of existing customers, select the
Lookup button. The credit memo appears (a negative amount) in the line item list.
3. Select the Pay check box for the credit memo. This will post the credit memo
(refund).
4. Now, find the invoice you want to apply it to, and pay it for the same amount,
only positive. The amount of the receipt will display zero (0.00).
5. Enter a receipt reference number, and select Save. This will clear both
transactions from the Customer Ledger.

BAD DEBT
Bad Debt Write-Off Entry
1.
From the Tasks menu, select Receipts. Peachtree displays the Receipts
window.
2.

Enter or select the customer ID associated with the invoices you want to write
off as bad debts. To display a list of existing customers, select the Lookup button.
Peachtree displays the outstanding invoices that are due.

3.

Enter a reference number that will help identify the write off (for example,
WO-001).
4.
In the Cash Account list, select "Allowance for Doubtful Accounts."
5.
6.

On the Apply to Invoices tab, select the Pay check box next to the invoices
you want to write off as bad debts.
Select Save to record the write off and clear the customer balance.