I’ve been having some fun trying to get our version of Peachtree setup for
full use.
First, is there any way to default the sales tax code in invoices. For us
this never changes (and I would think for most it doesn’t change either). So
how can we set it to always be the same?
also, is there any way to have Peachtree automatically update the invoice
number without having to print a copy (we don’t always print an invoice
out). I know there are probably ways around this too, like printing to a
file or something.
Any ideas?
thanks,
Steven LaPha
Steven –
You didn’t mention what version of Peachtree you are running. In Peachtree
Complete Accounting, the sales tax code on the invoicing screen is
determined by the Customer ID . . . As long as each customer record has the
same sales tax code listed, this will always be the same on your invoices.
You just have to be sure to set the sales tax code when adding new customers
. . .
As for the invoice number, you can manually enter an invoice number, and
Peachtree will increment the invoice number each time you post a new
invoice. However, I am not sure how this would work with multiple people
invoicing. In addition, the invoice screen always opens with the invoice
number blank, so you’d have to check to see what your next invoice number is
supposed to be before posting your first invoice. Your best bet would be to
enter all of your invoices, leaving the invoice number blank. Post invoices
you aren’t going to print, and print the ones you want / need hard copies
of. At the end of the day, print your posted invoices (either to a file, to
a printer that is currently offline, etc.) to have numbers assigned.
Just out of curiosity, in what scenario would you not want to print an
invoice? If it is similar to a retail setting where a perfect stranger
comes in and buys one widget for $5, you may want to look at using your Cash
Receipts window instead of your invoice window. I’d suggest creating a
customer with an ID of "Cash" and a name of "Cash Sale" (and enter your
sales tax code) – then open your Receipts window, use your "Cash" customer,
and on the ‘Apply to Revenues’ tab, enter your Item IDs for the items being
purchased . . . sales tax is automatically calculated and you don’t have to
worry about printing . . . (granted, you still have to enter a reference
number . . . ) Then only use your invoices window for established customers
who are charging purchases . . .
HTH
Chad
"Steven" <sla…@cfl.rr.com> wrote in message
news:eak99.361826$XH.8238626@twister.tampabay.rr.com…
- Hide quoted text — Show quoted text -
> I’ve been having some fun trying to get our version of Peachtree setup for
> full use.
> First, is there any way to default the sales tax code in invoices. For us
> this never changes (and I would think for most it doesn’t change either).
So
> how can we set it to always be the same?
> also, is there any way to have Peachtree automatically update the invoice
> number without having to print a copy (we don’t always print an invoice
> out). I know there are probably ways around this too, like printing to a
> file or something.
> Any ideas?
> thanks,
> Steven LaPha
I have one. All (95+%) of our invoices are filled out at the customers
door. Not at the office. These invoices are then entered when the
salesperson returns.
- Hide quoted text — Show quoted text -
Chad A Gross wrote:
> Just out of curiosity, in what scenario would you not want to print an
> invoice?
it was a little past my bedtime when I posted that, so I obviously wasn’t
thinking . . . thanks John!
We invoice the same way. When we invoice a customer on site, we use carbon
copy numbered sets. So when the salesmen come in and hand in their books, we
use the printed invoice number as our invoice number of record.
Further, we issue each salesman a specific number series book, enabling us
to run reports based on invoices if needed.
Lynn
Paint Works
"John" <jwilf…@cybertrails.com> wrote in message
news:3D65EA22.8@cybertrails.com…
- Hide quoted text — Show quoted text -
> I have one. All (95+%) of our invoices are filled out at the customers
> door. Not at the office. These invoices are then entered when the
> salesperson returns.
> Chad A Gross wrote:
> > Just out of curiosity, in what scenario would you not want to print an
> > invoice?
I think what threw me was that Steven was wanting a way to automatically
increment invoice numbers without necessarily printing them, which sounded
like he still wanted (needed?) Peachtree to assign the invoice numbers. I
have a few customers who also have their sales reps use booklets, then enter
the manual tickets into Peachtree. However, they use the numbers from their
invoice books, in which case there is no need to have Peachtree assign the
invoice number, because you need to make sure Peachtree’s invoice number
matches the hard copy. So, I guess my actual question should have been, "in
what scenario would you want to not print an invoice but still have
Peachtree assign the invoice number?" (Unless of course you have sales reps
using invoice booklets that aren’t numbered in any way, which would not be a
very good idea . . . ;^) Although I’m sure that as soon as Steven chimes
back in, we’ll all find out . . . :^)
Chad
"Paint Works" <paintwo…@cox-internet.com> wrote in message
news:umcof3ed7fl452@corp.supernews.com…
- Hide quoted text — Show quoted text -
> We invoice the same way. When we invoice a customer on site, we use carbon
> copy numbered sets. So when the salesmen come in and hand in their books,
we
> use the printed invoice number as our invoice number of record.
> Further, we issue each salesman a specific number series book, enabling us
> to run reports based on invoices if needed.
> Lynn
> Paint Works
> "John" <jwilf…@cybertrails.com> wrote in message
> news:3D65EA22.8@cybertrails.com…
> > I have one. All (95+%) of our invoices are filled out at the customers
> > door. Not at the office. These invoices are then entered when the
> > salesperson returns.
> > Chad A Gross wrote:
> > > Just out of curiosity, in what scenario would you not want to print an
> > > invoice?
Chad A Gross wrote:
> I think what threw me was that Steven was wanting a way to automatically
> increment invoice numbers without necessarily printing them, which sounded
> like he still wanted (needed?) Peachtree to assign the invoice numbers. I
> have a few customers who also have their sales reps use booklets, then enter
> the manual tickets into Peachtree. However, they use the numbers from their
> invoice books, in which case there is no need to have Peachtree assign the
> invoice number, because you need to make sure Peachtree’s invoice number
> matches the hard copy. So, I guess my actual question should have been, "in
> what scenario would you want to not print an invoice but still have
> Peachtree assign the invoice number?" (Unless of course you have sales reps
The invoices should be coming back in sequential order. You enter the
invoice number for the first invoice and PT will still auto-increment
it. Whoever is entering the data will have to watch for any missing
invoices and change the number as needed.
> using invoice booklets that aren’t numbered in any way, which would not be a
No, they should be numbered and invoices shouldn’t be some generic type
that you can get anywhere. They should have at a minimum your company
name pre-printed on them then logo and phone numbers. Look at it as a
sort of check and balances. You issue invoice numbers x to y; you
receive the same back. Any invoices damaged by rain, mud or torn and
voided should also be required back. If you use blank invoices what’s to
keep the salesperson from just pocketing the cash on a cash sale and
tearing up the invoice? Hopefully, some kind of inventory control would
help catch this too. You have to adjust your controls to fit your business.
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> very good idea . . . ;^) Although I’m sure that as soon as Steven chimes
> back in, we’ll all find out . . . :^)
> Chad
> "Paint Works" <paintwo…@cox-internet.com> wrote in message
> news:umcof3ed7fl452@corp.supernews.com…
>>We invoice the same way. When we invoice a customer on site, we use carbon
>>copy numbered sets. So when the salesmen come in and hand in their books,
> we
>>use the printed invoice number as our invoice number of record.
>>Further, we issue each salesman a specific number series book, enabling us
>>to run reports based on invoices if needed.
>>Lynn
>>Paint Works
>>"John" <jwilf…@cybertrails.com> wrote in message
>>news:3D65EA22.8@cybertrails.com…
>>>I have one. All (95+%) of our invoices are filled out at the customers
>>>door. Not at the office. These invoices are then entered when the
>>>salesperson returns.
>>>Chad A Gross wrote:
>>>>Just out of curiosity, in what scenario would you not want to print an
>>>>invoice?
I re-read the message. Looks like I mis-read your reply before as you
agree that it is a bad idea to have blank invoices. Sorry.
John
- Hide quoted text — Show quoted text -
John wrote:
> Chad A Gross wrote:
>> I think what threw me was that Steven was wanting a way to automatically
>> increment invoice numbers without necessarily printing them, which
>> sounded
>> like he still wanted (needed?) Peachtree to assign the invoice
>> numbers. I
>> have a few customers who also have their sales reps use booklets, then
>> enter
>> the manual tickets into Peachtree. However, they use the numbers from
>> their
>> invoice books, in which case there is no need to have Peachtree assign
>> the
>> invoice number, because you need to make sure Peachtree’s invoice number
>> matches the hard copy. So, I guess my actual question should have
>> been, "in
>> what scenario would you want to not print an invoice but still have
>> Peachtree assign the invoice number?" (Unless of course you have
>> sales reps
> The invoices should be coming back in sequential order. You enter the
> invoice number for the first invoice and PT will still auto-increment
> it. Whoever is entering the data will have to watch for any missing
> invoices and change the number as needed.
>> using invoice booklets that aren’t numbered in any way, which would
>> not be a
> No, they should be numbered and invoices shouldn’t be some generic type
> that you can get anywhere. They should have at a minimum your company
> name pre-printed on them then logo and phone numbers. Look at it as a
> sort of check and balances. You issue invoice numbers x to y; you
> receive the same back. Any invoices damaged by rain, mud or torn and
> voided should also be required back. If you use blank invoices what’s to
> keep the salesperson from just pocketing the cash on a cash sale and
> tearing up the invoice? Hopefully, some kind of inventory control would
> help catch this too. You have to adjust your controls to fit your business.
>> very good idea . . . ;^) Although I’m sure that as soon as Steven chimes
>> back in, we’ll all find out . . . :^)
>> Chad
>> "Paint Works" <paintwo…@cox-internet.com> wrote in message
>> news:umcof3ed7fl452@corp.supernews.com…
>>> We invoice the same way. When we invoice a customer on site, we use
>>> carbon
>>> copy numbered sets. So when the salesmen come in and hand in their
>>> books,
>> we
>>> use the printed invoice number as our invoice number of record.
>>> Further, we issue each salesman a specific number series book,
>>> enabling us
>>> to run reports based on invoices if needed.
>>> Lynn
>>> Paint Works
>>> "John" <jwilf…@cybertrails.com> wrote in message
>>> news:3D65EA22.8@cybertrails.com…
>>>> I have one. All (95+%) of our invoices are filled out at the customers
>>>> door. Not at the office. These invoices are then entered when the
>>>> salesperson returns.
>>>> Chad A Gross wrote:
>>>>> Just out of curiosity, in what scenario would you not want to print an
>>>>> invoice?
well I’m using Peachtree accounting 2002
We use invoices for various credits, and some we have a sort of bartering
system for keeping track of how much they have in credit/debt. Some of
these respond to a taxable receipt book, but others are kept on record.
Most of them are used as bills, for items purchased, stuff that was
inaccurately charged (like some of our teenagers not charging sales tax,
grrrr).
We are a martial arts school, so we have services, products, the works, and
our customers are always the same and are in weekly, so it’s a little
different then some companies. We don’t have a lot of products (and
invoices and receipts are a pain! Mostly cause parents with their kids
don’t want to hang around for 10 min while someone puts together an
invoice). Taxable stuff we still keep in a paper receipt book. We’re
working on the paperless stuff.
We keep track of invoices in paper and electronic formats, our sales people
are honest(it’s a martial arts thing)(we also double-check everything they
do) , and most transactions take place via check or credit card, we keep
minimal cash on hand. I’m surprised we can usually make change when someone
uses that green stuff (paper money).
basically we eventually print the invoices, but you can’t save them unless
you give it an invoice number, and we have 5+ employees, and why keep track
of the # on paper. I guess I’ll have to go to a printing system where it
prints to a file, or something.
We run our business almost like a mom and pop type operation, so far
Peachtree just seems to get in the way, but we’re still learning to use it
and all it can do. For example, keeping track of inventory, when it takes
less time to count some of the items then to load Peachtree and find the
inventory list.
I will have to check on the customer entries about automatically assigning
sales tax code. I’m still trying to find all those things in Peachtree.
Additional question: anyone know of any sort of computer based time clock
system, keep in mind we only have like 5 employees, 10 at most to keep track
of. And our budget is very very very microscopic. Also should be halfway
easy to use. so far only found one, and it’s still $100 (pen and paper is a
lot cheaper)
Chad, I answered previously about our charges. The autoincrementing works
perfectly for me. For instance…Snack Bar charges would be numbered
SnackBar (the number of the ticket). As these are turned in in numerical
order once I enter the first invoice it automatically changes to the next
number so that I don’t have to enter each charge number.
Angela
"Chad A Gross" <b1s…@NOSPAMhotmail.com> wrote in message
news:JAt99.6319$8f1.5136@news1.central.cox.net…
- Hide quoted text — Show quoted text -
> I think what threw me was that Steven was wanting a way to automatically
> increment invoice numbers without necessarily printing them, which sounded
> like he still wanted (needed?) Peachtree to assign the invoice numbers. I
> have a few customers who also have their sales reps use booklets, then
enter
> the manual tickets into Peachtree. However, they use the numbers from
their
> invoice books, in which case there is no need to have Peachtree assign the
> invoice number, because you need to make sure Peachtree’s invoice number
> matches the hard copy. So, I guess my actual question should have been,
"in
> what scenario would you want to not print an invoice but still have
> Peachtree assign the invoice number?" (Unless of course you have sales
reps
> using invoice booklets that aren’t numbered in any way, which would not be
a
> very good idea . . . ;^) Although I’m sure that as soon as Steven chimes
> back in, we’ll all find out . . . :^)
> Chad
> "Paint Works" <paintwo…@cox-internet.com> wrote in message
> news:umcof3ed7fl452@corp.supernews.com…
> > We invoice the same way. When we invoice a customer on site, we use
carbon
> > copy numbered sets. So when the salesmen come in and hand in their
books,
> we
> > use the printed invoice number as our invoice number of record.
> > Further, we issue each salesman a specific number series book, enabling
us
> > to run reports based on invoices if needed.
> > Lynn
> > Paint Works
> > "John" <jwilf…@cybertrails.com> wrote in message
> > news:3D65EA22.8@cybertrails.com…
> > > I have one. All (95+%) of our invoices are filled out at the customers
> > > door. Not at the office. These invoices are then entered when the
> > > salesperson returns.
> > > Chad A Gross wrote:
> > > > Just out of curiosity, in what scenario would you not want to print
an
> > > > invoice?
I have such a scenario. We are a member based country club/golf course.
Dues invoices aren’t printed out. Charges are made on numbered slips and
have to be entered. As a matter of fact, now that I’m thinking about it the
*only* time that we do print an invoice is when we rent the dining hall or
allow outside golf events.
Angela
"Chad A Gross" <b1shop@NO_hotmail_SPAM.com> wrote in message
news:3Hk99.5646$3L1.1901@news2.central.cox.net…
- Hide quoted text — Show quoted text -
> Steven –
Big Snip
> Just out of curiosity, in what scenario would you not want to print an
> invoice?