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Getting Started
Guide
For Peachtree Complete® Accounting |
RELEASE |
7.0
Registration and Technical Support Information
To register your Peachtree Accounting |
|
product: |
1-800-718-1592 |
To purchase a Peachtree Support plan: |
1-800-247-3224 |
Internet web site |
http://www.peachtree.com |
Copyright
Information in this document is subject to change without notice. Company names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means without the express written permission of Peachtree Software, Inc.
© 1992-1999 Peachtree Software, Inc. All Rights Reserved. Printed in USA
Peachtree Complete Accounting Getting Started Guide
Release 7
First Edition, May 1999
This document, the associated software, and the associated online documentation are the property of Peachtree Software and are loaned to the user under the terms of the Limited Use License Agreement. Unauthorized copying or use of the software or any associated materials is contrary to the property rights of Peachtree Software and is a violation of state and federal law. This material must be returned to Peachtree Software upon demand.
Trademarks
Peachtree, the Peachtree logo, and Peachtree Complete are registered trademarks of Peachtree Software, Inc. Peachtree Complete Plus, PeachLink, Peachtree Office (Accounting), and Peachtree 2000 are trademarks of Peachtree Software, Inc.
Microsoft, MS-DOS, Windows, the Windows logo, and Windows NT are either registered trademarks or trademarks of Microsoft Corporation in the Unites States and/or other countries.
Quicken and Quickbooks are registered trademarks, and Quickbooks Pro is a trademark of Intuit, Inc.
Other product names mentioned in this manual may be trademarks or registered trademarks of their respective companies and are hereby acknowledged.
Portions of this program:
©1992-1999 Pervasive Software, Inc.
©1997-1999 Access Softek, Inc.
©1994-1999 Inner Media, Inc.
©1997-1999 WexTech, Inc.
©1990-1999 InstallShield Software, Inc.
Peachtree Software License Agreement
The following states the license agreement that governs your use of this product. You acknowledge and accept this agreement by proceeding with the installation of this computer software from disks or CD-ROM.
LICENSE
PLEASE READ CAREFULLY THIS LICENSE AGREEMENT BEFORE CLICKING THE ACCEPT BUTTON BELOW. PROCEEDING WITH THE INSTALLATION OF THIS COMPUTER SOFTWARE INDICATES YOUR ACCEPTANCE OF THE TERMS OF THIS LICENSE. IF YOU DO NOT AGREE WITH THESE TERMS, YOU SHOULD CANCEL THE INSTALLATION PROCESS AND RETURN THE PACKAGE AND ITS CONTENTS TO PEACHTREE SOFTWARE WITHIN SIXTY (60) DAYS, AND YOUR MONEY WILL BE REFUNDED.
Peachtree Software, Inc. ("Peachtree"), provides the computer software program(s) and documentation (printed manuals, guides, bulletins, and/or online Help) contained in the package and any modifications, updates, revisions, or enhancements received by you from Peachtree or its dealers (the "Program") and licenses its use under the terms below.
a.You are granted a nontransferable license to use the Program under the terms stated in this Agreement for personal use in your business or profession. Title and ownership of the Program and of the copyright in the Program remain with Peachtree.
b.You may not make copies, translations, or modifications of or to the Program, except you may copy the Program into a machine-readable or printed form for backup purposes in support of your use of the Program. You must reproduce the copyright notice on any copy of the Program or portion of the Program merged into another program. All copies of the Program and any portion of the Program merged into or used in conjunction with another program are and will continue to be the property of Peachtree and subject to the terms and conditions of this Agreement.
c.If you purchased a single-workstation license of the Program, this license is for use of the Program on one workstation. You must purchase a license to use the Program for each additional workstation on which the Program will be installed or accessed.
d.If you purchased a multiple-workstation license of the Program, this is a single-site license. The Program may be placed on a local network system, which connects multiple workstations located at a single site. Use of the Program at additional sites requires the purchase of additional site licenses.
e.You may not assign, sell, distribute, lease, rent, sublicense, or transfer the Program or this license or disclose the Program to any other person. You may not reverseengineer, disassemble, or decompile the Program or otherwise attempt to discover the source code or structural framework of the Program.
f.This license terminates if you fail to comply with any provision of this Agreement. You agree upon termination to destroy the Program, together with all copies, modifications, and merged portions in any form, including any copy in your computer memory or on a hard disk.
LIMITED WARRANTY
Peachtree warrants that the Program substantially conforms to the specifications contained in Peachtree’s packaging and promotional materials for a period of sixty (60) days from delivery as evidenced by your receipt, provided that the Program is used on the computer operating system for which it was designed. Peachtree further warrants that the media on which the Program is furnished will be free from defects in material or workmanship for a period of sixty (60) days from delivery. All warranties stated in this Agreement apply only when the Program is used within the United States of America and its territories. Peachtree’s sole obligation and liability for breach of the foregoing warranties shall be to replace or correct the Program so that it substantially conforms to the specifications or to replace the defective media, as the case may be.
Any modification of the Program by anyone other than Peachtree voids the foregoing warranty. NO OTHER WARRANTIES ARE EXPRESSED AND NONE SHALL BE IMPLIED. PEACHTREE DOES NOT WARRANT THAT THIS SOFTWARE IS FREE OF BUGS, VIRUSES, IMPERFECTIONS, ERRORS, OR OMISSIONS. PEACHTREE SPECIFICALLY DISCLAIMS AND EXCLUDES ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES, SO THE FOREGOING MAY NOT APPLY TO YOU.
Support
Peachtree will support the current version of this software and any previous versions that Peachtree elects to support. However, due to the constantly changing environment of personal computer technology, previous versions may become inoperable or incompatible with current operating systems, hardware, or other technologies. For you to continue to operate successfully, it may be necessary to purchase an upgrade. Free support is provided for thirty (30) days after Product registration. Any subsequent support requires purchase of a support option, as outlined in the package or on our web site.
Tax Updates
Likewise, changes in state, federal, or local tax laws may render this software, or previous versions, obsolete. To continue to operate successfully, it may be necessary for you to purchase an update. In addition to these fees, Peachtree may require you to purchase an upgrade to a current version of the Program as tax laws change. Peachtree does not update versions of the Program that are not shipping at the time of a change in tax laws.
RECOMMENDED ENVIRONMENT
This Program has been designed to work optimally in the environment documented within the system requirements. Any defects, inconsistencies, or issues arising out of operating outside the parameters set forth therein may require the licensee to pay additional maintenance/upgrade costs to Peachtree to support and/or rectify.
LIMITATION OF LIABILITY
IN NO EVENT SHALL PEACHTREE’S LIABILITY TO YOU FOR DAMAGES HEREUNDER FOR ANY CAUSE WHATSOEVER EXCEED THE AMOUNT PAID BY YOU FOR USE OF THE PROGRAM. IN NO EVENT WILL PEACHTREE BE LIABLE FOR ANY LOST PROFITS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE PROGRAM EVEN IF PEACHTREE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
U.S. Government Restricted Rights
The Program is provided to the Government with RESTRICTED RIGHTS. Use, duplication, or disclosure by the Government is subject to restrictions set forth in subdivision (c) (1) of The Rights in Technical Data and Computer Software clause at 252.227-7013. Contractor/Manufacturer is Peachtree Software, Inc., 1505 Pavilion Place, Norcross, GA 30093.
This Agreement is governed by the laws of the state of Georgia. In the event that any provision of this Agreement is found invalid or unenforceable pursuant to judicial decree, the remainder of this Agreement shall be valid and enforceable according to its terms. PEACHTREE and PEACHTREE SOFTWARE are registered trademarks of Peachtree Software, Inc.
• Table of Contents •
Chapter 1 Introducing and Installing Peachtree Accounting
Introducing Peachtree Complete Accounting Release 7 . . . . . . . . . . . . . . . . . . . 2 About This Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Contents of the Peachtree Accounting Package . . . . . . . . . . . . . . . . . . . . . . . 4 Contents of the Peachtree Accounting Compact Disc . . . . . . . . . . . . . . . . . . 4
Installing Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Installing Online Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Displaying the Peachtree Accounting Online Manuals. . . . . . . . . . . . . . . 7 Installing Peachtree Accounting on a Network . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Network Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Installing on a Client/Server Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Installing on a Peer-to-Peer Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Installing on the Network Administrator’s Machine . . . . . . . . . . . . . . . 11 Installing on a Workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 About Record and File Locking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Record Locks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Exclusive File Locks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 What’s Next? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Registering Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Practicing with Sample Data and Tutorials . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Exploring Sample Company Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Following Online and Written Tutorials . . . . . . . . . . . . . . . . . . . . . . . . . 19 Creating a New Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Converting Existing Company Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Peachtree Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Before Contacting Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Uninstalling Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Troubleshooting Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
When I attempt to install Peachtree Accounting,
I received the error, “You must have full administrative rights
to your computer.” What’s wrong?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 What will happen to my existing Peachtree company
after I install the upgrade? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 What will happen to my custom reports, forms,
and financial statements? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 I tried opening Peachtree Accounting, and received
an error that read “Btrieve initialization failed due to invalid transaction file. Please delete the Btrieve.trn file, exit Windows
and retry.” What happened? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
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Table of Contents
Getting Started Guide
I’m not using a network now, but I plan to in the future.
How should I install Peachtree Accounting? . . . . . . . . . . . . . . . . . . . . . . .25 I get an error message during installation that says
it can’t read or copy a file. What should I do? . . . . . . . . . . . . . . . . . . . . . .25 I’m getting a message that says “Setup initialization error due to insufficient memory” or the message “Cannot find Status.dat”
and/or “Options.dat.” How can I correct it? . . . . . . . . . . . . . . . . . . . . . . .26 Why am I getting a “Btrieve version 5.10 is too old” message
when I attempt to start Peachtree Accounting?. . . . . . . . . . . . . . . . . . . . .26 I’m having problems using Peachtree Accounting
and my large system fonts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26 I’m starting Peachtree on a workstation across the network,
and I’m receiving the message “Cannot open F:\PEACHW\STATUS.DAT or OPTIONS.DAT.”
What do I need to do to correct it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27 I’m installing on a Novell Network version 3.12 or higher
workstation, and am getting a “could not remove file” message.
Why is Peachtree Accounting not installing on my network? . . . . . . . . .27 I’m running Peachtree Accounting on a network, and I frequently receive the message “The record in file ‘Customer.DAT’ is
currently in use. Please try again when it is available.”
What can I do about this? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Chapter 2 Upgrading from Previous Versions
Installing the Upgrade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30 Using Existing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30 Converting Existing Company Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31 Before You Begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31 Starting the Data Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31 Troubleshooting the Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33 Troubleshooting Data Conversion on a Network. . . . . . . . . . . . . . . . . . .34 Conversion Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 Features in Release 7 that May Impact Conversion . . . . . . . . . . . . . . . . . . . .35 Year 2000 Compliant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 User/Password Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 Use Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36 Hide G/L Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Accounting Behind the Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Peachtree Accounting Color Schemes . . . . . . . . . . . . . . . . . . . . . . . . . . . .38 Time and Expense Ticket Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . .39 From Peachtree Complete Accounting Release 4. . . . . . . . . . . . . . . . . . . . . .39 From Peachtree Accounting Release 3.5 (or lower) . . . . . . . . . . . . . . . . . . . .40 After the Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41 Upgrading Inventory from Peachtree Accounting Release 3.0 . . . . . . . .44 From Peachtree First Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45 Upgrading Inventory from First Accounting Release 1.0 . . . . . . . . . . . . .45 Upgrading Payroll from First Accounting Release 1.0 . . . . . . . . . . . . . . .46
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Converting Data from other Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Peachtree Complete Accounting for DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Quicken. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 QuickBooks and QuickBooks Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Chapter 3 |
Tutorials |
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Lesson Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
50 |
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Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
51 |
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Lesson I—Getting to Know Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . |
52 |
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How to Start Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
52 |
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Starting Microsoft Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
52 |
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Starting Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
52 |
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The Startup Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
53 |
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What If There Is No Startup Screen? . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
53 |
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Getting to Know Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
54 |
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Navigating in Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
56 |
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Navigation Aids . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
56 |
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What If You Don’t See the Navigation Aids? . . . . . . . . . . . . . . . . . . . . . . |
57 |
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More Peachtree Accounting Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
58 |
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Getting Help with Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . |
59 |
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Using Peachtree Accounting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
60 |
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Review of Lesson I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
62 |
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Quitting Peachtree Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
62 |
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Lesson II—Basic Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
63 |
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Setting Up Tutorial Global Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
64 |
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Backing up the Sample Company Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
65 |
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Restoring the Sample Company Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
66 |
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Entering Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
66 |
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Using Data Lookup Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
67 |
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Entering a New Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
67 |
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Editing a Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
68 |
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Displaying and Printing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
70 |
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Using Action Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
70 |
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Entering a To Do Action Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
71 |
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Entering an Event Action Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
72 |
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Using the Action Item Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
73 |
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Choosing a Peachtree Accounting Color Scheme. . . . . . . . . . . . . . . . . . . . . |
74 |
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Review of Lesson II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
74 |
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Lesson III—General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
76 |
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Beginning the Lesson. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
76 |
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Working with the Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
77 |
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Entering an Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
77 |
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Making a Prior Year Adjustment (Beginning Balance). . . . . . . . . . . . . . |
78 |
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Entering Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
80 |
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Posting Transactions to the General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . |
81 |
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The General Ledger and General Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . |
81 |
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General Journal Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
82 |
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Table of Contents
Getting Started Guide
Accounting Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83 Changing Accounting Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84 Review of Lesson III . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
Lesson IV—Accounts Payable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88 Beginning the Lesson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88 Accounts Payable Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89 Maintain Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90 Entering a Discount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91 Entering a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92 Printing Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95 Purchases/Receive Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96 Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101 Printing Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104 Display the Vendor Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106 Display or Hide General ledger Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . .107 Review of Lesson IV . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108 Lesson V—Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110 Beginning the Lesson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110 Accounts Receivable Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111 Quotes, Sales Orders, and Sales Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . .112 Entering a Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112 Proceed with Entering the Quote. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116 Converting the Quote to a Sales Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118 Editing the Sales Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119 Entering the Sales Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121 Printing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124 Understanding Backorders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125 Entering a Cash Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127 Analyzing Customer Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129 Using the Collection Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129 Review of Lesson V . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130 Lesson VI—Payroll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133 Beginning the Lesson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133 Payroll Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134 Default Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135 Maintain Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137 Payroll Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138 Using the Payroll Register. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140 Print Paychecks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141 Analyzing Employee Earnings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143 Review of Lesson VI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143 Lesson VII—Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145 Beginning the Lesson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145 Tracking Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146 Setting Up an Inventory Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146 Inventory and Purchases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150 Inventory and Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151
iv
Inventory Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Maintaining Item Prices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Review of Lesson VII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Lesson VIII—Job Costing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Beginning the Lesson. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Job Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158 Setting Up a Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Copying a Job ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Job Costing and Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Job Cost and Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Job Costing and Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Job Cost Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Review of Lesson VIII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Lesson IX—Company Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Beginning the Lesson. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Memorized Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 User IDs and Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 Removing User/Password Protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Review of Lesson IX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Lesson X—Time & Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Beginning the Lesson. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Restoring the Sample Company Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187 Setting Up Tutorial Global Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 Changing the System Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 The Time & Billing Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189 Recording Time Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Entering a Time Ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Using a Weekly Time Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195 Recording Expense Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Entering Billable Expense Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Entering a Non-Billable Expense Ticket . . . . . . . . . . . . . . . . . . . . . . . . . 201 Entering a Reimbursable Expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Using Time and Expense Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Pay Our Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 Reimburse Our Employee for Out-of-Pocket Expenses . . . . . . . . . . . . 204 Record the Company Check Issued to the Outside Printer . . . . . . . . . 205 Bill Our Customer for the Work Completed . . . . . . . . . . . . . . . . . . . . . . . 206 What Happens Next?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Review of Lesson IX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
v
Table of Contents |
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Getting Started Guide |
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Appendix |
Converting Quicken Data to Peachtree Accounting |
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A |
Understanding the Conversion Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
214 |
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Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
214 |
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Converting from Quicken 99 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
215 |
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Exporting Quicken Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
216 |
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Preparing for the Quicken Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
216 |
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Reviewing Payee and Class Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
216 |
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Reviewing Accounts and Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
216 |
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Printing Quicken Checks and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . |
217 |
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Creating a Directory for the Exported Files . . . . . . . . . . . . . . . . . . . . . . . . . |
217 |
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Exporting Data from the Windows Version of Quicken . . . . . . . . . . . . . . . |
218 |
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Exporting Data from the MS-DOS version of Quicken. . . . . . . . . . . . . . . . |
219 |
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Checking What You’ve Exported . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
220 |
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Create a New Company in Peachtree Accounting. . . . . . . . . . . . . . . . . . . . . . . |
221 |
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Setting Up a New Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
221 |
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Completing Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
223 |
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Deleting Default Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
223 |
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Make a Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
223 |
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Importing Quicken Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
224 |
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Stepping Through the Quicken Import Process. . . . . . . . . . . . . . . . . . . . . . |
224 |
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Converting Quicken Accounts and Categories. . . . . . . . . . . . . . . . . . . . . . . |
225 |
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Selecting Quicken Accounts to Convert (Part 1 of 6). . . . . . . . . . . . . . . |
226 |
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Selecting Quicken Categories to Convert (Part 2 of 6). . . . . . . . . . . . . . |
228 |
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Converting Quicken Payee and Class Names . . . . . . . . . . . . . . . . . . . . . . . . |
230 |
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Converting Quicken Payees to Peachtree Vendors (Part 3 of 6) . . . . . . |
231 |
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Converting Quicken Payees to Peachtree Customers (Part 4 of 6) . . . . |
232 |
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Converting Quicken Classes to Peachtree Jobs (Part 5 of 6) . . . . . . . . . |
233 |
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Converting Quicken Payees to Peachtree Employees (Part 6 of 6) . . . . |
234 |
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Balancing Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
235 |
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What to Do After Importing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
235 |
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Setting Up Necessary Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
236 |
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Setting Up Sales Tax Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
239 |
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Identify Unnumbered Payment Transactions . . . . . . . . . . . . . . . . . . . . . |
239 |
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Posting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
240 |
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Checking the Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
240 |
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Getting Acquainted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
240 |
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Troubleshooting the Quicken Conversion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
241 |
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Frequently Asked Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
241 |
Appendix |
Converting QuickBooks Data to Peachtree Accounting |
|
B |
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
246 |
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Preparing for the QuickBooks Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
247 |
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Setting up QuickBooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
247 |
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Back up our QuickBooks company data . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
248 |
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Converting a QuickBooks Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . |
249 |
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Stepping Through the Conversion Process. . . . . . . . . . . . . . . . . . . . . . . . . . |
249 |
vi
What QuickBooks Data Is Converted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255 Field Comparison Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255 Converting Address Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255 Converting Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257 Converting Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258 Converting Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260 Converting Sales Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 Converting Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 Converting Payroll Setup Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Assign W-2 Payroll Fields in Peachtree Accounting . . . . . . . . . . . . . . . 266 Assign Payroll Fields for EmployEEand EmployER-Paid Taxes . . . . 267 Set Up Local Taxes after Converting from QuickBooks . . . . . . . . . . . . 268 Converting Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Converting Inventory Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273 Converting Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
After Converting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277 Understanding Balances after Converting from QuickBooks . . . . . . . . . . 277 Setting Up a Cash-Basis Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278 Troubleshooting the Conversion from QuickBooks . . . . . . . . . . . . . . . . . . . . 280 Common Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
“No Name” Displays as Company Name after the Conversion . . . . . . 280 Accounts Do Not Have Account Numbers . . . . . . . . . . . . . . . . . . . . . . 280 Retained Earnings Account Not Found . . . . . . . . . . . . . . . . . . . . . . . . . 280 Accounts Payable and Accounts Receivable Accounts Not Found . . . 281 Company Already Exists and Cannot be Converted . . . . . . . . . . . . . . . 281
Troubleshooting Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281 Comparing QuickBooks to Peachtree. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Accounting Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Inventory Costing Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
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Table of Contents
Getting Started Guide
viii
Introducing and |
1 |
Installing Peachtree |
Accounting
Introducing Peachtree Accounting
About This Guide |
2 |
System Requirements |
3 |
Contents of the Peachtree Accounting Package |
4 |
Contents of the Peachtree Accounting |
|
Compact Disc |
4 |
Installing Peachtree Accounting
Installing Peachtree Accounting |
5 |
Installing Online Documentation |
7 |
Installing Peachtree Accounting on a Network |
8 |
Network Considerations |
8 |
Installing on a Client/Server Network |
9 |
Installing on a Peer-to-Peer Network |
11 |
About Record and File Locking |
14 |
What’s Next?
Registering Peachtree Accounting |
17 |
Practicing with Sample Data and Tutorials |
18 |
Peachtree Technical Support |
21 |
Uninstalling Peachtree Accounting |
23 |
Troubleshooting Installation |
24 |
1 |
Introducing and Installing Peachtree Accounting |
Getting Started Guide |
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• Introducing and Installing |
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Peachtree Accounting • |
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Introducing Peachtree Complete Accounting Release 7 |
Welcome to Peachtree Complete Accounting—the award-winning accounting solution for small business success. Peachtree Complete Accounting contains all the powerful accounting features of Peachtree Accounting plus more complex accounting tools such as Job Costing, Fixed Assets and Time & Billing. Peachtree Complete is the advanced accounting solution for companies that want to better manage their time, books, and business.
About This Guide
This guide and the User’s Guide refer to Peachtree Complete Accounting as Peachtree Accounting.
Before you begin using Peachtree Accounting, be sure to read this guide for installation instructions, conversion instructions (if you have existing data), and other important issues. This guide includes the following information:
• System requirements for installation
• Instructions for installing Peachtree Accounting
• Installation troubleshooting tips
• Information about converting existing data
• Instructions for setting up a new company
• Hands-on tutorials that demonstrate common features of Peachtree Accounting using sample data
• Instructions for converting existing Quicken and QuickBooks data
2
Introducing Peachtree Complete Accounting Release 7
System Requirements
System Requirements
To install Peachtree Accounting, you need the following hardware and software:
•100% IBM PC compatible computer with a 486 processor (or higher)
•12 MB (megabytes) of RAM (random access memory); 16 MB or higher is recommended
•Microsoft Windows 95, Windows 98, or Windows NT 4
•Hard disk with the following free space requirements:
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Installation Component |
Diskette |
Compact |
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Install |
Disc Install |
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Peachtree Complete Accounting |
42 MB |
44 MB* |
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Peachtree Fixed Assets |
2 MB |
2 MB* |
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Peachtree Online Tutorial |
7 MB |
42 MB |
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Adobe Acrobat Reader 3.02 and |
N/A |
15 MB |
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online manuals |
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Note: The recommended Peachtree Accounting memory requirements are in addition to the memory required by your system software and memory used when entering company data.
*Peachtree Fixed Assets is automatically included if you choose the Standard setup option while installing Peachtree Complete Accounting from the Peachtree Complete Accounting compact disc.
•MPC compatible CD-ROM drive (if you intend to use the compact disc version of Peachtree Accounting and multimedia features)
•VGA or SVGA monitor that can display a minimum of 256 colors; SVGA monitor is recommended if using the compact disc version
Do not use large fonts—Peachtree will not display properly.
•8-bit or 16-bit SoundBlaster compatible sound card (if using multimedia sound enhancements included on the compact disc)
•Printers supported by Microsoft Windows 95 or Windows NT 4
•Mouse or compatible pointing device
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Introducing and Installing Peachtree Accounting |
Getting Started Guide |
Contents of the Peachtree Accounting Package
The Peachtree Accounting software package includes the following items:
•Peachtree Complete Accounting Release 7 Compact Disc
For a complete description of the Peachtree compact disc contents, see the following section.
Note: Diskettes are included in some upgrade versions of Peachtree Accounting, if requested. If you purchased a new product, only the compact disc version is included. A Floppy Disk Order Form is included if you require this type of media.
•Peachtree Complete Accounting Getting Started Guide
•Peachtree Complete Accounting User’s Guide
•Peachtree Fixed Assets User’s Guide
•PeachLink 2.0 Compact Disc and PeachLink User’s Guide
For a complete description of the PeachLink compact disc contents, refer to the PeachLink User’s Guide.
•Peachtree Products and Services Brochure (including information about Technical Support options, Peachtree Tax Service, Peachtree Training services, and additional products)
•Peachtree Business Checks & Forms Catalog
Contents of the Peachtree Accounting Compact Disc
The Peachtree Accounting compact disc includes the following items:
•Peachtree Complete Accounting Release 7
This package includes the Peachtree Complete Accounting setup program, the Peachtree Complete Accounting program, Peachtree Fixed Assets program, Peachtree Accounting Help, standard Peachtree Accounting forms, online tutorial, and sample company data.
•Online versions of the Peachtree Accounting manuals
•Adobe Acrobat Reader 3.02
This program allows you to open electronic documents in Portable Document Format (PDF). You must have Adobe Acrobat Reader installed before viewing the online versions of the Peachtree Accounting manuals.
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Installing Peachtree Accounting
Contents of the Peachtree Accounting Compact Disc
Installing Peachtree Accounting
The following instructions explain how to perform a standard (or upgrade) installation of Peachtree Accounting. If you are using a network, refer to
“Installing Peachtree Accounting on a Network” on page 8.
1Turn on your computer and start Windows.
Peachtree Accounting setup requires Windows 95, Windows 98, or Windows NT 4.
2Exit all programs and disable virus-protection and screen saver programs on your computer.
This frees up memory and avoids interference with the Peachtree Accounting setup process.
3Insert the Peachtree Accounting compact disc in your CD-ROM drive; or, insert Peachtree Diskette #1 in the diskette drive.
If you are installing from compact disc, the Welcome menu appears. Click Install Peachtree Accounting, and continue with the next step.
If you are installing from diskettes or the Welcome menu does not automatically appear onscreen, do the following: Select Start, then Run. Type A:SETUP and select OK. (Substitute the appropriate drive letter for your diskette or CD-ROM drive.)
4Follow the onscreen instructions until the Peachtree Accounting Setup window appears. Review the installation instructions and select Next.
5Read the Licensing Agreement, and select Yes if you accept the terms.
The Select Setup Type window offers up to four setup choices depending on if you are a new or previous user.
6Click an installation option button, and follow the instructions displayed, clicking Next to continue.
•Standard: Installs everything you need to begin running Peachtree Accounting. You cannot change the location where the program will be installed if you select this option.
•Upgrade: This option upgrades you from a previous version of Peachtree Accounting, maintaining your existing setup settings.
•Custom: You can set a different path for the program or data files using this option, or choose which components of Peachtree Accounting you want to install.
•Network: This option allows you to install program and data files in a network environment.
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Introducing and Installing Peachtree Accounting |
Getting Started Guide |
7In the Select Peachtree Accounting Program Folder window, change the name of the Peachtree Complete Accounting program folder, if necessary. Click Next to begin installing.
If you are installing from diskette, follow the prompts and insert additional diskettes as needed.
8A final window displays, indicating the successful completion of installation.
•Read: Select this to view the Peachtree Accounting Release Notes file.
•Begin: Select this option to launch Peachtree Accounting.
•Return: Select this option to return to Windows.
After installing Peachtree Accounting, you can optionally install the online manuals. For more information, see “Installing Online Documentation” on page 7.
When finished with the setup process, you can set up a new Peachtree Accounting company, explore sample company data, or convert existing company data from a previous version of Peachtree Accounting. For more information on what to do after installing Peachtree Accounting, see “What’s Next?” on page 17.
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Installing Online Documentation
Contents of the Peachtree Accounting Compact Disc
Installing Online Documentation
Electronic versions of the Peachtree Accounting manuals are included on the Peachtree Accounting compact disc. To display or use these documents, you must have Adobe Acrobat 3 (or higher) installed on your computer.
Use the following procedure to install Adobe Acrobat Reader and Peachtree Accounting online manuals.
1If proceeding after installing Peachtree Accounting from the compact disc, select Install Online Documentation from the Welcome menu.
— OR —
1If you completed the Peachtree installation earlier and now want to load the online manuals, do the following:
•Exit all programs and disable virus-protection and screen saver programs on your computer.
•Insert the Peachtree Accounting compact disc in your CD-ROM drive.
•A Welcome menu displays. Select Install Online Documentation, and continue with the next step.
If the Peachtree Welcome menu does not display, select Run from the Start menu. Type D:\DOC\SETUP and select OK. Substitute the appropriate drive letter for your CD-ROM drive.
2Follow the prompts to install the online manuals and Adobe Acrobat Reader (if necessary).
Displaying the Peachtree Accounting Online Manuals
1From the Start menu, select Programs, and then point to the Peachtree Accounting folder (or the name of the program folder you chose during the Online Documentation setup).
2Select the manual you want to read.
•Getting Started Guide: the online version of the Peachtree Complete
Accounting User’s Guide (PCWGS.PDF)
•User’s Guide: the online version of the Peachtree Complete
Accounting User’s Guide (PCWUG.PDF)
•Fixed Assets User’s Guide: the online version of the Peachtree Fixed
Assets User’s Guide (PCWFAUG.PDF)
For complete information on using Adobe Acrobat Reader, refer to the
Online Guides installed with the Acrobat Reader program.
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Introducing and Installing Peachtree Accounting |
Getting Started Guide |
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Installing Peachtree Accounting on a Network |
A network connects all types of computers and computer-related devices, such as hard drives, printers and CD-ROM drives. Computers that share devices with other computers are called servers.
Peachtree Accounting comes network-ready and multiuser; it is ready to install on a network for use at your company. Peachtree Accounting will run on two basic types of networks: peer-to-peer, such as Windows 95 Networking, and client/server, such as Novell 4.x or above. Before you install on your network, you must know whether you have a peer-to-peer network or a client/server network.
Peer to Peer
This is a network that allows each connected computer to act as a server and/ or a workstation. Each computer can share its hard drive, printers, or other devices with all other computers in the network. This makes each computer on the network equal to the other computers, or a “peer.” However, when you are sharing data (such as accounting information), you want to designate one computer as the primary server for the data. In other words, you don’t want the data on everyone’s computer, only the primary server (such as the administrator’s computer).
Examples of peer-to-peer networks are Artisoft’s LANtastic or Windows 95 Networking.
Client/Server
This is a network with a traditional server acting as a central unit (the primary server) with several workstations connecting to it. The server is where you store the data that will be shared by the workstations.
Network Considerations
Peachtree Accounting can be operated on any network software that supports Microsoft Windows and NetBios. However, there are certain considerations:
•Your data must reside on a network drive (either on the server or the administrator’s machine for a peer-to-peer network).
•If you install the program files on each workstation, it enhances performance. Make sure you have full access (administrative rights) to the drive you are installing Peachtree Accounting.
•When you receive an upgrade to Peachtree Accounting, you must install the update the same way as you installed the original program.
•Real-time posting is recommended for better performance and fewer conflicts.
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Installing Peachtree Accounting on a Network
Installing on a Client/Server Network
Installing on a Client/Server Network
Use the following instructions to install Peachtree Accounting on a client/ server network, such as Novell 4.x or above. Use the same instructions to install Peachtree Accounting on each workstation, specifying the server as the location for data files and the local hard drive as the location for program files.
Installing the Peachtree Accounting program files to each workstation’s local hard drive (for example, C:\PEACHW) improves performance and speed.
Before beginning this procedure, it is assumed that you have a shared network drive established and that workstations are mapped to this network drive.
Note
1Exit all programs and disable virus-protection and screen saver programs on your computer.
2Insert the Peachtree Accounting compact disc in your CD-ROM drive; or, insert Peachtree Diskette #1 in the diskette drive.
If you are installing from CD-ROM and the Welcome menu displays, click Install Peachtree Accounting and continue with the next step.
If you are installing from diskettes or the Welcome menu does not display onscreen, do the following: Select Start, then Run. Type A:SETUP and select OK. (Substitute the appropriate drive letter for your diskette or CD-ROM drive.)
3Follow the onscreen instructions until the Peachtree Accounting Setup window displays. Review the installation instructions and select Next.
4Read the Licensing Agreement and select Yes if you accept the terms.
The Select Setup Type window offers up to four setup choices depending on if you are a new or previous user.
5Select the Network setup type.
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Introducing and Installing Peachtree Accounting |
Getting Started Guide |
6The Select Location window displays. Enter a program and data path, then click Next.
The default location or path for the program files is the directory PEACHW on drive C. We recommend leaving this path as the default to increase speed and performance. If the workstation you are installing does not have a hard drive, you will need to change this location to the network drive. Select Browse next to the Program Path field to change the path for the files. If you know the name of the path, you may type the path into the field.
Make sure the Data Path is set to the proper network drive (for example, F:\PEACHW). Do not set the data path to a network root directory (for example, F:\). Change the location of the data files by selecting Browse next to the Data Path field.
7A window displays for you to select which Peachtree Accounting components you want to install. Choose the components to install and click Next to continue.
8In the Select Peachtree Accounting Program Folder window, change the name of the Peachtree Accounting program folder, if necessary. Click Next to begin installing.
If you are installing from diskette, follow the prompts and insert additional diskettes as needed.
9A window displays, indicating the successful completion of installation. If any of your system files were modified during installation, you will see different options.
•Read: Select this to view the Peachtree Accounting Release Notes file.
•Begin: Select this option to launch Peachtree Accounting.
•Return: Select this option to return to Windows.
When installation is complete, see “About Record and File Locking” on page 14.
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Installing Peachtree Accounting on a Network
Installing on a Peer-to-Peer Network
Installing on a Peer-to-Peer Network
You must first install the software on the computer where data files will be located. This is probably the network administrator’s computer (the primary server). Then install Peachtree Accounting on each workstation, specifying the network administrator’s computer as the location for data files, and a local drive (usually C:) for the program files.
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Before beginning this procedure, it is assumed that you have at least one |
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shared drive established (possibly on an administrators computer) and that |
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workstations are mapped to this drive. |
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Installing on the Network Administrator’s Machine
Follow these steps to install Peachtree Accounting on the network administrator’s computer, or the primary server, before installing on any workstations. The network administrator’s computer is where the data files will be located.
1Exit all programs and disable virus-protection and screen saver programs on your computer.
2Insert the Peachtree Accounting compact disc in your CD-ROM drive; or, insert Peachtree Diskette #1 in the diskette drive.
If you are installing from CD-ROM and the Welcome menu displays, click Install Peachtree Accounting and continue with the next step.
If you are installing from diskettes or the Welcome menu does not display onscreen, do the following: Select Start, then Run. Type A:SETUP and select OK. (Substitute the appropriate drive letter for your diskette or CD-ROM drive.)
3Follow the onscreen instructions until the Peachtree Accounting Setup window displays. Review the installation instructions and select Next.
4Read the Licensing Agreement and select Yes if you accept the terms.
The Select Setup Type window offers up to four setup choices depending on if you are a new or previous user.
5Select the Network setup type.
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Getting Started Guide |
6The Select Location window displays. Enter a program and data path, then click Next.
Install the program and data files to the same path—the network administrator’s (or primary server’s) hard drive. The default location or path for the program and data files is the directory PEACHW on drive C.
7A window displays for you to select which Peachtree Accounting components you want to install. Choose the components to install and click Next to continue.
8In the Select Peachtree Accounting Program Folder window, change the name of the Peachtree Accounting program folder, if necessary. Click Next to begin installing.
If you are installing from diskette, follow the prompts and insert additional diskettes as needed.
9A window displays, indicating the successful completion of installation. If any of your system files were modified during installation, you will see different options.
•Read: Select this to view the Peachtree Accounting Release Notes file.
•Begin: Select this option to launch Peachtree Accounting.
•Return: Select this option to return to Windows.
10Next, continue with the following section, “Installing on a Workstation.”
Installing on a Workstation
First, install Peachtree Accounting on the network administrator’s computer. Then, follow these steps to install Peachtree Accounting on each workstation. Make sure you know the drive and directory of the data files located on the network administrator’s computer before you begin installation.
1Exit all programs and disable virus-protection and screen saver programs on your computer.
2Insert the Peachtree Accounting compact disc in your CD-ROM drive; or, insert Peachtree Diskette #1 in the diskette drive.
If you are installing from CD-ROM and the Welcome menu displays, click Install Peachtree Accounting and continue with the next step.
If you are installing from diskettes or the Welcome menu does not display onscreen, do the following: Select Start, then Run. Type A:SETUP and select OK. (Substitute the appropriate drive letter for your diskette or CD-ROM drive.)
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Installing Peachtree Accounting on a Network
Installing on a Peer-to-Peer Network
3Follow the onscreen instructions until the Peachtree Accounting Setup window displays. Review the installation instructions and select Next.
4Read the Licensing Agreement and select Yes if you accept the terms.
The Select Setup Type window offers up to four setup choices depending on if you are a new or previous user.
5Select the Network setup type.
6The Select Location window displays. Enter a program and data path, then click Next.
The default location or path for the program files is the directory PEACHW on drive C. We recommend installing the program files to the local hard drive to increase speed performance. If the workstation does not have a hard drive, change the location of the program files to the network. To change the location of the program path, select Browse next to the Program Path field.
Make sure the Data Path is set to the proper network drive (for example, F:\PEACHW). Do not set the data path to a network root directory (for example, F:\). Change the location of the data files by selecting Browse next to the Data Path field.
7A window displays for you to select which Peachtree Accounting components you want to install. Choose the components to install and click Next to continue.
8In the Select Peachtree Accounting Program Folder window, change the name of the Peachtree Accounting program folder, if necessary. Click Next to begin installing.
If you are installing from diskette, follow the prompts and insert additional diskettes as needed.
9A window displays, indicating the successful completion of installation. If any of your system files were modified during installation, you will see different options.
•Read: Select this to view the Peachtree Accounting Release Notes file.
•Begin: Select this option to launch Peachtree Accounting.
•Return: Select this option to return to Windows.
10Repeat these instructions for each workstation.
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Introducing and Installing Peachtree Accounting |
Getting Started Guide |
|
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About Record and File Locking |
If you install Peachtree Accounting to run on a network, sharing data with more than one person, you could have more than one person entering invoices, payments, orders, etc. for the same company at the same time. Peachtree Accounting uses Record and File locking to ensure that data is properly protected and updated. A record is one group of information, composed of related fields. For example, the fields in one customer’s window—Name, Address, Phone, etc.—go together to form that customer’s record. Likewise, all customer records go together to form the customer file.
If two people were making changes to the same customer, without record and file locking, two things could happen:
•The information could get jumbled, combining each person’s changes.
•Person #1, working on the same customer information as Person #2, saves his changes first. Person #2 finishes their changes and saves the record a few minutes later. Person #2’s changes will be the only changes saved, since Person #2 was the last person to save the record.
To eliminate either possibility from occurring, Peachtree Accounting uses “locks” to prevent a particular record or file from being accessed by more than one person at a time. In the example above, when the second person attempts to change the customer record the first person is using, Peachtree Accounting will wait for the first person to finish, then allow the second user to begin. In special cases when Peachtree cannot wait, it will display the following message:
“That record in file ‘Customer.DAT’ is currently in use. Please try again when it is available.”
Peachtree Accounting uses two different types of locks: Record Locks, and
Exclusive File Locks.
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Installing Peachtree Accounting on a Network
About Record and File Locking
Record Locks
A record lock prevents more than one user from working on the same data record, such as customer information, at the same time. This ensures that record information does not become jumbled, and changes are processed correctly.
For instance, when you select Maintain Customers/Prospects and choose a
Customer ID, Peachtree Accounting “locks” that record. Other users who attempt to access the same customer record will first experience a waiting period to allow the first user to finish. Once Peachtree completes the first user’s task, Peachtree will begin the second task. In special cases, you may receive a message indicating that the record is currently locked. Once the first user has saved changes and closed the record, Peachtree Accounting removes the lock, allowing other users to access the record. Other users will still be able to perform functions such as entering invoices and printing reports, but no one else will be able to update the customer information until the first user has finished and closed the record.
For example, if you are using real-time posting and changing a customer record, and a second user is simultaneously posting a receipt for the same customer, the second user’s posting will experience a waiting period while Peachtree saves your customer changes. Then, Peachtree will post the second user’s receipt.
Exclusive File Locks
An exclusive file lock prevents more than one user from accessing the same file at the same time. During critical processes, an exclusive file lock is placed on all of your company’s files. These processes include
•Backing up
•Restoring
•Changing the period
•Closing the payroll (calendar) year
•Closing the fiscal year
•Posting (From Tasks menu, System, Post) only in Batch mode
•Unposting (From Tasks menu, System, Post) only in Batch mode
•Maintaining user IDs and passwords
•Purging data
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Introducing and Installing Peachtree Accounting |
Getting Started Guide |
When you attempt to perform any of these processes, if another user has the company open, even if only at the main screen, the following message displays:
“You are attempting to access an area that another user is also using, or you are attempting to perform a process that requires single-user access. Please try again when no other users are attempting the same operation or accessing Peachtree Accounting.”
Once no one else is using Peachtree Accounting, try the process again.
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What’s Next?
Registering Peachtree Accounting
What’s Next?
Now that you have successfully installed Peachtree Accounting, you’re ready to get started using the program. One of the best ways to get familiar with Peachtree Accounting is to open the program and look around.
If you need assistance starting the program or navigating within Peachtree Accounting, refer to the “Basics” chapter of the User’s Guide.
Registering Peachtree Accounting
Register your copy of Peachtree Accounting as soon as possible after installing the program. Registration is very important because it ensures you of timely program updates and upgrade offers, exciting new product information, payroll tax service information, technical support options, and a variety of other benefits.
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You can only use the software a limited number of times before you must |
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register. Also, if you are operating on a network, you must purchase and |
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register a licensed copy of Peachtree Accounting for each workstation. For |
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more information on multiuser licensing, open Peachtree Accounting Help |
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and search for “multiuser” in the online index. |
1Start Peachtree Accounting. If your product is not registered, a window appears asking you to register.
If Peachtree Accounting is already running, select Peachtree Registration from the Help menu.
2In the initial Register Peachtree Accounting window, select Register Now.
3Enter your Peachtree Accounting Serial Number.
Your serial number is located on the inside cover of this manual, the
Getting Started Guide.
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Introducing and Installing Peachtree Accounting |
Getting Started Guide |
4Enter the Registration Unlock Code.
To obtain an unlock code, do one of the following:
Call Peachtree Software toll free at 1-800-718-1592. International customers can call 612-906-3201. Please have your serial number, company address, and telephone number available before speaking with a Peachtree Customer Service representative. The Customer Service representative will then give you an unlock code.
Visit Peachtree Software’s Internet web site at http://www.peachtree.com/register/. After answering a few questions, you will be given an unlock code.
5When finished entering your registration information, click OK to start using Peachtree Accounting.
If you select the Register Later button, you can use Peachtree Accounting a limited number of times before you need to register. A message will show the remaining number of uses before continuing. If you have no remaining uses left and choose not to register, Peachtree Accounting will shut down. If you start Peachtree Accounting again, you will be prompted to register again.
Write down your serial number and registration unlock code and keep them in a safe place in case you ever need to reinstall the product.
Note
Practicing with Sample Data and Tutorials
Before you begin setting up your company in Peachtree Accounting, it is highly recommended that you explore the sample company data installed with Peachtree Accounting. You can practice adding records or transactions without using your own data.
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