PeachPro sets you free
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PeachPro sets you free
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| SCT Sales Invoicing Cash Transactions |
Easily enter cash sales and stop wading through invoicing!
You've been struggling to keep track of your cash and credit cards sales because Peachtree won't easily track it for you... you've been frustrated because your giving customers an invoice when all they wanted was a simple easy to read receipt... and you've wasted hours at the end of each day trying to reconcile your cash when it should be so easy and simple to do. Why are you wasting your valuable time? Right at this very moment you could be quickly and easily entering your cash transactions directly into Peachtree with SCT - Sales Invoicing Cash Transactions.
To help you set up and use SCT - Sales Invoicing Cash Transactions this documentation will be broken down into six steps:
Before using SCT - Sales Invoicing Cash Transactions you must set up the Product Codes that will be used to determine the different type of tender codes. Each different tender code (Cash, Check, Visa Etc.) will need a separate Product Code assigned to it. (For a more detailed explanation of Product Codes consult your Peachtree Manual).
Setting up the Product Code is done in the Maintain G/L Account Distribution File in Accounts Receivable. You should take particular care to set up the G/L Debit and Credit accounts to ensure that they will report correctly to the G/L for each type of payment. If you were not sending different payment types to different accounts and you would like to now, it may involve having to set up new G/L accounts and product codes. If you are unsure what accounts to Debit or Credit for each type of Payment Tender Code consult your Accountant.
We suggest that the first code entered be your most common payment choice, so that it would sort at the top of the lookup and thus be the default choice. The example below shows several tender codes set up using Product Codes 1-7. You can have up to 10 different Tender Codes and can use both Alpha and Numeric characters for the product code.
+--------------------------------------------------------------------------------+ |RUN DATE: 05/29/96 Software Professionals PAGE 3 | |RUN TIME: 7:18 AM Accounts Receivable | | Maintain G/L Account Dist File | |--------------------------------------------------------------------------------| | | | TRANS. PROD ACCOUNT # | | TYPE CODE DEBIT CREDIT DESCRIPTION | |-------- ---- ------ ------ -------------------- | | PA 1 11100 12000 Cash Sales | | PA 2 11200 12000 Employee Discount | | PA 3 11300 12000 Visa | | PA 4 11400 12000 Coupons | | PA 5 11600 12000 Store Credit | | PA 6 11700 12000 Master Card | | PA 7 11800 12000 Discover | | | | | |*** End Of - Maintain G/L Account Dist File *** | +--------------------------------------------------------------------------------+
The next step in setting up SCT - Sales Invoicing Cash Transactions is to create "cash customers" in Accounts Receivable. One "cash customer" will be needed for each register that you will be using. Since each SCT - Sales Invoicing Cash Transactions transaction will have both a sales and a payment these "cash customers" will never have a balance, but they allow you to enter in the transactions for each register. We suggest that you call all of your "cash customers" similar names, like, "CASH01", "CASH02", etc. This will allow you to easily know that these customers are simply a flow through for these point of sale transactions. The customers are set up in A/R Maintenance Programs like any other customer. We suggest you set Print Statements to "N" on these customers and not use a credit limit.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦ARMAINT1 Maintain Customers COMPANY ID: SP ¦| |¦05/29/96 Software Professionals GENERATION #: 11 ¦| |+------------------------------------------------------------------------------+| |Customer ID.....: CASH01 ¦ Debit--------------------------| |Customer Name...: Cash Customer ¦ Last Date 01/01/00| |Address.........: Register 1 (Express Lane) ¦ Last Amt 0.00| |Address.........: ¦ YTD Amt 0.00| |City, ST........: ¦ Credit-------------------------| |ZIP Code........: ¦ Last Date 01/01/00| |Telephone.......: ¦ Last Amt 0.00| |Telephone 2.....: ¦ YTD Amt 0.00| |Contact.........: ¦ Payments-----------------------| |Salesperson.....: ¦ Last Date 01/01/00| |Customer Class..: A Dunning Notices.: N ¦ Last Amt 0.00| |Account Type....: R Service Chg Code: 1 ¦ YTD Amt 0.00| |Terms Code......: 1 Print Statements: N ¦ Service Charges----------------| |Sales Tax Code..: 001 Print Invoices..: Y ¦ Last Date 01/01/00| |Discount Percent: 0.00 Price Code......: A ¦ Last Amt 0.00| |Ship Addresses..: N Status Code.....: 0 A ¦ YTD Amt 0.00| |Credit Limit....: 0.00 +--------------------------------| |Ship Via........: ¦ Balance 0.00| |--------------------------------------------------------------------------------| | | | F1-Help F6-User Def. F8-Undo F10-Done N | +--------------------------------------------------------------------------------+
The SCT - Sales Invoicing Cash Transactions options are found in Maintain Invoicing/OE Options under "S - Set Cash Sales Options."
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦MENU Peachtree Complete Accounting COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |+------------- PCA Main Menu --------------+ | |¦ G - General Ledger ¦ | |¦ A - Accounts Payable ¦ | |¦ R - Accounts R+---- Invoicing/Order Entry Main Menu -----+ | |¦ S - Invoicing ¦ M - Maintenance Programs ¦ | |¦ I - Inventory ¦ P - Processing Programs ¦ | |¦ P - Payroll ¦ R - Report Pro+ Invoicing/Order Entry Maintenance Menu -+ | |¦ F - Fixed Asse¦ ¦ Z - Maintain Ship-to Addresses ¦ | |¦ J - Job Cost ¦ ¦ C - Maintain Customized Documents ¦ | |¦ O - Purchase O¦ ¦ O - Maintain Invoicing/OE Options ¦ | |¦ U - Utilities ¦ ¦ ¦ | |¦ Q - Peachtree ¦ ¦ ¦ | |¦ ¦ ¦ ¦ | |+----------------¦ ¦ ¦ | | ¦ ¦ ¦ | | ¦ ¦ ¦ | | +----------------¦ ¦ | | ¦ ¦ | | ¦ ¦ | | +------------------------------------------+ | | F1-Help Alt F6-DOSShell ShF10-Home N | +--------------------------------------------------------------------------------+
+------- Program Options -------+ ¦ ¦ ¦ O - Set Module Options ¦ ¦ ¦ ¦ P - Set Printer Assignments ¦ ¦ ¦ ¦ S - Set Cash Sales Options ¦ ¦ ¦ +-------------------------------+
The first time you select "S - Set Cash Sales Options" you will be prompted to enter a password, then prompted to confirm the password by entering it again. Once this is done you will have to enter the password each time the SCT - Sales Invoicing Cash Transactions options are modified. Keep this password in a safe place! You will need it to make any changes to the SCT - Sales Invoicing Cash Transactions settings, registers or operators!
+------------------------------------------------------------------------------+ ¦SIMAINT Maintain Invoicing/OE Options COMPANY ID: SP ¦ ¦05/20/96 Software Professionals ¦ +------------------------------------------------------------------------------+
Supervisor Password:
After entering the password you will be at the Cash Sales Options Screen:
+------- Cash Sales Options --------+
¦ O - Maintain Operators ¦
¦ R - Maintain Registers ¦
¦ C - Change Supervisor Password ¦
¦ T - Set Cash Tendering Codes ¦
+-----------------------------------+
T - Set Cash Tendering Codes
You will need to set up the Cash Tendering Codes Next. Simply Select "T - Set Cash Tendering Codes". [F5] allows you to add codes. At the "Which Code to Add?" prompt a F-2 lookup is available to select the PA Product codes that will be used for each cash tendering code. Continue adding Cash tendering codes until you have selected all that you need. [F6] is available to delete unwanted codes.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIMAINT Maintain Invoicing/OE Options COMPANY ID: SP ¦| |¦05/20/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| | | | Cash Tendering Beginning Balance | | Codes Cash Code | |--------------------------------------- Which Code to Add? 6 | |--> 1 - Cash Sales _ +---- AR Product Codes -----+ | |--> 2 - Employee Discount ¦ ¦ | |--> 3 - Visa ¦ 1 - Cash Sales ¦ | |--> 4 - Coupons ¦ 2 - Employee Discount ¦ | |--> 5 - Store Credit ¦ 3 - Visa ¦ | |--> ¦ 4 - Coupons ¦ | |--> ¦ 5 - Store Credit ¦ | |--> ¦ 6 - Master Card ¦ | |--> ¦ 7 - Discover ¦ | |--> ¦ A - APPLIANCES ¦ | | ¦ C - CHILDREN'S CLOTHING ¦ | | +---------------------------+ | +--------------------------------------------------------------------------------+
After selecting all the appropriate codes you must select the Cash Tendering Code that will be used for Beginning Balances. Each time you open a register you are asked how much cash you will be starting with. The Beginning Balance Cash Code allows you to assign that money to a particular Cash Code. Normally you would select whichever is used for your Cash Sales Tender Code.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIMAINT Maintain Invoicing/OE Options COMPANY ID: SP ¦| |¦05/20/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| | Cash Tendering Beginning Balance | | Codes Cash Code | |--------------------------------------- Which Code for Register Balance? | |--> 1 - Cash Sales _ +-- Cash Tendering Codes ---+ | |--> 2 - Employee Discount ¦ 1 - Cash Sales ¦ | |--> 3 - Visa ¦ 2 - Employee Discount ¦ | |--> 4 - Coupons ¦ 3 - Visa ¦ | |--> 5 - Store Credit ¦ 4 - Coupons ¦ | |--> 6 - Master Card ¦ 5 - Store Credit ¦ | |--> ¦ 6 - Master Card ¦ | |--> +---------------------------+ | |--> | |--> | +--------------------------------------------------------------------------------+
O - Maintain Operators
Next it is necessary to set up the operators. This option allows you to set up the names, ID's and rights for each person who will be operating a register. The screen is broken out into 3 main sections.
The first section is the Operator ID and Name. Each time you add a new operator you will be prompted for their password. ([F5-ChgPasswd] can be used to change an existing password)
+------------------------------------------------------------------------------+
¦SIMAINT Maintain Invoicing/OE Options COMPANY ID: SP ¦
¦05/20/96 Software Professionals ¦
+------------------------------------------------------------------------------+
+-----------------------------+
Operator Id..................: NKP ¦ New Password: ¦
Operator Name................: Nick Ken+-----------------------------+
--------------------------------------------------------------------------------
The second section allows you to assign certain privileges to specific operators. If you answer Y to allow Add/Edit/Cancel the operator will have the opportunity to add, change and void invoices that will not show up on any SCT - Sales Invoicing Cash Transactions reports. Since this will effect your audit trail you may want to restrict most operators and allow only the Managers to have this right. If you want an operator to get supervisor approval to open or close a register you will want to answer "N" to Allow Open/Close.
-------------------------------------------------------------------------------- Allow Add/Edit/Cancel........: Y Allow Open/Close.............: Y --------------------------------------------------------------------------------
The third section allows you to restrict certain transaction codes for each operator.
There may be, for example, certain operators that should not be allowed to enter Adjustments or Misc. Credits without supervisor approval. Simply answer "N" to each transaction type that will need manager approval.
--------------------------------------------------------------------------------
Allow SA: Sale(Stocked)......: Y Allow AD: Adjustment ........: Y
Allow SS: Sale(Service)......: Y Allow PA: Payment............: Y
Allow RE: Return(Stocked)....: Y Allow MD: Misc. Debit........: Y
Allow RS: Return(Serv).......: Y Allow MC: Misc. Credit.......: Y
Allow SN: Sale(Non-Stocked) .: Y Allow CM: Comment............: Y
Allow RN: Return(Non-Stocked): Y Allow ST: State Sales Tax....: Y
Allow FR: Freight............: Y Allow CO: County Sales Tax...: Y
Allow CR: Credit.............: Y Allow CI: City Sales Tax.....: Y
F5-ChgPassWd F6-DelOper F8-Undo F10-Save N
R - Maintain Registers
The R- Maintain Registers option allows you to set up each register that will be available in SCT - Sales Invoicing Cash Transactions. The Register ID is a single alpha numeric character. Often registers will be set up using 0-9, but letters are also available. After Selecting a register ID you will need to enter a Name for the register. You will want to use a name that uniquely identifies the register.
The default Cash Customer ID is used to select what "cash customer" will come up automatically when you are entering SCT - Sales Invoicing Cash Transactions. An [F2] lookup is available of all A/R customers, but make sure that you select only the customers that you set up specifically to be cash customers.
You must also select the default printer for your receipt. Simply select printer 1-4, which corresponds to the printers you have set up in Peachtree.
If you are printing to a 40 column continuous feed receipt printer answer Y to "Def Ptr 40 Column". You will be asked how many lines to eject after each receipt is finished printing. This allows you to set the printer to advance the receipt to a place that allows an easy tear off.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIMAINT Maintain Invoicing/OE Options COMPANY ID: SP ¦| |¦05/20/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |Register Id..................: 0 | |Register Name................: Cust. Serv. Register | | | |-----------------------------------------+---------- Select Customer ----------+| | ¦ CASH01 - Cash Customer ¦| |Default Cash Customer Id.....: CASH01 ¦ CASH02 - Cash Customer 2 ¦| |Default Printer (1/2/3/4)....: 1 ¦ CASH03 - Cash Customer 3 ¦| |Is Def Ptr 40 column... (Y/N): Y ¦ CASH04 - Cash Customer 4 ¦| |Num Lines to Eject Receipt...: 5 ¦ FIELDJ - Jonathan S. Fields ¦| | ¦ GRAYC - Charles A. Gray ¦| | ¦ HENDEK - Kathy Henderson ¦| | ¦ HOLLOJ - James R. Holloway ¦| | ¦ JOHNSM - Michael H. Johnson ¦| | ¦ JONESE - Elizabeth A. Jones ¦| | +-------------------------------------+| +--------------------------------------------------------------------------------+
C - Change Supervisor Password
If you feel that you need to change the Supervisor password simply select C - Change Supervisor Password. You will be prompted to enter and confirm your Password.
+------------------------------------------------------------------------------+
¦SIMAINT Maintain Invoicing/OE Options COMPANY ID: SP ¦
¦05/20/96 Software Professionals ¦
+------------------------------------------------------------------------------+
Change Supervisor Password
---------------------------------------------
New Password:
Step 4. Entering transactions
After you have entered your options, registers and operators you are ready to start using SCT - Sales Invoicing Cash Transactions! After SCT - Sales Invoicing Cash Transactions is installed every time you go into the Enter Invoice/Order/Quote (Doc) program you will be asked for your ID and Password, An [F2] Lookup is available to show you the valid operators. Please note that you MUST add operators before you can get into Add Edit Documents. If you have not yet done so, refer to Step 3. Maintaining Options in the documentation.
+------------------------------------------------------------------------------+
¦SIPROC1 Enter Invoice/Order/Quote (Doc) COMPANY ID: SP ¦
¦05/29/96 Software Professionals ¦
+------------------------------------------------------------------------------+
Operator ID...: +------ Select Operator ------+
Password......: ¦ MVG - Marcus V. Graco ¦
¦ NKP - Nick K. Proanox ¦
+-----------------------------+
After entering in the correct password for the Operator ID, the Process Options menu will be displayed.
+----------- Process Options -----------+ ¦ A - Add Document ¦ ¦ E - Edit Document ¦ ¦ C - Cancel Individual Documents ¦ ¦ M - Cancel Multiple Documents ¦ ¦ T - Maintain Document Templates ¦ ¦ P - Update Template Prices ¦ ¦ R - Register Cash Sales ¦ +---------------------------------------+
If you answered "N" to "Allow Add/Edit/Cancel" when you set up the options for this user ID you will get the following message when trying to go into Add, Edit or Cancel Documents.
+---------------------------------------------------------------------+ ¦ Operator NKP does not have rights to add/edit/cancel documents ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ PRESS ENTER TO CONTINUE ¦ +---------------------------------------------------------------------+
A new option, R- Register Cash Sales will also appear on your Process Options Menu. This option will allow you to quickly enter in cash or point of sale transactions. After Selecting Register Cash Sales you will be prompted for your register ID.
+------------------------------------------------------------------------------+
¦SIPROC1 Enter Invoice/Order/Quote (Doc) COMPANY ID: SP ¦
¦05/29/96 Software Professionals ¦
+------------------------------------------------------------------------------+
Register ID......:
Cash Customer ID.:
Operator ID......: NKP
An [F2-LOOKUP] is available to select a register ID. It also displays the Customer ID associated with each register and the current operator, if any.
Register ID......: +- Select Register ------ Cust - Oper -+
Cash Customer ID.: ¦ 0 - Cust. Serv. Register CASH01 ¦
Operator ID......: NKP ¦ 1 - Register 1 (Express) CASH01 MVG ¦
+--------------------------------------+
If the register you choose has not yet been opened you will receive the following message:
+-------------------- Open Register --------------------+ ¦ Cash Register 0 is not open. ¦ ¦ ¦ ¦ Would you like to open it now? (Y/N).: Y ¦ ¦ ¦ ¦ ¦ +-------------------------------------------------------+
If the current operator does not have rights to open a register you will also be prompted for the manager ID and password:
+-- Authorization Required ---+
¦ ¦
¦ Manager ID....: ¦
¦ Password......: ¦
¦ ¦
+-----------------------------+
After answering Y to opening the register and getting manager approval (if appropriate) you will be asked for the opening cash balance. Enter in the total amount of cash that you will be opening the cash register (till) with. This amount will show up later on the closing report. Be sure to enter the correct amount as it will be used to reconcile your cash at the end of the shift.
You will also be asked for the Cash Customer ID. The default will already be displayed in the box. You can, if necessary, select a different Customer ID, But (if you are multi-user) make sure that you are not selecting a "cash customer" already in use by another register. If you select the same cash customer for more than one register only one register will be able to enter transactions at a time. After selecting the cash customer you will be brought to the main SCT - Sales Invoicing Cash Transactions screen. It is very similar to the Add documents screen you are used to in Peachtree. There are however some very important differences:
First, the top portion of the screen displays the Register #, Operator ID, Tax, Total Payments received so far on this invoice, and the amount left to pay on this invoice:
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIPROC1 Add Documents COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |DOC TYPE....: I Invoice DOC STATUS.: A Active | |DOC NUMBER..: 023554 REGISTER: 0 OPERATOR: NKP TAX: 0.00 | |CUSTOMER ID.: CASH01 Cash Customer PAYMENTS RECEIVED: 0.00 | |DOC DATE....: 05/29/96 YET TO PAY: 0.00 | | PROD QTY QTY PRICE DISC T/ | |LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E | | 1 | | | | | | | |F1-Help F2-Lookup ShF5-Status Chg F7-ChgOper F8-Header F10-Done N | +--------------------------------------------------------------------------------+
Two new function keys are also available:
[F7-ChgOper] allows you to change the operator currently using the register. You can also use this function key to "lock" your register if you need to leave for a few minutes. After Selecting [F7-ChgOper] you will be required to enter an ID and Password combination before you can continue.
+------- New Operator --------+ ¦ ¦ ¦ Operator ID...: ¦ ¦ Password......: ¦ ¦ ¦ +-----------------------------+
[F8-Header] is used to change any information in the first screen (header) of an invoice. You can change the Customer ID or any other header information for the invoice. Please note: Since the Header information is normally skipped over it is necessary that Automatic invoice numbering be active when using SCT - Sales Invoicing Cash Transactions.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIPROC1 Add Documents COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |DOC TYPE....: I Invoice DOC STATUS.: | |DOC NUMBER..: 023554 | |CUSTOMER ID.: CASH01 | |DOC DATE....: 05/29/96 | | | |SOLD TO.....: SHIP TO....: | | | | | | | | | |CONTACT.....: SALES TAX: | |PHONE.......: | |PHONE #2....: | |P.O. NUMBER.: | |P.O. DATE...: | |SALESMAN....: | |TERMS CODE..: | |SHIP DATE...: | |SHIPPED VIA.: | |JOB/ORDER NO: | | F1-Help F2-Lookup AltF2-Name CtlF2-Phone F10-Menu ShF10-Home N | +--------------------------------------------------------------------------------+
[F8-header] is also used to exit the SCT - Sales Invoicing Cash Transactions documents.
When you are finished entering documents Use [F8-HEADER] then [D10-DONE] to return to the main menu. You will receive a prompt regarding closing the register, This will be explained later.
After returning to the lines portion of the invoice and entering several SA transactions, you will see the Yet to Pay information has been updated:
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIPROC1 Add Documents COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |DOC TYPE....: I Invoice DOC STATUS.: A Active | |DOC NUMBER..: 023554 REGISTER: 0 OPERATOR: NKP TAX: 88.80 | |CUSTOMER ID.: CASH01 Cash Customer PAYMENTS RECEIVED: 0.00 | |DOC DATE....: 05/29/96 YET TO PAY: 1568.84 | | PROD QTY QTY PRICE DISC T/ | |LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E | | 1 SA APP0900120REF A EACH 1.00 1.00 779.9900 0.00 T | | 2 SA APP100101OVE A EACH 1.00 1.00 700.0500 0.00 T | | 3 | +--------------------------------------------------------------------------------+
To Finish the transaction, and Accept Payment for the items simply select a PA transaction. You will be prompted to enter a Cash Code to the PA transaction. In the example below assume the customer is paying Personal Check. You select Cash code 7 for Personal Check.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIPROC1 Add Documents COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |DOC TYPE....: I Invoice DOC STATUS.: A Active | |DOC NUMBER..: 023554 REGISTER: 0 OPERATOR: NKP TAX: 88.80 | |CUSTOMER ID.: CASH01 Cash Customer PAYMENTS RECEIVED: 0.00 | |DOC DATE....: 05/29/96 YET TO PAY: 1568.84 | | PROD QTY QTY PRICE DISC T/ | |LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E | | 1 SA APP0900120REF A EACH 1.00 1.00 779.9900 0.00 T | | 2 SA APP100101OVE A EACH 1.00 1.00 700.0500 0.00 T | | 3 PA +------- Cash Codes --------+ | | ¦ 1 - Cash Sales ¦ | | ¦ 2 - Employee Discount ¦ | | ¦ 3 - Visa ¦ | | ¦ 4 - Coupons ¦ | | ¦ 5 - Store Credit ¦ | | ¦ 6 - Master Card ¦ | | ¦ 7 - Personal Check ¦ | | +---------------------------+ | +--------------------------------------------------------------------------------+
You are then prompted for the Total Payment Amount. If the customer gave you a $1600.00 check, you simply enter that amount in the PA transaction.
You would then receive the following message warning you that change was due.
+---------- Change Due ----------+ ¦ Amount Due...: 1568.84 ¦ ¦ Amount Paid..: 1600.00 ¦ ¦ -------------- ¦ ¦ Change.......: 31.16 ¦ ¦ ¦ ¦ Return change now? Y ¦ ¦ (Escape to correct) ¦ +--------------------------------+
If you answer N, you have the opportunity to change the amount tendered. If you answer Y you will be prompted to select a tender code for the change returned.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIPROC1 Add Documents COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| ||DOC TYPE....: I Invoice DOC STATUS.: A Active | |DOC NUMBER..: 023555 REGISTER: 0 OPERATOR: NKP TAX: 88.80 | |CUSTOMER ID.: CASH01 Cash Customer PAYMENTS RECEIVED: 0.00 | |DOC DATE....: 05/29/96 YET TO PAY: 1568.84 | | PROD QTY QTY PRICE DISC T/ | |LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E | | 1 SA APP0900120REF A EACH 1.00 1.00 779.9900 0.00 T | | 2 SA APP100101OVE A EACI 1.00 1.00 700.0500 0.00 T | | 3 PA +------- Cash Codes --------+ AMOUNT: -1600.00 | | ¦ 1 - Cash Sales ¦ | | ¦ 2 - Employee Discount ¦ | | ¦ 3 - Visa ¦ +---------- Change Due ----------+ | | ¦ 4 - Coupons ¦ ¦ Amount Due...: 1568.84 ¦ | | ¦ 5 - Store Credit ¦ ¦ Amount Paid..: 1600.00 ¦ | | ¦ 6 - Master Card ¦ ¦ -------------- ¦ | | ¦ 7 - Personal Check ¦ ¦ Change.......: 31.16 ¦ | | +---------------------------+ ¦ ¦ | | ¦ Return change now? Y ¦ | | ¦ (Escape to correct) ¦ | | +--------------------------------+ | +--------------------------------------------------------------------------------+
If you wanted to return the change in cash, you would select Cash Code 1 (Cash Sales). This would add an additional PA transaction for the change returned.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦SIPROC1 Add Documents COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |DOC TYPE....: I Invoice DOC STATUS.: A Active | |DOC NUMBER..: 023555 REGISTER: 0 OPERATOR: NKP TAX: 88.80 | |CUSTOMER ID.: CASH01 Cash Customer PAYMENTS RECEIVED: -1568.84 | |DOC DATE....: 05/29/96 YET TO PAY: 0.00 | | PROD QTY QTY PRICE DISC T/ | |LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E | | 1 SA APP0900120REF A EACH 1.00 1.00 779.9900 0.00 T | | 2 SA APP100101OVE A EACH 1.00 1.00 700.0500 0.00 T | | 3 PA Cash Sales -1600.00 | | 4 PA Cash Sales 31.16 | | 5 | |F1-Help AltF2-Quote F2-Lookup F5-QuickPrt ShF5-Status Chg F10-Done N | +--------------------------------------------------------------------------------+
When the invoice is fully Paid (Amount Yet To Pay = $.00) a new Function Key is available. [F5-QuickPrt]. [F5-QuickPrt] will take you to the Document Format Box. You will have 2 additional choices here. One is an 80 column receipt used for regular printers. The other is a 40 Column receipt used for 40 column continous feed receipt printers. Both receipts are shown below:
40 COLUMN RECEIPT
+-----------------------------------------+ | Software Professionals | | 10300 SW Nimbus, Suite PC | | Portland, OR 97223 | | REG1 Rcpt: 023698 Reg: 1 Oper: MVG | | | | SA PELEPORTSTER | | Portable Stereo 1 EACH 31.47 | | SA PELE810340TV | | 19" COLOR TELEV 1 EACH 539.31 | | SA PCIA514586A | | AEROBIC SNEAKER 5 PAIR 242.45 | | PA Employee Discount -25.00 | | PA Cash Sales -850.00 | | PA Cash Sales Returned 12.98 | | | | Sub Total 813.23 | | Tax 48.79 | | Total 862.02 | | | | Paid 875.00 | | Change 12.98 | | | | 05/30/96 Thank You! 12:50 PM | +-----------------------------------------+
80 COLUMN RECEIPT (Condensed to fit on page)
+--------------------------------------------------------------------------------+ | *************** | | * * | | * R E C E I P T * | | * * | | *************** | | Software Professionals | | 10300 SW Nimbus | | Suite PC | | Portland, OR 97223 Receipt No.: 023698 | | | | Date/Time: 05/30/96 0:49 PM | | Cash Sales Register 1 Page: 1 | | Address line 1 | | Address line 2 | | | | Cust. ID..: REG1 Salesperson..: SD | | | |Item I.D./Desc. Quantity Unit Price Net TX| |--------------------------------------------------------------------------------| |ELEPORTSTER 1.0000000 EACH 31.470000 31.47 *| | PORTABLE STEREO | |ELE810340TV 19" COLOR TELEVISION 1.0000000 EACH 539.31030 539.31 *| | - STANDARD WARRARTY SERIALIZED ITEM | | S/N:49875845 | |CIA514586A AEROBIC SNEAKER 5.0000000 PAIR 48.490300 242.45 *| | Payment Employee Discount 25.00- | | Payment Cash Sales 850.00- | | Payment Cash Sales Returned 12.98 | | Subtotal: 813.23 | | Tax: 48.79 | | Total: 862.02 | +--------------------------------------------------------------------------------+
After printing the receipt you will be back in add lines ready to enter new transactions. Once the receipt is printed the invoice/receipt number is incremented to the next available number and is automatically ready for the next cash customer. If the previous customer was a regular customer, the system automatically reverts back to the current cash customer in use on the register. If you needed to change Customer ID (to a regular customer for example) [F8-HEADER> will return you to the first screen of the invoice.
If you also own Enhancement SLA - Sales invoice Layaways, you will also have a [ShF6-Layway PMT] function key. By hitting [ShF6] you will be placed in edit mode (Allow edit must be turned on for this operator). By entering in a Customer ID and selecting [AltF2] you can look up current invoices and make Layaway Payments on them.
When the shift is over, or the operator wishes to close the register for any other reason, the operator gets to the clean screen (no line items entered) and presses [F8-Header] followed by [F10-Menu]. At this point the following prompt appears:
+------------------------------------------------------------------------------+
¦SIPROC1 Add Documents COMPANY ID: SP ¦
¦05/21/96 Software Professionals ¦
+------------------------------------------------------------------------------+
+------------------- Close Register --------------------+
¦ ¦
¦ Do you wish to close this register? You may leave ¦
¦ without closing and reenter this register again. ¦
¦ ¦
¦ Close now? (Y/N): N ¦
+-------------------------------------------------------+
The default N allows you to go into other options within Peachtree and return to the register without closing it. However, if you select to close the register a report is generated showing all funds received and distributed while the register was open. This report is broken out by each operator that was using the register and totaled. Additionally, the cash in the register when it was opened and the cash in the register at close are both shown in the report for reconciliation purposes. Answering Y produces the following report:
+---------------------------------------+ |CLOSE REGISTER REPORT | | Closing Report for Register 1 | | Opened on 05/16/96 5:56 PM | | Closed on 05/21/96 4:38 PM | | | |Opening Cash Balance: 50.00| | | |Operator: CAH Amount| | 1 Cash 1501.50| | 2 Master Card 0.00| | 3 Check 2550.25| | 4 Visa 30.00| | 5 Discover 0.00| | ----------| | SubTotal 4081.75| | | | Total Cash at Close 1551.50| +---------------------------------------+
After the report prints you will be prompted to confirm that the report printed properly or try again to the same or a different printer. The disk file option is also available. If you abort the register will remain OPEN.
+------------------- Register Close Control Report -------------------+
¦ ¦
¦ Would you like to reprint the register closing report? ¦
¦ (You may hit escape to skip printing and keep register open.) ¦
¦ ¦
¦ Reprint? (Y/N): N ¦
+---------------------------------------------------------------------+
Once the register is closed, it may be opened by any other operator.
The normal procedure would be to post the day's receipts at the end of the day. Before doing so the user should print reports showing cash register activity during the day. If the current invoices are not posted daily, the reports would include all current invoices since the last posting and thus the reports would cover several day's activities. It is recommended to post on a regular basis, usually daily, to make the reports that will be described below more meaningful.
Step 5. Printing Reports
The SCT - Sales Invoicing Cash Transactions reports can be found as a subsection of the Document Register:
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦MENU Peachtree Complete Accounting COMPANY ID: SP ¦| |¦05/29/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| |+------------- PCA Main Menu --------------+ | |¦ G - General Ledger ¦ | |¦ A - Accounts Payable ¦ | |¦ R - Accounts R+---- Invoicing/Order Entry Main Menu -----+ | |¦ S - Invoicing/¦ M - Maintenance Programs ¦ | |¦ I - Inventory ¦ P - Processing Programs ¦ | |¦ P - Payroll ¦ R - Report Pro+-- Invoicing/Order Entry Reports Menu ---+ | |¦ F - Fixed Asse¦ ¦ P - Print Documents ¦ | |¦ J - Job Cost ¦ ¦ R - Document Register <<--Select R ¦ | |¦ O - Purchase O¦ ¦ B - Backorder Report ¦ | |¦ U - Utilities ¦ ¦ A - Inventory Activity Report ¦ | |¦ Q - Peachtree ¦ ¦ L - Sold To/Ship To Labels ¦ | |¦ ¦ ¦ 1 - Run PDQ Procedures ¦ | |+----------------¦ ¦ ¦ | | ¦ ¦ ¦ | | ¦ ¦ ¦ | | +----------------¦ ¦ | | ¦ ¦ | | ¦ ¦ | | +------------------------------------------+ | | F1-Help Alt F6-DOSShell ShF10-Home N | +--------------------------------------------------------------------------------+
+---- Select Document Register ----+ ¦ L - Layaway Document Register ¦ ¦ C - Cash Sales Reports ¦ <- Select Cash Sales Report ¦ S - Standard Document Register ¦ +----------------------------------+
You will then be presented with the following report options:
+---- Select Cash Sales Report ----+ ¦ R - Register Detail ¦ ¦ O - Operator Detail ¦ ¦ C - Cash Code Detail ¦ ¦ G - Grand Total All Registers ¦ +----------------------------------+
The Register Detail report list all the transactions sorted by register.
The Operator Detail report lists all transactions sorted by operator.
The Cash Code Detail report lists all transaction sorted by cash code.
The Grand Total report lists just the totals for each register.
Please Note: While CR, MD, MC and AD transactions do not actually effect the cash in the drawer, it may be very important for audit purposes to track how often they are being used in a cash sales situation. For this reason the Detail Report by Register and By Operator will also list these transactions. With these reports you will easily be able to see the invoice # and operator for each of these transactions. The Cash Code Detail report will not as these transaction do not have a Cash Code associated with them.
The Sample reports are shown below:
R - Register Detail Report
+--------------------------------------------------------------------------------+ |RUN DATE: 05/29/96 Software Professionals PAGE 1 | |RUN TIME: 12:23 PM Invoicing/Order Entry | | Detail Transactions by Register | |--------------------------------------------------------------------------------| |Invoice Date/Time Oper TType Received Paid Out CashCode | |--------------------------------------------------------------------------------| |For Register: 0 | |--------------------------------------------------------------------------------| |023564 05/29/96 8:02 AM NKP PA 1000.00 Cash Sales | |023564 05/29/96 8:02 AM NKP PA 45.95 Cash Sales | | ----------- ----------- ----------- | | 0 Sub Total: 1000.00 45.95 954.05 | |For Register: 1 | |--------------------------------------------------------------------------------| |023559 05/29/96 8:02 AM MVG PA 100.00 Master Card | |023560 05/29/96 8:02 AM MVG PA 900.00 Personal Check | |023560 05/29/96 8:02 AM MVG PA 73.21 Cash Sales | |023561 05/29/96 8:02 AM MVG PA 1.00 Employee Discount | |023561 05/29/96 8:02 AM MVG PA 2.00 Coupons | |023561 05/29/96 8:02 AM MVG PA 8.65 Cash Sales | |023562 05/29/96 8:02 AM MVG PA 1166.05 Visa | |023563 05/29/96 8:02 AM NKP PA 1000.00 Cash Sales | |023563 05/29/96 8:02 AM NKP PA 45.95 Store Credit | | ----------- ----------- ----------- | | 1 Sub Total: 3177.70 119.16 3058.54 | | ----------- ----------- ----------- | | Total: 4177.70 165.11 4012.59 | +--------------------------------------------------------------------------------+
O - Operator Detail Report
+--------------------------------------------------------------------------------+ |RUN DATE: 05/29/96 Software Professionals PAGE 1 | |RUN TIME: 12:23 PM Invoicing/Order Entry | | Detail Transactions by Operator | |--------------------------------------------------------------------------------| |Invoice Date/Time Reg TType Received Paid Out CashCode | |--------------------------------------------------------------------------------| |For Operator: MVG | |--------------------------------------------------------------------------------| |023559 05/29/96 8:02 AM 1 PA 100.00 Master Card | |023560 05/29/96 8:02 AM 1 PA 900.00 Personal Check | |023560 05/29/96 8:02 AM 1 PA 73.21 Cash Sales | |023561 05/29/96 8:02 AM 1 PA 1.00 Employee Discount | |023561 05/29/96 8:02 AM 1 PA 2.00 Coupons | |023561 05/29/96 8:02 AM 1 PA 8.65 Cash Sales | |023562 05/29/96 8:02 AM 1 PA 1166.05 Visa | | ----------- ----------- ----------- | | MVG Sub Total: 2177.70 73.21 2104.49 | |For Operator: NKP | |--------------------------------------------------------------------------------| |023563 05/29/96 8:02 AM 1 PA 1000.00 Cash Sales | |023563 05/29/96 8:02 AM 1 PA 45.95 Store Credit | |023564 05/29/96 8:02 AM 0 PA 1000.00 Cash Sales | |023564 05/29/96 8:02 AM 0 PA 45.95 Cash Sales | | ----------- ----------- ----------- | | NKP Sub Total: 2000.00 91.90 1908.10 | | ----------- ----------- ----------- | | Total: 4177.70 165.11 4012.59 | +--------------------------------------------------------------------------------+
C - Cash Code Report
+--------------------------------------------------------------------------------+ |RUN DATE: 05/29/96 Software Professionals PAGE 1 | |RUN TIME: 12:23 PM Invoicing/Order Entry | | Detail Transactions by Cash Code | |--------------------------------------------------------------------------------| |Invoice Date/Time Oper/Reg TType Received Paid Out Net | |--------------------------------------------------------------------------------| |For Cash Code: Cash Sales | |--------------------------------------------------------------------------------| |023560 05/29/96 8:02 AM MVG 1 PA 73.21 | |023561 05/29/96 8:02 AM MVG 1 PA 8.65 | |023563 05/29/96 8:02 AM NKP 1 PA 1000.00 | |023564 05/29/96 8:02 AM NKP 0 PA 1000.00 | |023564 05/29/96 8:02 AM NKP 0 PA 45.95 | | ----------- ----------- ----------- | | Cash Sales Sub Total: 2008.65 119.16 1889.49 | | | |For Cash Code: Employee Discount | |--------------------------------------------------------------------------------| |023561 05/29/96 8:02 AM MVG 1 PA 1.00 | | ----------- ----------- ----------- | | Employee Discount Sub Total: 1.00 0.00 1.00 | | | |For Cash Code: Visa | |--------------------------------------------------------------------------------| |023562 05/29/96 8:02 AM MVG 1 PA 1166.05 | | ----------- ----------- ----------- | | Visa Sub Total: 1166.05 0.00 1166.05 | | | |For Cash Code: Coupons | |--------------------------------------------------------------------------------| |023561 05/29/96 8:02 AM MVG 1 PA 2.00 | | ----------- ----------- ----------- | | Coupons Sub Total: 2.00 0.00 2.00 | | | |For Cash Code: Store Credit | |--------------------------------------------------------------------------------| |023563 05/29/96 8:02 AM NKP 1 PA 45.95 | | ----------- ----------- ----------- | | Store Credit Sub Total: 0.00 45.95 -45.95 | | | |For Cash Code: Master Card | |--------------------------------------------------------------------------------| |023559 05/29/96 8:02 AM MVG 1 PA 100.00 | | ----------- ----------- ----------- | | Master Card Sub Total: 100.00 0.00 100.00 | | | |For Cash Code: Personal Check | |--------------------------------------------------------------------------------| |023560 05/29/96 8:02 AM MVG 1 PA 900.00 | | ----------- ----------- ----------- | | Personal Check Sub Total: 900.00 0.00 900.00 | | ----------- ----------- ----------- | | Total: 4177.70 165.11 4012.59 | +--------------------------------------------------------------------------------+
G - Grand Total All Registers Report
+--------------------------------------------------------------------------------+ |RUN DATE: 05/29/96 Software Professionals PAGE 1 | |RUN TIME: 12:24 PM Invoicing/Order Entry | | Summary Totals by Register | |--------------------------------------------------------------------------------| | Received Paid Out Net | |--------------------------------------------------------------------------------| | Register 0 Sub Total: 1000.00 45.95 954.05 | | Register 1 Sub Total: 3177.70 119.16 3058.54 | | ----------- ----------- ----------- | | Total: 4177.70 165.11 4012.59 | +--------------------------------------------------------------------------------+
Step 6. Common Questions and Answers
A: After entering a register transaction you are brought back to the detail lines screen for the next invoice. To get back to the sales invoicing menu, use [F8-HEADER] when you are first returned to the Detail Lines Screen. This will return you to the Header portion of the invoice. Now you can use [F10] to get back to the menu. (You will also be asked to close the register at this time)
A: The SCT - Sales Invoicing Cash Transactions reports print all the information for current invoices. It is necessary that you Post your invoices on a regular basis (most likely daily), since the reports will show everything since the last posting. You can post using a date range to remove the old invoices from the current invoice file, then reprint your reports.
A: If the invoice was on hold, it would remain current, and therefore show up on the next day's SCT - Sales Invoicing Cash Transactions reports. This would make reconciliation difficult. If you need to enter a document and put it on hold exit SCT - Sales Invoicing Cash Transactions and enter a normal invoice. (Note: These will not show up on any SCT - Sales Invoicing Cash Transactions report)
If you have a layaway situation, consider purchasing SLA - Sales Invoice Layaways. This would allow you to enter a SCT - Sales Invoicing Cash Transactions transaction and have the payments post, but the other transactions stay current until the invoice is fully paid. Since the payments get posted, they won't show up on the next day's SCT - Sales Invoicing Cash Transactions reports.
A: Simply enter an SCT - Sales Invoicing Cash Transactions invoice and enter the RE, RN or RS transaction. If you had additional purchases enter them as well. When you have entered all the transactions for the invoice enter a PA transaction, Select the cash code that describes the refund (Crediting the Visa or giving them Cash back, Etc.). The below example shows someone returning one item, purchasing the less expensive item, and getting the difference in cash.
+--------------------------------------------------------------------------------+ |DOC TYPE....: I Invoice DOC STATUS.: A Active | |DOC NUMBER..: 023565 REGISTER: 0 OPERATOR: MVG TAX: -16.80 | |CUSTOMER ID.: CASH01 Cash Customer PAYMENTS RECEIVED: 0.00 | |DOC DATE....: 05/29/96 YET TO PAY: -296.79 | | PROD QTY QTY PRICE DISC T/ | |LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E | | 1 RE APP0900120REF A EACH -1.00 -1.00 779.9900 0.00 T | | 2 SA APP0900210REF A EACH 1.00 1.00 500.0000 0.00 T | | 3 PA 1 Cash Sales AMOUNT: -296.79 | +--------------------------------------------------------------------------------+
A: Your Custom invoice will work with SCT, but the Register # and Operator number will not be available on the Custom invoice.
A: If the invoice is fully paid (The Yet To Pay amount=$0.00) then you are able to print a receipt. If the transaction still has a balance only the standard invoice print options are available.
A: If you have enhancment SQE - Sales Quick Entry, you may have defaulted the Product Code to Auto Advance. Check the SQE Global Default and Customer Default values and make sure you have Product code Auto Advance to N.
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