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172
Lesson IX”Company Administration
Beginning the Lesson


Lesson IX”Company Administration

Tu This lesson shows you how to implement various administrative functions in
Peachtree Accounting.

You will learn how to:
• Enter and use memorized transactions
• Set up user IDs and passwords
• Assign limited access to certain program areas
• Activate and use Peachtree Accounting™s audit trail log
• Remove user/password data security
Estimated Lesson Time: 20 Minutes

Beginning the Lesson
If you are continuing from Lesson VIII, skip this section and proceed with
the lesson.
If you are just starting the lesson, do the following:
1 Start Peachtree Accounting and open up the sample company, Bellwether
Garden Supply.

2 If the Action Items window appears, close it for right now.

3 From the Options menu, select Global. Peachtree displays the Maintain
Global Options window.
You need to make sure that the tutorial global options are set up
properly.
4 In the Accounting tab, do the following:
Select Manual Decimal Entry and 2 as the number of decimal places.

• Clear the Hide General Ledger Accounts option for all modules
(Accounts Receivable, Accounts Payable, and Payroll).
• Select the “Warn if inventory item is out of stock” option.
• Select the “Recalculate cash balance automatically in Receipts and
Payments” option.




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5 In the General tab, do the following:
• Make sure the Line Item Entry Display option is set to two lines.
• Select both Smart Data Entry options by putting check marks in the
“Automatic field completion” and “Drop-down list displays
automatically” check boxes.
You could possibly have other global options selected as well. However,
the above options are the only ones that directly affect this tutorial.
6 When finished, select OK to close the Maintain Global Options window.


Memorized Transactions
You can enter and save common transactions for later use. For example, you
may want to repeat a transaction previously used for a customer several times.
Using memorized transactions can save time in repetitive data entry tasks.
You can set up and use memorized transactions for the following:
• quotes
• sales invoices
• purchase orders
• payments
• General Journal entries
You can do the following with memorized transactions:
• enter a new memorized transaction from scratch
• save an existing task transaction as a memorized transaction for later
use
• select an existing memorized transaction and apply it to a new task
transaction




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Lesson IX”Company Administration
Memorized Transactions


Displaying a Memorized Quote
1 From the Maintain menu, select Memorized Transactions, and then select
Quotes. Peachtree displays the Maintain Memorized Quotes window.

The Maintain Memorized Quotes window looks similar to the Quotes
window selected from the Tasks menu. However, two new components
display that are used to identify the memorized transactions:
Transaction ID: This is a code used to identify the memorized

transaction for later use. Enter up to 20 alphanumeric characters for
a new memorized transaction ID. It™s important to use consistent
and logical coding. You might want to code your most popular items
so that they will display first.
Description: This is text used to describe the transaction that

appears in the Memorized Transaction lookup list.
Rather than enter a new memorized quote, let™s display an existing
memorized quote included in the sample data.
Type ? or click the magnifying glass to display the lookup list. Double-click
2
LAWN001 (Lawn Care Service - Fert/Seed). The memorized quote appears.




Since this quote can be used in multiple sales situations, the Customer
ID, Quantity, and Amount fields are blank. These fields will be entered
later when the actual quote is recorded.




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Using a Displayed Memorized Transaction

3 With the Lawn Care Service memorized quote displayed, select the Use
button.
The Quotes window appears and the memorized transaction
information is applied. You can now enter a customer ID, quote number,
date, and other unique information.
Press q twice to close both the Quotes window and the Maintain
4
Memorized Quotes window. When asked if you want to save the
information, click No.

Selecting a Memorized Transaction for Use in a Task Window
You can also select and use memorized transactions from the task window
itself.
1 From the Tasks menu, select Sales/Invoicing. The Sales/Invoicing window
appears.
Rather than enter a new invoice we can select an existing memorized
invoice.
2 From the Edit menu, choose the Select Memorized Transaction option.




3 Select Invoice LAND001”Monthly Landscaping Service and click OK.
The Sales/Invoicing window appears with memorized transaction
information included. Now all you need to do is to select a customer ID
and print the invoice.
As you can see, memorized transactions can be used to enter common
transactions. This provides a more efficient way to enter repetitive data,
which makes data entry faster.
4 Use the lookup button in the Customer ID field to select HOLT-01 (Holt
Properties, Inc.).

5 Select Post to record the new transaction.

Press q to close the Sales/Invoicing window.
6



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Lesson IX”Company Administration
Memorized Transactions


Saving a Transaction as a Memorized Transaction
You can also save a displayed transaction as a memorized transaction.
1 From the Tasks menu, select Payments. The Payments window appears.

2 Enter or select SAFESTATE-01 (Safe State Insurance Company) as the
Vendor ID.

3 With the Apply to Expenses tab selected, type Truck Insurance Premium
in the first Description field and press e. Type 540.00 in the Amount
field and press e.
Rather than save the payment, we will memorize this payment for later
use.
4 From the Edit menu, select Save As Memorized Transaction. Peachtree
displays the Maintain Memorized Payments window with the payment
information.

5 Enter Payment 003 as the Transaction ID.

6 Enter Truck Insurance Premium as the description.

7 Select SAFESTATE-01 as the Vendor ID.




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8 When finished, select Save to record the memorized transaction.
You can now use this memorized payment any time you want to pay the
insurance company. You can even change the amount if it goes up or
down.
Press q twice to close the Maintain Memorized Payments and Payments
9
windows. Select No when asked if you want to save the payment in the
Payments window.

User IDs and Passwords
Peachtree Accounting allows custom access for different users. You can set up
user profiles (records) for each person who will be using Peachtree
Accounting. Each user record is set up with a user ID and password that will
be required before opening and working with company data. Setting up users
also enhances security and personal accountability when the Use Audit Trail
option is activated. (This will be explained in a moment.)
You can set up user rights (control levels) to various program areas of
Peachtree Accounting. You can choose to allow users access to a complete
program module (for example, all Sales areas) or limit access to a particular
window (for example, Sales/Invoicing).
The next part of the lesson will demonstrate how to implement user IDs and
passwords in our sample company, Bellwether Garden Supply.

Set Up an Administrative User
1 In Bellwether Garden Supply, select Users from the Maintain menu.

2 A message appears indicating that you are about to set up users and
passwords for the first time. Select OK to continue.




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Lesson IX”Company Administration
User IDs and Passwords


Type admin as the user ID and press e.
3

Type peach as the password and press e.
4
Notice that the “Access to Maintain Users” check box is disabled (gray
and unavailable). The first user you set up in Peachtree Accounting
must have the “Access to Maintain Users” option selected. Typically, the
first user would be an administrative user who needs access to all areas
included the Maintain Users window. This ensures that at least one user
can manage user records and passwords. You can have more than one
user with this option. However, for security reasons it is best to have
only one administrative user.
5 Select Save to establish the user record.

6 A message appears telling you that you have set up user/password security
in this company. Select OK to continue.

7 We have the option of setting up additional users and choosing rights
(control levels) to various program areas of Peachtree Accounting.
For simplicity, we will limit access to program areas for our own
administrative user record.
8 With the admin user record still displayed, select the Summary tab (if it is
not already displayed).

9 Select the Payroll program area, click the Control field, and choose No
Access from the Control drop-down list.




This option will prevent a user from accessing payroll areas in Peachtree
Accounting. You can also select control access to individual areas (for
example, specific windows) of Peachtree Accounting.



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