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• Apply time and expense tickets to a customer™s invoice
Estimated Lesson Time: 35 Minutes

Beginning the Lesson
This lesson uses a separate sample company, Pavilion Design Group. This is a
graphics service company designed to demonstrate Peachtree Accounting™s
Time & Billing features.
The Time & Billing sample data can be installed using the Peachtree
Accounting compact disc. If you chose the Standard or Upgrade installation
option, the sample company data is installed and you are ready to begin.
If you do not have sample company data installed, reinstall Peachtree
Accounting (the compact disc version), select the Custom installation option,
and choose to load sample company data only. For more information, see
“Introducing and Installing Peachtree Accounting” on page 1.
1 From the File menu, select Open Company. Peachtree displays the Open
Company window.

2 Select Pavilion Design Group, and then click OK.
The sample company opens and all menus are available. The company is
set up in Period 1 (January 2000).
There is approximately two weeks worth of data entered for you, which
you are welcome to explore. Unlike Bellwether Garden Supply, (a
company that sells inventory), Pavilion Design Group is a service
company. It has worked on various graphics projects including clothing
catalogs, company logos, software graphics, restaurant menus, and so
on. Each of these projects uses various elements of job costing and time/
expense.



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Lesson X”Time & Billing
Restoring the Sample Company Data


Backing up the Sample Company Data
If you are the first person in your company to work with this tutorial, then you
have the honor of backing up the sample company data. This step is
important because we are going to be entering information and posting
transactions. Others in your office will need a clean copy of the sample data
so they can enter the same information and encounter the same conditions.


If you are not the first person to run through this tutorial, you can read this
section to understand the procedure, then proceed to the next section,
“Restoring the Sample Company Data.”
Note

1 From the File menu, select Back Up. The Back Up Company window
appears.

2 Click the Back Up Now button.

3 In the Save Backup window, specify the path and file name for your backup
copy. For example, SAMPLE.ptb.

4 Click the Save button. Peachtree displays the estimated size of your backup.

5 Click OK. The system displays the progress of the backup until it is
complete.



Note: For more information on backing up data, refer to the “Company
Administration” chapter of the User™s Guide.

Restoring the Sample Company Data
If you are not the first person to use this tutorial, you must restore the sample
company data to its original state. Open the company you want to restore.
1 From the File menu, select Restore.

2 Select the backup of the sample company data. (SAMPLE.ptb.)

3 Click the Open button to begin the restore process. The system displays the
progress of the restore procedure.

You will first receive a warning message that you are about to overwrite
existing data. Select OK to continue.




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Getting Started Guide


Setting Up Tutorial Global Options
You need to make sure that the tutorial global options are set up properly.
1 From the Options menu, select Global. Peachtree displays the Maintain
Global Options window.

2 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.
3 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.
4 When finished, select OK to close the Maintain Global Options window.


Changing the System Date
Since most of the sample data is in Pavilion Design Group is dated during the
first two weeks of January, 2000, we need to change the Peachtree system date.
1 From the Options menu, select Change System Date.

2 Enter or select January 14, 2000 as the Peachtree System Date. Then,
select OK.



This is a temporary setting that matches your computer settings with those of
the tutorial lesson. Once you complete the lesson, you will be instructed to
reset the system date to today™s date.
Note

If you decide to take a break from this lesson, close the sample data company,
or exit Peachtree Accounting, you must reset the system date each time you
open Pavilion Design Group company data.



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Lesson X”Time & Billing
The Time & Billing Process


The Time & Billing Process
Time & Billing can track time spent on various activities and record internal
use of company resources on behalf of customers or jobs. If you choose,
recorded time and expenses can later be billed to customers on sales invoices.
If you use payroll, timed activities can be applied to an employee™s paycheck.
Time & Billing can also be used to effectively manage administrative activities
and overhead expenses for your business.
This lesson demonstrates a typical Time & Billing process. It summarizes all
the procedures and areas of Time & Billing used in Peachtree Accounting.
• Recording daily time tickets
• Using a weekly time sheet
• Recording billable and non-billable expense tickets
• Entering reimbursable expenses for a job
• Paying employees based on time-ticket hours (payroll)
• Reimbursing employees for out-of-pocket expenses
• Billing customers for the work completed (time spent, expenses
incurred, and charges that need to be recovered).

Understanding the Scenario
Cherokee Community Theater, a customer of ours, has asked us to design and
print an upcoming membership campaign packet to be mailed to potential
subscribers. The membership packet includes the following:
• a color brochure describing upcoming performances
• a cover letter from the theater president
• a new subscription form




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Getting Started Guide


Recording Time Tickets
Peachtree Accounting uses the concept of tickets to track time and expenses.
There are two types of tickets”time tickets and expense tickets. The difference
between time and expense tickets is the type of service or item that the ticket
references.

Time Tickets
Time tickets record an activity that has a timed duration associated with it.
Employees or vendors can record time spent performing activities like the
following:
• talking on the phone or meeting with a client
• researching information for a project
• designing and writing proposals
• developing or completing tasks for a project
Peachtree Accounting allows you to manually enter timed durations or
actively start and stop a timer running while performing the activity. When
using the timer, Peachtree calculates the duration for you. You can even
account for breaks in the activity that should not be included in the duration
such as lunches, telephone calls, or other interruptions.
You can use two methods to enter time tickets. You can enter single daily time
tickets in the Time Tickets window using the Daily tab, or you can enter
several time tickets at once using a weekly time sheet. This is done in the
Weekly tab of the Time Tickets window.


Entering a Time Ticket
Our customer provided us with the text and artwork to go in the brochure.
Judy, one of our employees, spent 4.5 hours designing and typesetting the
brochure. For this type of project, graphic design is billable by the hour.




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Lesson X”Time & Billing
Recording Time Tickets


1 From the Tasks menu, select Time/Expense, and then Time Tickets.




You can record time and expense tickets for employees or vendors in
Peachtree Accounting.
Select Employee as the type for this ticket and press e.
2

3 Enter or select JW01 (Judy White) from the employee ID lookup list.
In this example, we will enter a single daily time ticket.
4 Select the Daily tab (if it is not already selected).
A ticket number is automatically assigned by Peachtree.
5 Judy is recording the ticket today, January 14, 2000. The ticket date already
states this for us. (If it does not, enter the date accordingly.) Then, press
e to move to the Activity Item field.
Activity items are used to explain what is being recorded on time tickets;
these items indicate how time is spent when performing services for a
customer, for a job, or for internal administrative work. Activity items
are initially set up in the Maintain Inventory Items window.




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6 Select the ART02 (Artwork - Layout and Design) activity item from the
lookup list.

If you want to examine how the activity item was set up, select the Edit
button (at the bottom of the lookup list). The Maintain Inventory Items
window displays with the ART02 activity item selected. For more
information on setting up inventory items, refer to the “Inventory”
chapter of the User™s Guide.
Tickets can be recorded for customers, for jobs, or for administrative
purposes. You would select Administrative if this ticket was recorded for
company use, such as bookkeeping time, vacation time, and so on. Our
example demonstrates a billable time ticket for a job.
Select Job, and then press e.
7

Type a ? in the Job field. The job ID lookup list appears.
8

9 Double-click the CHER01-1 (CCT New Season Brochure) job folder.

10 Double-click the 02-Design phase folder, and then double-click on 011-
Design Labor cost code. You return to the Time Tickets window.




11 Select Regular in the Pay Level field.
The pay level selected here represents the pay level that will be used when
this ticket is applied during payroll entry. In this case the time-ticket
hours recorded here will display in the Regular hourly pay level field on
the Payroll Entry window.

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