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lower) are converted to user records in which the user ID and password are
the same value. For example, if you set up the password “peach” in Peachtree
Accounting Release 5, enter peach as the user ID and password. To
personalize the new user records and take advantage of the new limited access
features, select Users from the Maintain menu. Only passwords set up in
previous versions with access to the “Passwords” window have access to the
new Maintain Users window.
User IDs and passwords are case sensitive. Therefore, make sure you type the
user ID and password exactly as set up in the user record when opening your
Peachtree Accounting company. For example, Password, PASSWORD, and
password, are all different. If you're sure you have the right user ID and
password, but Peachtree isn't accepting them, check to see if your CAPS
LOCK key is on.
For more information, see the “Company Administration” chapter of the
User™s Guide.


Use Audit Trail
Peachtree Accounting has several methods to track information. For example,
the General Ledger, journals, reports, and financial statements can be used to
trace transactions and balances for audit purposes. However, if you want to
track when an action is performed in your company data, you can now
activate Peachtree Accounting™s audit trail. This is a security option that logs
when a person enters data, maintains (edits) existing data, and removes data.
Audit trail provides accountability of users, deters users from fraudulent
activity or mistakes, and tracks transaction history. The Audit Trail report can
trace fraudulent activity and other accounting adjustments you may not know
were completed.
If you intend to have Peachtree maintain an audit trail log, it is strongly
recommended that you set up users in your company. When the Use Audit
Trail option is activated and users/passwords set up and implemented, data
security will be increased substantially. The Audit Trail report can associate
user IDs with each data and system activity performed as it occurs and
establishes personal accountability.
For more information, see the “Company Administration” chapter of the
User™s Guide.




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Conversion Issues
Features in Release 7 that May Impact Conversion



Hide G/L Accounts
Peachtree has added a new global option in which you can elect to not display
G/L account fields on certain task windows. This allows simplified and faster
data entry for common transactions. When the General Ledger accounts
fields are not visible, it is assumed that the default accounts you have set up
will be used when recording the transaction. However, you can still change G/
L accounts, if needed, by selecting the new Accounting Behind the Screens
button (see below).
When converting from a previous version of Peachtree Complete Accounting
or Peachtree Accounting Release 3.5 (or lower), this option is not activated.
For more information, see the “Company Administration” chapter of the
User™s Guide.


Accounting Behind the Screens
This exciting new feature allows you to actually look at the journal entry prior
to posting or saving a transaction. When you select the Journal button in
various task windows, the Accounting Behind the Screens window displays.
This window displays the corresponding transaction™s journal entry. You can
modify the journal entry by changing the account IDs for each line item in the
transaction. Depending on what type of task is open, the Accounting Behind
the Screens window displays the Journal tab(s) that correspond to the
particular transaction.
Accounting Behind the Screens is available in the following task areas:
Accounts Receivable: The Quotes, Sales Orders, Sales/Invoicing, and

Receipts windows
Accounts Payable: The Purchase Orders, Purchases/Receive

Inventory, and Payments windows
Payroll: The Payroll Entry window

When converting from a previous version of Peachtree Complete Accounting
or Peachtree Accounting Release 3.5 (or lower), this option is not activated.
For more information, see the “Basics” chapter of the User™s Guide.




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2 Upgrading from Previous Versions
Getting Started Guide



Peachtree Accounting Color Schemes
You can choose from five color schemes that change the appearance of
windows and dialog boxes used in Peachtree Accounting. Each scheme uses a
different combination of colors. When you select a color scheme preference,
this default affects all companies in the Peachtree Accounting data path that
are accessed by this computer. You can change color schemes at any time. If
you operate on a network, each workstation can set up its own color scheme
preference.


Peachtree Accounting color schemes only apply to windows and dialog boxes
within the Peachtree Accounting program, not other Windows applications
or the Windows desktop.
Note

Choose from one of the following color schemes:
Classic: This scheme uses Peachtree™s traditional white tabs and

white color backgrounds throughout the program. If you are
upgrading from a previous version of Peachtree Accounting, this
color scheme is initially set up.
Professional: This scheme uses light gray tabs and gray

backgrounds. If you are new to Peachtree Accounting, this color
scheme is initially set up.
Splash: This scheme uses light pastels similar to the folder colors

displayed in the Navigation Aids.
Sand: This scheme uses light and dark tan colors throughout the

program.
Vibrant: This scheme uses bright and bold colors similar to the

folder colors displayed in the Navigation Aids.
To change a Peachtree Accounting color scheme, do the following:
® From the Options menu, select Global. In the Maintain Global Options
window, select the General tab and choose a color scheme option.
If you change a color scheme preference and select OK, you must close
and restart Peachtree Accounting for the color changes to take effect.




38
Conversion Issues
From Peachtree Complete Accounting Release 4



Time and Expense Ticket Descriptions
You can now insert ticket or item descriptions easily when applying tickets to
a sales invoice. There are two new fields to manage detail information in the
Time Tickets and Expense Tickets windows.
Ticket Description for Invoicing: You can enter a short description

describing the ticket in either the Time Tickets or Expense Tickets
window. You can enter up to 160 characters. Typically this
description is used for billing purposes. When applying tickets to
customer invoices, you can choose to display the ticket description
entered here or the activity or charge item description set up in
Maintain Inventory (provided the tickets are not consolidated).
Internal Memo: You can enter notes on how time was spent

performing this activity. The Memo field is included for internal
purposes only and is used to help identify the time ticket. Memos
cannot be added to a customer invoice or employee paycheck;
however, they can be displayed in reports. You can enter up to 2000
characters.
Ticket memos converted from Peachtree Complete Accounting Plus Release
4 become the internal memos. The Ticket Description field will be blank. To
apply ticket descriptions to sales invoices, you must enter a short phrase in the
Ticket Description field for each existing time and expense ticket.
For more information, see the “Basics” chapter of the User™s Guide.

From Peachtree Complete Accounting Release 4
If you are converting from a previous version of Peachtree Complete
Accounting (Batch 3 or lower), you should consider the following items. If
you are converting from Peachtree Complete Accounting (Batch 4) or
Peachtree Complete Plus Release 4, this section does not apply.

Events
Once an invoice is paid in Peachtree Accounting it is now cleared from the
Events log in Action Items. Therefore, after the conversion, you may notice
that the number of events and the size of the EVENT.DAT file will be
considerably smaller.




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2 Upgrading from Previous Versions
Getting Started Guide


Payroll Reports
In Maintain Employees, additional fields have been added to the Pay Info tab.
These new fields determine how the employee will be paid during payroll
entry. Pay method replaces what was Pay Type option in previous version of
Peachtree Accounting. An Hours Per Pay Period field has been added if you
are paying the employee a standard number of hours per pay period.
For explanations of the these new fields, refer to the Peachtree Complete
Accounting User™s Guide or the Peachtree Accounting online Help.
Because of the new field additions, if you customized an Employee List report,
field order from your custom reports may be affected after converting to the
new version of Peachtree Accounting. If you rebuild these custom reports
from the new Employee List format, the field order will be corrected.

From Peachtree Accounting Release 3.5 (or lower)
If you are converting from Peachtree Accounting Release 3.5 (or lower), you
should consider the following enhancement considerations:
• Purchase Orders
• Quotes
• Inventory Item Description
• Freight
• Jobs
• Forms
• Reports

Purchase Orders
The new Purchase Order system has been expanded to maintain history of all
purchase orders entered in Peachtree Accounting. The conversion process
will update your purchase transactions to give you this new functionality.
• If there are any existing purchase transactions that were marked at
one time as a PO, a separate purchase order transaction will be
created and added to the new Purchase Order Journal. These PO™s
will be marked as “closed”. Depending on the number of purchase
orders you previously entered, this may slightly increase your
company data size.
• The date of these new PO transactions will be the same date as the
purchase invoice it is attached to.




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Conversion Issues
From Peachtree Accounting Release 3.5 (or lower)


• The information entered on the purchase order will be identical to
the original purchase invoice. Note that if you have printed copies of
a previous PO, and the purchase invoice was later modified, the
items on the new PO may be different than your printed PO. The
advantage to this is the ability to reprint existing purchase orders.
• If you enter duplicate PO numbers for the same vendor, then the
conversion process will append the numbers by one so that no
duplicates exist. You cannot have duplicate purchase order numbers
for the same vendor in Peachtree Accounting.

Job Costing
The Job Costing system has been significantly enhanced to include phases and
cost codes. All jobs entered in a previous version will be converted to new job
IDs which do not use phases or cost codes. You can add phases and cost codes
to existing jobs after the conversion if you want to take advantage of this new
powerful feature.
Before you begin the conversion, make a note of your existing job IDs
which have commas in them. If the conversion encounters a comma in a pre-
existing job ID, it will replace the comma with another character, effectively
changing the ID name.


After the Conversion

Purchase Orders
The new PO transactions created during the conversion are now accessed in
the new Purchases Order task window.
® To edit previous purchase orders, or to create new purchase orders, from
the Tasks menu, select Purchase Orders.

The PO numbers will also display in the new Purchases/Receive Inventory
window. You can drill-down on these PO transactions from many report
windows. For more information, see the “Accounts Payable” chapter of the
User™s Guide.




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