Peachtree by Sage Quantum 2008 Forms & Financials SSG

SELF-STUDY GUIDE

2008 FORMS & FINANCIALS

QUANTUM

QUANTUM

P E A C H T R E E B Y S A G E Q U A N T U M 2 0 0 8 F O R M S A N D

F I N A N C I A L S S E L F - S T U D Y G U I D E

Sage Software SB, Inc.1715 North Brown Rd.Lawrenceville, GA 30043

C O P Y R I G H T

© 2007 Sage Software SB, Inc. All rights reserved. The Sage Sofware logo, Peachtree, Peachtree Premium, Peachtree Complete, the Peachtree logo, Accounting Behind the Screens, and Peachtree Today are registered trademarks of Sage Software SB, Inc. or its affiliated entities. All other trademarks are the property of their respective owners. For more information, call 800-247-3224 or visit us online at www.peachtree.com.

No part of this book may be reproduced or transmitted in any form; electronic, photocopying, or by any other means, without prior written permission of Sage Software SB, Inc. Printed in the United States of America.

F I R S T E D I T I O N , J U N E 2 0 0 7

D I S C L A I M E R

Information in this book is subject to change without notice. Company names and data used as examples herein are fictitious unless otherwise noted. The information in this book is distributed “as is,” without warranty. While every precaution has been taken to assure the quality and accurateness of the information contained herein, Sage Software assumes no liability to any person or entity with respect to any loss or damage caused by or presumed to be caused by the instructions contained in this book or by the software described in it.

Peachtree Quantum 2008 i

P E A C H T R E E B Y S A G E Q U A N T U M 2 0 0 8 F O R M S A N D

F I N A N C I A L S S E L F - S T U D Y G U I D ED E S C R I P T I O NThis course was developed for Peachtree Quantum users who want to learn about customizing forms and financial statements in Peachtree. It offers activities to demonstrate how to use Peachtree to customize forms and financial statements.

L E V E L S P E C I A L T Y

S O F T W A R E R E L E A S E Q U A N T U M 2 0 0 8

O B J E C T I V E S

You will learn to:

• Preview and print forms and financial statements

• Customize financial statements

• Create a departmental financial statement

• Customize forms

*For a complete list of specific topics covered within each chapter of this guide, please refer to the Table of Contents.

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .TABLE OF CONTENTS AINTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Using This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Basic Features and Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

USING FINANCIAL STATEMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Standard Financial Statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Customizing Financial Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Financial Statement Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Financial Statement Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Date Range and Account Masking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Column Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Column Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Formatting and Default Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Financial Statement Design Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Header Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Body Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Footer Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Financial Statement Design Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Financial Statement Design Tools Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Modifying Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Designing Financial Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Text Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Body Text Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Column Title Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Column Description Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Column Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Column Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Content Specific Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Line Description Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Account Range. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Total Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Total Level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Text to Print with Total . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Total Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

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Overline and Underline Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Designing Department and Consolidated Financial Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Department Mask. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Account Segments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Rollup Mask. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Using Both Mask Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

USING FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Standard Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Accounts Receivable/Customer Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Accounts Payable/Vendor Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Payroll/Employee Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Customizing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Forms Design Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Forms Design Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Main Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Object Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Cursor Position Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Formatting Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Properties Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Forms Design Options Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Display Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Grid/Copies Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Additional Forms Design Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Modifying Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Selecting Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Moving Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Resizing Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Deleting Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Designing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Text Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Adding a Text Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Text Object Properties Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Peachtree Data Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Adding a Data Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Data Field Options Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Column Data Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Edit Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Spacing and Margins (Click Advanced to view these options). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Size and Location (Click Advanced to view these options) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Line Object Properties Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Size and Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Shape Object Properties Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Size and Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

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.Fill Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Adding a Logo or Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110OLE Object Properties Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113View Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Link Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Command Object Type Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116Command Properties Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Insert Additional Commands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Edit Print Order Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

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vi Peachtree Quantum 2008 Forms and Financials Self-Study Guide

11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .INTRODUCTION

eachtree Quantum 2008 Forms and Financials Self-Study Guide isa guide developed for new users who want to master how tocustomize forms and financial statements in Peachtree Quantum

2008. It contains fifteen activities to help you learn how to use Peachtree tomanage the accounting needs of your business. After completing the activitiesin this book, you will be able to manage your accounting procedures moreeffectively and efficiently.

Using This Guide

Use this book interactively. It has been designed to teach you the basics ofcreating your own financial statements and forms using activities you performusing Peachtree. Each activity in this guide centers around a sample sales andservice company.

To get the most from this guide

• Read each section carefully, opening the windows and screens in Peachtree and studying them yourself. Use the online Help in the program for supplemental information on various fields and functions. You can use one of the sample companies provided in Peachtree for viewing windows and screens. Sample Companies can be opened by starting Peachtree, then selecting Explore a sample company, then selecting the company you want to open. Or you can select Open Company from the File menu and then select the company.

• Perform the activity following each section to reinforce your learning. Use the online Help or the User’s Guide supplied with Peachtree for further information or to answer any questions you might have about the window and its function.

• Continue to the next section of the guide after you have completed the activity.

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Peachtree Quantum 2008 1

I N T R O D U C T I O NBasic Features and Terms1

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Like many programs, the features of Peachtree can be accessed using a mouse or the keyboard.

The mouse can be used to access menus, navigation aids, and all other operations that require you to point and click. To use the mouse, place the mouse pointer over the option you want to access and click the left mouse button to select it. In some areas of Peachtree, additional options are available by clicking the right mouse button.

Another way to access menus and menu functions is to use keyboard shortcut keys. On each window in Peachtree, you will see underlined letters in field names. To access a field using a shortcut key, press and hold the ALT key, then press the key for the underlined letter. For example, in the General Journal Entry window, the D in the field name Date is underlined. To move to the Date field, press and hold the ALT key, then press the D key. This shortcut can also be represented by the abbreviation ALT+D.

Help

Accessing online Help is easy in Peachtree. You can access Help by clicking the Help button, pressing F1, or using the Help menu.

• Help Button: This button is available on most Peachtree windows. Help topics relating to the current window appear when you click the Help button.

• F1: Displays Help topics relating to the current window.

• Help Menu: Lists all Help options available in the program. The various topics are categorized in the Contents and Index options.

Peachtree has two additional Help related items:

• What’s This?: Displays context-sensitive information for most fields in Peachtree. To access this feature, right-click on a field and select What’s This?, or press SHIFT+F1 and click on a field.

• Peachtree Accounting Guided Tour: Guides you through the basics of navigating through the various menus and options the program offers. To access this feature, select Help, Peachtree Accounting Guided Tour from the Menubar.

2 Peachtree Quantum 2008 Forms and Financials Self-Study Guide

22. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . USING FINANCIAL STATEMENTS

inancial statements are used to examine the financial position of abusiness. Financial statements in Peachtree can be previewed andprinted. Peachtree includes standard financial statements. However,

these financial statements can be customized to match your company’s needs.

Customizing a financial statement can include changing the fonts used,changing text, and deleting sections of the financial statement. Customizing afinancial statement can also include more complex tasks such as addingcolumns and summarizing accounts. Changes can be made to financialstatements using the Financial Statement Wizard or the FinancialStatement Design window.

This section focuses on using financial statements, including previewing,printing, customizing, and designing financial statements.

F


U S I N G F I N A N C I A L S T A T E M E N T SStandard Financial Statements2

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .S T A N D A R D F I N A N C I A L S T A T E M E N T S

Peachtree includes a variety of standard financial statements. Select Reports & Forms, Financial Statements to display the Select a Report or Form window, which lists the standard financial statements available. Each standard financial statement is described below:

• Balance Sheet: Shows balances for assets, liabilities, and capital for a given time period.

• Balance Sheet/Budg: Lists all assets, liabilities, and capital of a business entity as of a specific date and the corresponding budget balances.

• Cash Flow: Shows increases and decreases in cash for the selected accounting period(s) and the year-to-date total.

• GL Account Summary: Shows beginning balance, activity, and ending balance for each account as of the selected accounting period.

• Income - 12/13 Period: Shows income and expenses for all twelve (or thirteen) fiscal periods in the current year.

• Income 2 years: Shows income and expense activity for the selected accounting period(s) and the year-to-date total for this year and last year.

• Income Statement: Shows income and expense activity for the selected accounting period(s) and the year-to-date total for each account.

• Income/2 Budg-per: Compares period income and expenses to two budgets.

• Income/2 Budg-YTD: Compares year to date income and expenses to two budgets.

• Income/Budget: Compares the income and expense activity for the current period and the year-to-date amounts to the budget figures.

• Income/Budget-Per: Compares period income and expenses to the budgeted amounts and to actual amounts from last year.

• Income/Budget-YTD: Compares year to date income and expenses to the year to date budgeted amounts and to actual amounts from last year.

• Income/Earnings: Combines the Income Statement and Statement of Retained Earnings for the selected accounting period(s) and year-to-date.

• Retained Earnings: Shows changes in the Retained Earnings balance as of the selected accounting period.


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. .U S I N G F I N A N C I A L S T A T E M E N T SStandard Financial Statements 2

. • Statement of Changes: Shows changes in financial position as of the selected

accounting period.

• Stmt Financial Pos: Lists total assets, liabilities, and net assets of a non-profit organization as of a specific date, such as the last day of an accounting period or last day of the year.

• Stmt Rev and Expend: Lists revenues and expenditures over range of time, reflecting the excess (revenues greater than expenditures) or deficiency (revenues less than expenditures).

• Stmt Rev/Exp Budget: Compares period and year to date revenues and expenditures to the budgeted amounts.


U S I N G F I N A N C I A L S T A T E M E N T SCustomizing Financial Statements2

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .C U S T O M I Z I N G F I N A N C I A L S T A T E M E N T S

The standard financial statements included with Peachtree can be customized in a variety of ways. The two main tools used to customize financial statements are the Financial Statement Wizard and the Financial Statement Design window.

The Financial Statement Wizard can be used to make changes to the standard financial statements, including changing header text, footer text, the date range, column formatting, fonts, and printer settings.

The Financial Statement Design window can also be used to make changes to the standard financial statements. Changing the fonts used, changing text, and deleting sections of the financial statement are examples of basic changes that can be made to create a customized financial statement.

While the Financial Statement Design window offers more control over each aspect of the financial statement formatting, the Financial Statement Wizard can be used to make minor changes or to start the customization process.

Financia l Statement Wizard

The Financial Statement Wizard can be accessed using the link on the Select a Report or Form window. Each window in the wizard is described below:


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. .U S I N G F I N A N C I A L S T A T E M E N T SCustomizing Financial Statements 2

. INTRODUCTION

This window displays an overview of the changes that can be made using the Financial Statement Wizard.

FINANCIAL STATEMENT NAME

Select the financial statement you want to modify from the Financial Statement Template drop-down list. Only standard financial statements are listed. Also, enter the Name of your customized financial statement and a Description. This information will be shown on the Select a Report or Form window.



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HEADERS AND FOOTERS

The text for each header and footer line appears, offering you the opportunity to change the text that appears at the top and bottom of each page of the financial statement. To remove a line, clear the Print check box. To add a new header or footer line, select the Print box.

Use the Insert button and drop-down list to add a special code to a text line. Special codes appear with dollar signs around a word. When the financial statement is previewed or printed, the value of the special code will appear. For example, the special code for Company Name is $(compnam)$. When the financial statement is previewed or printed, the name of your company will print instead of $(compnam)$.

DATE RANGE AND ACCOUNT MASKING

This window displays the Time Frame and Account Mask used by the financial statement. Select a Time Frame from the drop-down list. If you select Range, select the


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. From and To periods. You can also enter an Account Mask, which will be used by the

financial statement to filter accounts for a specific department.

COLUMN PROPERTIES

On this window, you can select the columns that will appear on the financial statement, enter a title for each column, select the properties for each column, and rearrange the sequence of columns. From the Contents drop-down list, select the type of column you want to appear. Enter a Title for the column. Based on the column selected, the Column Properties will appear. Select the properties for the highlighted column. To change the location of a column on the financial statement, highlight the column and use the up and down arrow buttons to move the column in the list.



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COLUMN OPTIONS

This window displays additional options for each column. Enter the Account Mask and Secondary Title for the column. For each column, select the title alignment, enter the width of the column, and select the print options.

If you are using Account Segments, you will see a field for account segments instead of the account mask.

FONTS

On this window, you can change the fonts for each section of the financial statement. Click the button to the right of each field to open the Font window, on which you can make changes; then click OK to return to the wizard.


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. FORMATTING AND DEFAULT PRINTER

This window displays formatting and printing options for the financial statement. To change the Default Printer, click the arrow button to open the Print Setup window on which you can make changes; and click OK to return to the wizard.

FINISH

This is the last window in the Financial Statement Wizard. The options listed allow you to decide what your next step will be. Make your selection and click Finish to save the new financial statement and to continue based on your selection.



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A C T I V I T Y 1 - C U S T O M I Z I N G W I T H T H E F I N A N C I A L S T A T E M E N T W I Z A R DA Balance Sheet will be customized so that it includes the Account ID next to the Account Description. Follow these steps to customize the Balance Sheet using the Financial Statement Wizard:

1 Select Reports & Forms, Financial Statements from the Menubar.

2 Click the Financial Statement Wizard button on the Select a Report or Form window.

3 An Introduction to the Financial Statement Wizard appears. Read the information and click Next.

4 Select <Standard> Balance Sheet from the Financial Statement Template drop-down list.

5 Enter a Name of Balance Sheet with Account ID.

6 Enter a Description of Balance Sheet including Account IDs.

7 Click Next.

8 On the Headers and Footers window, erase the information for Header 3 and enter Balances as of . Ensure that there is a space after the text.


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. 9 Click the Insert button on the Header 3 line and select Current Accounting

Period Ending Date.

10 Select the Print check box for Footer 2 and enter Prepared on . Ensure that there is a space after the text.

11 Click the Insert button on the Footer 2 line and select Today’s Date.

12 Click Next.

13 No changes will be made to the Dates or General Ledger Account Masking/Account Segments. Click Next.

14 On the Column Properties window, click the Contents field on line 3 and select Account ID from the drop-down list.



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15 To move the Account ID column to the first position in the list, click the up arrow button located to the right of the column list twice.

16 Click Next.

17 In the Column 1 Options section, change the column width to 8 characters. Click Next.

18 No changes will be made to the Fonts. Click Next.

19 No changes will be made to the Formatting or Default Printer. Click Next.

20 On the Finish window, leave Display your new financial statement selected and click Finish, then OK. Click OK on the Options window. The new


. . .


. financial statement will be saved, and the Financial Statement Preview

window opens.

21 Click the Print button if you want to print the new financial statement.

22 Once you have finished reviewing the new financial statement, click the Close button. The new financial statement is now listed in the Report List on the Select a Report or Form window.

23 Click Close on the Select a Report or Form window.

Financia l Statement Design Window

To access this window, select a financial statement on the Select a Report or Form window, display it, and click the Design button. The selected financial statement appears in the Financial Statement Design window. On this window, you can make changes to the financial statement and save your changes.

The Financial Statement Design window displays the design elements of the financial statement. The design can contain header, body, and footer sections. Each section is



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separated by a horizontal dashed line and contains rows that are used to produce the financial statement. Each row is added to the financial statement in the order shown.

Within each section are row definition buttons, which are displayed vertically on the left side of the window. These buttons describe and define the information present on the financial statement. Each section is allowed specific row definitions, which are briefly described below:

HEADER ROWS• Text - Header: Places text and special codes at the top of each page of the financial

statement. Special codes are variables that are assigned each time the financial statement is previewed or printed. Examples of special codes include company name, current accounting period, and today’s date.

BODY ROWS• Column Description: Defines the columns that will print on the financial statement.

This includes the column order, whether the column prints, the contents of the column, the title of the column, the column width, and the other properties for each column.

• Column Title: Places additional text for each column on the financial statement. A column title row is typically added when the header for a column needs to be separated on two lines.

• Text - Body: Places text on the financial statement. Unlike Header and Footer text, Body text prints only once on the financial statement.

• Line Description: Defines the set of accounts that will print on the financial statement. The accounts can be defined using an account range and account types.


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. • Total: Calculates a total or subtotal that prints on the financial statement. Each Total

row is assigned a level that determines how to calculate the value.

FOOTER ROWS• Text - Footer: Places text and special codes at the bottom of each page of the financial

statement.

FINANCIAL STATEMENT DESIGN TOOLBARThis toolbar appears at the top of the Financial Statement Design window. Each button is described below:

• Close: Closes the current window.

• Save: Opens the Save as window on which you can enter a name for the report to save it for later use. A saved report will display on the Select a Report or Form window as a customized report.

• Print: Sends the displayed report to the printer. A Print window opens, allowing you to change printers, enter a range of pages to print, and change the number of copies.

• Options: Displays the options for the displayed financial statement. These options include the time frame, display, and printing options.

• Setup: Opens the Page Setup window, on which you can modify the printer settings for the report, including paper size, paper source, and print orientation.

• Format: Prints a Format Statement that gives you information on the fonts and styles of each section of the statement.

• E-mail: Opens your default e-mail software and attaches the financial statement to the e-mail in PDF (Portable Document Format) format.

• Excel button: Inserts a copy of a Peachtree report into a Microsoft Excel spreadsheet. Peachtree opens Microsoft Excel and inserts the report into a worksheet, retaining most of the report’s original formatting.

• PDF: Creates the report in PDF (Portable Document Format) and opens the Save As window so you can save it.

• Preview: When selected, the report is opened on the Financial Statement Preview window. To return to the Preview window from the Design window, select this button.



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• Design: Displays the selected financial statement on the Financial Statement Design window. When selected, the Design Tools toolbar appears on the left side of the window.

• Find: Allows you to search for a particular text or number on the financial statement. This field is unavailable when in Design mode.

• Help: Displays topics related to the current window.

FINANCIAL STATEMENT DESIGN TOOLS TOOLBARA second toolbar appears on the left side of the Financial Statement Design window. The design tools on this toolbar are used to modify, add, and delete rows on the financial statement. Each design tool is described below:

• Property: Displays the properties window for the selected row. If no row is selected, this button is not available.

• Text: Adds a new text row above the selected row. When this button is selected, four options appear:

- Body Text: Adds a text row to the Body section of the financial statement.

- Column Title: Adds a column title row to the Body section of the financial statement.

- Header: Adds a text row to the Header section of the financial statement.

- Footer: Adds a text row to the Footer section of the financial statement.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .If you select an option from the Text button list that cannot be added to the section that contains the selected row, a warning appears, indicating that the type of text row you selected cannot be added.

• Column: Adds a new Column Description row above the selected row. Column Descriptions can be added only in the Body section of the financial statement.

• Line: Adds a new Line Description row above the selected row. Line Descriptions can be added only in the Body section of the financial statement.

• Total: Adds a new Total row above the selected row. Totals can be added only in the Body section of the financial statement.

• Cut: Removes the selected row from the financial statement and moves it to the Clipboard.

• Copy: Leaves the selected row on the financial statement and moves a copy to the Clipboard.


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. • Paste: Places the contents of the Clipboard above the selected row.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .When pasting rows, you can choose the Paste button repeatedly to add the same row several times.

• Up: Moves the selected row up one position in the list of rows.

• Down: Moves the selected row down one position in the list of rows.

Modi fy ing Rows

You can modify the properties of each row by using the Properties tool or by right-clicking a row. When you right-click a row, a list of options appears. The options listed include:

• Font: Displays the Font window for the selected row. You can change the font properties on this window. When you click OK, a message appears, asking, “Change to this font for all rows of this type?” If you select Yes, the font properties will change for all rows of the same type as the selected row. If you select No, the font properties will change for just the selected row.

• Properties: Displays the Properties window for the selected row.

• Delete: Removes the selected row from the financial statement.

• Cut: Removes the selected row from the financial statement and moves it to the Clipboard.

• Copy: Leaves the selected row on the financial statement and moves a copy to the Clipboard.

• Paste: Places the contents of the Clipboard above the selected row. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .When pasting rows, you can choose the Paste option repeatedly to add the same row multiple times.

A C T I V I T Y 2 - C H A N G I N G T H E A P P E A R A N C E O F A N I N C O M E S T A T E M E N TThe appearance of financial statements can be changed on the Financial Statement Design window. Follow these steps to change the appearance of an Income Statement:


2 Highlight <Standard> Income Stmnt and click the Design button on the toolbar.



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3 The Financial Statement Design window opens.

4 Right-click the words Income Statement and select Font.

5 The Font window opens.

6 Select the following font options:

Font Font style Size

Arial Bold 12


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. 7 Click OK. A warning appears, asking if you would like to change to this font

for all rows of this type. Select Yes so that all Text-Header rows change to the new font.

8 Right-click the Column Desc. row and select Font.


10 Select the Underline check box in the Effects section.

11 Click OK. A warning appears, asking if you would like to change to this font for all rows of this type. Select No. This will change the font for only this row.

12 Right-click the word Revenues and select Font.


14 Click OK. Select Yes at the warning so that all Text-Body rows change to the new font.

15 Right-click the Line Description row beneath the word Revenues and select Font.


17 Click OK. Select Yes at the warning so that all Line Description rows change to the new font.

18 Right-click the Total-Level 1 row labeled Total Revenues and select Font.


Arial Bold 10


Arial Regular 10


Arial Regular 10



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20 Click OK. Select Yes at the warning so that all Total Level rows change to the new font.

21 Right-click the words For Management Purposes Only and select Font.


23 Click OK. Select No. This will change the font for only this row.

24 Click the Save button to save the changes.

25 Enter a Name of Bellwether Income Statement and click Save.

26 Click Preview, and then click OK to view the customized Income Statement.


28 Once you have finished reviewing the new financial statement, click the Close button.


Arial Regular 10


Arial Regular 10


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. 29 The new financial statement is now listed in the Report List on the Select a

Report or Form window.


A C T I V I T Y 3 - C R E A T I N G A G R O S S P R O F I T R E P O R TSections of a financial statement can be deleted to simplify the information presented. An Income Statement will be customized to create a Gross Profit Report. Follow these steps to create a Gross Profit Report:


2 Highlight <Standard> Income Stmnt and click the Design button.


4 To select the rows at the bottom of the Income Statement, click the Text-Body row labeled Expenses. Hold the SHIFT key and click the Text-Footer row labeled For Management Purposes Only. Release SHIFT key.



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. .

5 Press the DELETE key to remove the selected rows.

6 Right-click the words Income Statement and select Properties.

7 In the Text to Print field, erase the text and enter Gross Profit Report. Click OK.


9 Enter a Name of Bellwether Gross Profit Report.

10 Enter a Description of Lists revenue, cost of sales, and gross profit amounts for the current month and year to date. Then, click Save.

11 Click Preview and clear the Show Zero Amounts check box.

12 Click OK to view the Gross Profit Report.


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. 13 Click the Print button if you want to print the report.

14 Once you have finished reviewing the new report, click the Close button. Click Yes to save.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .You are asked to save again because you changed the setting for Show Zero Amounts.

15 Click Save, then Yes. The new financial statement is now listed in the Report List on the Select a Report or Form window.


Page: 1 of 1

Bellwether Garden SupplyGross Profit Report

For the Three Months Ending March 31, 2007

Current Month Year to DateRevenuesSales $ 8,175.00 11.84 $ 11,250.95 13.37Sales - Aviary 5,388.13 7.80 6,487.91 7.71Sales - Books 149.75 0.22 3,654.60 4.34Sales - Equipment 2,269.77 3.29 7,031.39 8.35Sales - Food/Fert 367.60 0.53 697.24 0.83Sales - Furntiture 30,000.00 43.43 30,000.00 35.64Sales - Hand Tools 199.92 0.29 801.64 0.95Sales - Landscape Services 2,059.53 2.98 2,939.34 3.49Sales - Miscellaneous 18,199.98 26.35 18,199.98 21.62Sales - Nursery 1,182.48 1.71 1,420.34 1.69Sales - Pots 510.58 0.74 580.53 0.69Sales - Seeds 223.17 0.32 766.24 0.91Sales - Soil 351.48 0.51 365.46 0.43Sales Discounts (5.80) (0.01) (19.52) (0.02)

Total Revenues 69,071.59 100.00 84,176.10 100.00

Cost of SalesProduct Cost 394.50 0.57 394.50 0.47Product Cost - Aviary 1,416.30 2.05 1,855.20 2.20Product Cost - Books 14.27 0.02 1,415.37 1.68Product Cost - Equipment 1,035.00 1.50 3,098.20 3.68Product Cost - Food/Fert 146.00 0.21 278.40 0.33Product Cost - Hand Tools 76.40 0.11 316.45 0.38Product Cost - Pots 209.35 0.30 237.10 0.28Product Cost - Seeds 89.15 0.13 305.30 0.36Product Cost - Soil 148.92 0.22 156.42 0.19Materials Cost 1,352.45 1.96 1,352.45 1.61Materials Cost - Nursery 198.90 0.29 270.30 0.32Subcontractors - Landscaping 335.50 0.49 335.50 0.40

Total Cost of Sales 5,416.74 7.84 10,015.19 11.90

Gross Profit 63,654.85 92.16 74,160.91 88.10


U S I N G F I N A N C I A L S T A T E M E N T SDesigning Financial Statements2

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .D E S I G N I N G F I N A N C I A L S T A T E M E N T S

The standard financial statements included with Peachtree can be changed. Before making design changes to the financial statement, you can print a copy of the original financial statement. This copy can be used to identify the changes that need to be made and to compare the values on the custom design to those on the original financial statement.

The properties of the Column Description row can be modified to change the contents and formatting of the columns that appear on the financial statement. Rows on the financial statement can be added, rearranged, and deleted. Also, the properties of each row can be modified to change the contents and formatting of the rows that appear on the financial statement.

As with the basic changes made in the previous section, these changes can be made in the Financial Statement Design window. To access this window, select a financial statement on the Select a Report or Form window, and click Design; or you can display it, and click the Design button (as shown below).


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. .U S I N G F I N A N C I A L S T A T E M E N T SDesigning Financial Statements 2

. Text Window

The Text window opens when you add a new text row and when you view the properties of a text row. This includes rows labeled Text - Body, Text - Header, and Text - Footer. This window displays the text to print and properties for the text row. Once you have made your entries and selections, click OK to close the window. Each field on this window is described below:

• Text to Print: Enter the text that should print on the row.

• Insert Special: Select this button to add a special code in the Text to Print box. The Special Code window displays a list of codes available. Highlight a code and click OK to add a special code. When the financial statement is previewed or printed, the value of the special code will appear. For example, the special code for Company Name is $(CompNam)$. When the financial statement is previewed or printed, the name of your company will print instead of $(CompNam)$.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Special Code will be added where your cursor is located in the Text to Print box. This allows you to insert a Special Code as part of a series of words.

BODY TEXT FORMATTINGThis section controls the look and placement of the text. Each field is described below:

• Font: Click this arrow button to open the Font window. You can change the font properties in this window and click OK when finished.



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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Changing the font in this window will affect only this text row. For information on changing the font for all rows of the same row type, see page 19.

• Alignment: Select the text alignment from the drop-down list. Alignment options include:

- Left of Column: Aligns the text to the left edge of the financial statement.

- Center of Column: Aligns the text in the center of the financial statement.

- Right of Column: Aligns the text to the right edge of the financial statement.

• Page Break After Printing Text: Select this check box to force the next row to print on the next page.

Column Ti t le Window

The Column Title window opens when you add a new Column Title row and when you view the properties of a Column Title row. This window displays the text to print and properties for the Column Title row.

Column Title rows are usually inserted directly below Column Description rows and are used when the title of the column exceeds the space provided by the Column Description. This is helpful when designating time frame as well as content. For example, the initial title might read Current Month, while the additional Column Title might read Budget.

Once you have made your entries and selections, click OK to close the window. Each field on this window is described below:

• Col: Displays the column number matching the sequence defined in the Column Description window. This field cannot be changed on this window.


. . .


. • Contents: Displays the contents selected for each column based on the selections made

in the Column Description window. This field cannot be changed on this window.

• Title: Enter the title for the column. Your entry will appear below the title entered on the Column Description window.

• Alignment: Select the text alignment for the Column Title from the drop-down list.

• Insert Special: Select this button to add a special code in the Title field. The Special Code window displays a list of codes available. Highlight a code and click OK to add a special code. When the financial statement is previewed or printed, the value of the special code will appear.

• Column Title Font: Click this arrow button to display the Font window. You can change the font properties for the Column Title of the selected column in this window.

Column Descr ipt ion Window

The Column Description window opens when you add a new Column Description row and when you view the properties of a Column Description row. This window displays the content, title, and formatting for each column on the financial statement. Once you have made your entries and selections, click OK to close the window. Each field in the Column Definitions section is described below:

COLUMN DEFINITIONS• Print: Select this check box to display the column on the financial statement. To add a

new column to the financial statement, select the Print check box on the blank row after the last column.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .If the print box is clear, the column can still be used for mathematical operations by other columns.



. . .

. .

• Column: This field is used to identify the sequence and number of columns on the financial statement. When you add a new column to the financial statement by selecting the Print check box on the blank row after the last column, the column number will automatically appear. To change the sequence of the columns listed, highlight the row you want to move and click the Move Up or Move Down buttons.

• Contents: Select the contents for each column from the drop-down list. When you make your selection, additional information for the column appears to the right of the Column Definitions section. Each choice is described briefly below:

- Account ID: Displays the General Ledger account ID for each account on the financial statement. For rows that summarize multiple accounts into a single row, no account ID will print.

- Balance: Shows the period ending balance of each account.

- Activity: Displays period activity amounts for each account.

- Description: Shows the General Ledger account description for each account.

- Percentage: Displays the result of the division of two columns as a percentage.

- Ratio: Shows the result of the division of a column by the total of a range of accounts.

- Text: Displays the same text in a column for all rows.

- Year to Date: Shows the year-to-date activity amounts for each account.

- Formula: Displays the result of a mathematical operation using two columns.

• Title: Enter the title for each column.

• Move Up: Highlight the column you want to move and select this button to move the column up in the list.

• Move Down: Highlight the column you want to move and select this button to move the column down in the list.

• Insert Special: Select this button to add a special code in the Title field. The Special Code window lists the available codes. Highlight a code and click OK to add a special code. When the financial statement is previewed or printed, the value of the special code will appear.

• Column Title Font: Click this arrow button to open the Font window. You can change the font properties for the Column Title of the selected column in this window.


. . .


. COLUMN OPTIONS

Based on the selection made in the Contents field for a column, additional options appear to the right of the Column Definitions section. The top right displays column options available for all columns that are described below:

• Width: Enter the column width in characters. For example, an entry of ten would allow a word ten characters in length to display completely and would truncate a word twelve characters in length to ten characters. Amounts that are too large to fit within the defined width will appear as a series of question marks.

• Format/$: Select this check box to display a dollar sign at the top of the column.

• Dept. Mask: Enter a department mask for the column to restrict the accounts listed to only those of a single department. This field is only available when the Contents selected is Balance, Activity, or Year to Date.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .If you have created account segments in General Ledger Defaults, you will have an Account Segment field. You can click the arrow to open the Select Account Segment window, on which you can choose a particular segment to filter this column.

• Align Title: Select the text alignment for the Column Title from the drop-down list.

CONTENT SPECIFIC OPTIONSBased on the selection made in the Contents field for a column, additional options appear to the right of the Column Definitions section. The bottom right displays column options available for specific Content selections. Each option is described below:

B A L A N C E A N D A C T I V I T Y A M O U N T O P T I O N S

When Balance, Activity, or Year to Date is selected in the Contents field, the associated Amount section appears to the right of the Column Definitions section. This section is



. . .

. .

used to define the amount that should appear. Each option in the Amount section is described below:

• Qualifier: Select the type of amount you want to appear in the column from the drop-down list. Options include:

- Budget 1 and 2: Displays the amount budgeted in the Maintain Chart of Accounts window for the accounts specified in all rows of the column.

- Net: Displays the net amount, credits minus debits, for the accounts specified in all rows of the column.

- Only Debits: Displays only debit amounts for the accounts specified in all rows of the column.

- Only Credits: Displays only credit amounts for the accounts specified in all rows of the column.

• Time Frame: Select the period to be used for the column. Balance and activity amounts will be as of the end of the selected period. Each option is described below:

- Current: The current period as selected in the Options window for the financial statement.

- Current - 1 through Current - 12: Subtracts from the Current period number to determine the period number to use. For example, if you selected Period 12 to be the current period on the Options window and select Current - 10 for the Time Frame, this would display amounts as of the end of Period 2.

- Current + 1 through Current + 12: Adds from the Current period number to determine the period number to use.

- Last Year: The same period as the Current period in the prior year.

- Last Year - 1 through Last Year - 12: Subtracts from the Last Year period number to determine the period number to use.

- Two Years Ago: The same period as the Current period two years prior.

- Two Years Ago - 1 through Two Years Ago - 12: Subtracts from the Two Years Ago period number to determine the period number to use.


. . .


. - Total This Year: Sums all periods in the current year up to the Current period.

- Total Last Year: Sums all periods last year up to the same period as the Current period in the prior year.

- Total Two Years Ago: Sums all periods two years prior up to the same period as the Current period two years prior.

• Round: Select a rounding option for the column from the drop-down list. Options include:

- Whole Dollars: Amounts display rounded to the nearest whole dollar. Rounded cents are included in the Rounding Account amount. The Rounding Account is defined in the General Ledger Defaults window. For example, 1567.54 would appear as 1568 on the financial statement.

- Thousands: Amounts display rounded to the nearest thousand dollars. Rounded dollars and cents are included in the Rounding Account amount. The Rounding Account is defined in the General Ledger Defaults window. For example, 1567.54 would appear as 2000 on the financial statement.

- None: Amounts display with no rounding. For example, 1567.54 would appear as 1567.54 on the financial statement.

• Alignment options: Opens the Alignment Options window on which you can select how the data and totals should be aligned. After making your selection, click OK. Options include:

- Data and Totals aligned in the column: Displays data and totals with the same alignment in the column.



. . .

. .

- Data and Totals tiered in the column: Displays totals shifted to the right of the data column.

P E R C E N T A G E O P T I O N S

When Percentage is selected in the Contents field, the associated Percentage section appears to the right of the Column Definitions section. The columns selected from the drop-down lists will be used to calculate a percentage.

For example, if 2 was selected in the first Use Column field and 3 was selected in the second Use Column field, the amount in column 2 would be divided by the amount in column 3 and then multiplied by 100 to determine the percent difference between the two columns.

R A T I O O P T I O N S

When Ratio is selected in the Contents field, the associated Ratio section appears to the right of the Column Definitions section. This section defines the ratio calculation. Each option in the Ratio section is described below:

• Use Column: Select a column number from the drop-down list. The amount in this column will be divided by the total of the range of accounts defined in the Account Range window.

• Account Range: Opens the Account Range window on which you can enter a range of accounts or account types that will be summed and divided into the amount for the


. . .


. column selected in the Use Column field. Click OK after making your selections. Each

option in the Account Range window is described below:

- From: Enter the first account for the range of accounts to be summed.

- To: Enter the last account for the range of accounts to be summed.

- Account Types: Select the account types to be included in the range of accounts that will be summed.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .You can use the Account Range, Account Types, or both to define a range of accounts to be summed.

T E X T O P T I O N S

When Text is selected in the Contents field, a Text field appears to the right of the Column Definitions section. Enter the text that should appear in the column for all rows in the Text field.

F O R M U L A A C T I V I T Y O P T I O N S

When Formula is selected in the Contents field, the associated Formula Activity section appears to the right of the Column Definitions section. This section defines the



. . .

. .

calculation that will be used by the column. Each option in the Formula Activity section is described below:

• Column: Select a column number from the drop-down list. The amount in this column will appear before the operator in the formula.

• Operator: Select a mathematical operator from the drop-down list. Options include:

- Add to: Sums the amounts of the two selected columns.

- Subtract: Subtracts the amount of the second selected column from the amount of the first selected column.

- Multiply by: Multiplies the amounts of the two selected columns.

- Divide by: Divides the amount of the first selected column by the amount of the second selected column.

• Column: Select a column number from the drop-down list or select Constant and enter a value in the field to the right of the drop-down list. The amount in this column or the constant will appear after the operator in the formula.

• Round: Select a rounding option for the column from the drop-down list.

• Alignment options: Opens the Alignment Options window on which you can select how the data and totals should be aligned. After making your selection, click OK.

A C T I V I T Y 4 - C R E A T I N G A F I R S T Q U A R T E R I N C O M E S T A T E M E N TColumns can be added to and removed from financial statements. In addition, the column order can be rearranged. Follow these steps to change the columns on an Income Statement to create a First Quarter Income Statement:




4 Click the Options button. On the Options window, select Range from the Time Frame drop-down list.


. . .


. 5 Change the From field to Period 3, (3/1/07).

6 Change the To field to Period 3, (3/31/07).

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Setting the Time Frame to a range of Period 3 defines the current period on the financial statement as Period 3. This will act as a frame of reference for the months to be shown on the report.

7 Clear the Show Zero Amounts check box. Click OK to return to the Financial Statement Design window.

8 Right-click the Column Desc. row and select Properties. The Column Description window opens.

9 Change the Title of Column 2 to January.



. . .

. .

10 In the Activity Amount section, select Current-2 from the Time Frame drop-down list.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Current period for the financial statement is Period 3, March 2007. This means that a Time Frame of Current-2 will equal Period 1. So, Column 2 will show the Net Activity for Period 1, which is January 2007.

11 Change the Contents of Column 3 to Activity.

12 Enter February for the Title of Column 3.

13 In the Column 3 Options section, change the Width to 15.

14 Select the Format/$ check box so that a dollar symbol will print in the column.

15 Change Align Title to Right of Column.

16 In the Activity Amount section, select Current-1 from the Time Frame drop-down list.


. . .


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

The Current period for the financial statement is Period 3, March 2007. This means that a Time Frame of Current-1 will equal Period 2. So, Column 3 will show the Net Activity for Period 2, which is February 2007.

17 Change the Contents of Column 4 to Activity.

18 Change the Title of Column 4 to March.

19 In the Column 4 Options section, change the Width to 15.

20 In the Activity Amount section, the Time Frame will remain set to Current.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Current period for the financial statement is Period 3, March 2007. This means that a Time Frame of Current will show the Net Activity for Period 3, which is March 2007.

21 Clear the Print check box for Column 5. This will prevent the column from appearing on the Income Statement.

22 Change the Contents of Column 5 to Formula.

23 In the Formula Activity section, select 2 from the first Column drop-down list.

24 Ensure that Add to is selected.



. . .

. .

25 Select 3 from the second Column drop-down list.

26 Select the Print field on the next available line.

27 Select Formula for the Contents of Column 6.

28 Enter a Title of 1st Quarter for Column 6.

29 In the Column 6 Options section, enter a Width of 15.

30 Change Align Title to Right of Column.

31 In the Formula Activity section, select 4 from the first Column drop-down list.

32 Ensure that Add to is selected.

33 Select 5 from the second Column drop-down list.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Column 6 will add the March amounts to the quantity calculated in Column 5. This will result in the sum of the activity amounts for January, February, and March.


. . .


. 34 Click OK to return to the Financial Statement Design window.


36 Change the Text to Print to 1st Quarter Income Statement and click OK.

37 Right-click the words For the $(currper cap)$ Month$(s)$ Ending $(enddate)$ and select Properties.

38 Erase the words in the Text to Print field. Enter For the quarter ending in the Text to Print field. Ensure that there is a space after the text.

39 Click the Insert Special button.

40 Highlight Current Accounting Period Ending Date and click OK.

41 The special code will appear in the Text to Print field. Click OK to return to the Financial Statement Design window.


43 Enter a Name of 1st Quarter Income Statement.

44 Enter a Description of This report lists activity amounts for each month in the 1st quarter and the quarterly total. Then, click Save.

45 Click Preview and click OK to view the new financial statement.



. . .

. .

46 Click the Print button if you want to print the report.

47 Once you have finished reviewing the new report, click the Close button. The new financial statement is now listed in the Report List on the Select a Report or Form window.


Page: 1 of 2

Bellwether Garden Supply1st Quarter Income Statement

For the quarter ending March 31, 2007

January February March 1st QuarterRevenuesSales $ 3,075.95 $ 0.00 $ 8,175.00 11,250.95Sales - Aviary 549.89 549.89 5,388.13 6,487.91Sales - Books 72.85 3,432.00 149.75 3,654.60Sales - Equipment 3,791.71 969.91 2,269.77 7,031.39Sales - Food/Fert 101.88 227.76 367.60 697.24Sales - Furntiture 0.00 0.00 30,000.00 30,000.00Sales - Hand Tools 581.73 19.99 199.92 801.64Sales - Landscape Services 249.95 629.86 2,059.53 2,939.34Sales - Miscellaneous 0.00 0.00 18,199.98 18,199.98Sales - Nursery 237.86 0.00 1,182.48 1,420.34Sales - Pots 69.95 0.00 510.58 580.53Sales - Seeds 111.25 431.82 223.17 766.24Sales - Soil 13.98 0.00 351.48 365.46Sales Discounts 0.00 (13.72) (5.80) (19.52)

Total Revenues 8,857.00 6,247.51 69,071.59 84,176.10

Cost of SalesProduct Cost 0.00 0.00 394.50 394.50Product Cost - Aviary 219.45 219.45 1,416.30 1,855.20Product Cost - Books 29.10 1,372.00 14.27 1,415.37Product Cost - Equipment 1,635.65 427.55 1,035.00 3,098.20Product Cost - Food/Fert 41.20 91.20 146.00 278.40Product Cost - Hand Tools 232.10 7.95 76.40 316.45Product Cost - Pots 27.75 0.00 209.35 237.10Product Cost - Seeds 44.25 171.90 89.15 305.30Product Cost - Soil 7.50 0.00 148.92 156.42Materials Cost 0.00 0.00 1,352.45 1,352.45Materials Cost - Nursery 71.40 0.00 198.90 270.30Subcontractors - Landscaping 0.00 0.00 335.50 335.50

Total Cost of Sales 2,308.40 2,290.05 5,416.74 10,015.19

Gross Profit 6,548.60 3,957.46 63,654.85 74,160.91

ExpensesFreight 0.00 50.00 0.00 50.00Advertising Expense 0.00 0.00 1,325.00 1,325.00Auto Expenses 0.00 0.00 274.56 274.56Bank Charges 0.00 0.00 18.00 18.00Depreciation Expense 5,637.12 5,628.28 5,522.60 16,788.00Legal and Professional Expense 0.00 360.00 150.00 510.00Licenses Expense 0.00 0.00 150.00 150.00Maintenance Expense 0.00 0.00 75.00 75.00Office Expense 0.00 0.00 479.89 479.89Payroll Tax Exp 0.00 0.00 5,130.71 5,130.71Rent or Lease Expense 0.00 550.00 550.00 1,100.00Repairs Expense 0.00 0.00 75.00 75.00Supplies Expense 0.00 0.00 2,667.32 2,667.32Utilities Expense 0.00 0.00 303.45 303.45Wages Expense 0.00 0.00 44,809.52 44,809.52Other Expense 0.00 0.00 464.80 464.80Purchase Disc- Expense Items 0.00 0.00 (8.11) (8.11)

Total Expenses 5,637.12 6,588.28 61,987.74 74,213.14For Management Purposes Only


. . .


. Line Descr ipt ion Window

The Line Description window opens when you add a new Line Description row and when you view the properties of a Line Description row. This window displays the content and formatting for a range of accounts listed in each column on the financial statement. Once you have made your entries and selections, click OK to close the window. Each section and field in the Line Description window are described below:

ACCOUNT RANGEThis section is used to define a range of accounts that will appear on the financial statement.

ACCOUNT TYPESThis section is used to define the account types that will appear on the financial statement. Select the account types that should appear. If used in conjunction with an account range, only the selected account types within the account range will appear.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .You can use the Account Range, Account Types, or both to define the accounts to appear.

FORMATTINGThis section controls printing options for the accounts displayed. Each option in this section is described below:


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Changing the font in this window will affect only this row. For information on changing the font for all rows of the same row type, see page 19.



. . .

. .

• Alignment: Select the text alignment from the drop-down list.

• Print: Select a printing option from the drop-down list. Each option affects the entire range of accounts. Options include:

- Detail: Every account within the range specified appears.

- Summary: The amounts for each account in the account range are summed and display as a single amount on the financial statement. When this option is selected, the Header Text field is available. In this field, enter the text that should appear with the summarized amount on the financial statement.

- Rollup: The amounts for department accounts within the account range are summarized and display as a single amount per account. The first account description and account ID for the department will appear on the summary line.

- No: The account range will not appear on the financial statement. This option can be used to allow account values to be included in a total without displaying the account values on the financial statement.

• Header Text: Enter the text to display with a summarized amount on the financial statement. This field is only available when the Summary option is selected in the Print field.

• Rollup Mask: Enter a mask that will be used to summarize the amounts for department accounts within the account range as a single amount per account. This field is available only when the Rollup option is selected in the Print field.

• Reverse Sign (Debit as Credit): Select this check box to display debit amounts with brackets and credit amounts without brackets. This option is useful when you need to make a financial statement easier to read. For example, a credit amount displayed as <405.43> will display as 405.43 if this check box is selected.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Reversing the sign changes only the way the amounts appear, not the arithmetic used to total account amounts.

A C T I V I T Y 5 - S U M M A R I Z I N G A C C O U N T S O N A B A L A N C E S H E E TA range of accounts can be summarized on financial statements. The sum of the accounts in the range will print next to the text entered for the summary line. Follow these steps to summarize Payroll Liability accounts on a Balance Sheet:



. . .


. 2 Highlight <Standard> Balance Sheet and click Display. Then, click the

Design button on the toolbar.


4 Right-click the Column Desc. row and select Properties. The Column Description window opens.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .To ensure that the summary is working as expected, an Account ID column can be added to the report. Before the report is saved, the Print check box for the Account ID column will be cleared so that it does not print on the Balance Sheet.

5 Click the Print field on the next available line to create Column 3.

6 Select Account ID for the Contents of Column 3.

7 Click the Move Up button twice. Account ID will now be Column 1 on the Balance Sheet.

8 Click OK to return to the Financial Statement Design window.

9 Click Preview and click OK to view the Balance Sheet with the new Account ID column.

10 The Payroll Tax Liability accounts range from 23400-00 to 24000-00. To locate the Payroll Tax Liabilities in the Liabilities and Capital section under the Current Liabilities heading, click Find. The Find on Report window opens.

11 Enter 23400-00 in the Find what field and click Find Next. Peachtree locates the account and highlights it.



. . .

. .

12 Click Cancel on the Find on Report window to close it.

13 Click the Design button to return to the Financial Statement Design window.

14 Scroll down to the Liabilities and Capital section.

15 Click once on the Line Description located directly beneath the Current Liabilities row.

16 To insert a new Line Description above the selected Line Description, click the Line button on the Financial Statement Design Tools toolbar located on the left side of the Financial Statement Design window.

17 A Line Description window opens. The range of accounts listed prior to the Payroll Tax Liability accounts will be defined in this window.

18 In the Account Range section, enter 20000-00 in the From field.

19 Enter 23350-00 in the To field.

20 In the Formatting section, select Detail from the Print drop-down list.


. . .


. 21 Select the Reverse Sign (Debit as Credit) check box. Then, click OK.

22 Click once on the second Line Description located directly beneath the Current Liabilities row.

23 To insert a new Line Description above the selected Line Description, click the Line button.

24 A Line Description window opens. The range of accounts that include the Payroll Tax Liability accounts will be defined in this window.





. . .

. .

27 In the Formatting section, select Summary from the Print drop-down list.

28 Enter Payroll Tax Liab. in the Header Text field located beneath the Print field.

29 Select the Reverse Sign (Debit as Credit) box. Then, click OK.

30 Right-click the third Line Description located directly beneath the Current Liabilities row and select Properties.

31 A Line Description window opens. The range of accounts listed after the Payroll Tax Liability accounts will be defined in this window.



34 The remaining fields are set to the proper settings. Click OK.

35 Click Preview and click OK to view the customized Balance Sheet.

36 Locate the Current Liabilities heading in the Liabilities and Capital section.


. . .


. 37 A summary line now appears with no Account ID, a description of Payroll Tax

Liabilities, and the sum of the accounts in the range specified on the Financial Statement Design window.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Account ID for a summary of accounts is always blank. This can be useful in determining where accounts are summarized on financial statements.


39 Right-click the Column Desc. row and select Properties.

40 The Account ID column is no longer needed on the Balance Sheet. To prevent the Account ID column from appearing on the Balance Sheet, clear the Print check box on Column 1. Then, click OK.


42 Enter a Name of Balance Sheet w Sum PR.

43 Enter a Description of Balance Sheet with summarized Payroll Tax Liabilities for the current period. Then, click Save.

44 Click Preview and click OK to view the new financial statement.



. . .

. .




Bellwether Garden SupplyBalance Sheet

March 31, 2007

ASSETS

Current AssetsPetty Cash $ 300.00Cash on Hand 1,850.45Regular Checking Account 24,420.44Payroll Checking Account (7,718.53)Savings Account 37,500.00Accounts Receivable 16,061.75Other Receivables 7,681.84Allowance for Doubtful Account (5,000.00)Inventory 13,043.00Prepaid Expenses 14,221.30Employee Advances 3,000.65Notes Receivable-Current 11,000.00Other Current Assets 120.00

Total Current Assets 116,480.90

Property and EquipmentFurniture and Fixtures 62,769.25Equipment 38,738.33Vehicles 86,273.40Other Depreciable Property 6,200.96Buildings 185,500.00Building Improvements 26,500.00Accum. Depreciation-Furniture (55,942.93)Accum. Depreciation-Equipment (34,403.30)Accum. Depreciation-Vehicles (55,898.93)Accum. Depreciation-Other (3,982.55)Accum. Depreciation-Buildings (35,673.07)Accum. Depreciation-Bldg Imp (5,096.15)

Total Property and Equipment 214,985.01

Other AssetsDeposits 15,000.00Organization Costs 4,995.10Accum Amortiz - Organiz Costs (2,000.00)Notes Receivable- Noncurrent 5,004.90Other Noncurrent Assets 3,333.00

Total Other Assets 26,333.00

Total Assets $ 357,798.91

LIABILITIES AND CAPITAL

Current LiabilitiesAccounts Payable $ 10,082.16Accrued Expenses 3,022.55Sales Tax Payable 4,510.23Wages Payable 2,320.30401 K Deductions Payable 1,099.65Health Insurance Payable (530.64)Payroll Tax Liab. 32,238.29

Unaudited - For Management Purposes Only

Bellwether Garden SupplyBalance Sheet

March 31, 2007

Current Portion Long-Term Debt 5,167.00Contracts Payable- Current 2,000.00Other Current Liabilities (96.00)

Total Current Liabilities 59,813.54

Long-Term LiabilitiesNotes Payable-Noncurrent 4,000.00

Total Long-Term Liabilities 4,000.00

Total Liabilities 63,813.54

CapitalCommon Stock 5,000.00Paid-in Capital 100,000.00Retained Earnings 189,037.60Net Income (52.23)

Total Capital 293,985.37

Total Liabilities & Capital $ 357,798.91

Unaudited - For Management Purposes Only


. . .


. Total Window

The Total window opens when you add a new Total row and when you view the properties of a Total row. This window displays the total level assigned to the row and the formatting options for the row. Once you have made your entries and selections, click OK to close the window. Each section and field in the Total window are described below:

TOTAL LEVELThe Total Level assigned to each Total row defines the way in which the financial statement calculates subtotals. Select a Total Level from the drop-down list.

Total Levels range from Total-Level 1 to Total-Level 9. Level 1 through level 8 are sub-totals while level 9 is the grand total. Each total level sums all rows and lesser subtotals that have not been summed previously.

To determine which rows and total levels are used to calculate a subtotal, click a Total Level row on the Financial Statement Design window. All rows and subtotals used in the calculation will appear in blue.

TEXT TO PRINT WITH TOTALThis section includes a Text field, where you can enter the text that should print next to the total amount on the financial statement.

TOTAL FORMATTINGThis section includes printing options for the Total row. Options include:


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Changing the font in this window will affect only this row. For information on changing the font for all rows of the same row type, see page 19.



. . .

. .

• Alignment: Select the text alignment from the drop-down list.

• Print on Report: Select this check box to print the Total row on the report. If this box is clear, the amount of this Total row can still be used in calculating subtotals.

• Reverse Sign (Debit as Credit): Select this check box to display a debit amount with brackets and a credit amount without brackets. This option is useful when you need to make a financial statement easier to read. For example, a credit amount displayed as <405.43> will display as 405.43 if this box is selected.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Reversing the sign changes only the way the amounts appear, not the arithmetic used to total account amounts.

OVERLINE AND UNDERLINE STYLESThis section includes display options for the lines that appear above and below total amounts.


. . .

. .U S I N G F I N A N C I A L S T A T E M E N T SDesigning Department and Consolidated Financial Statements 2

. D E S I G N I N G D E P A R T M E N T A N D C O N S O L I D A T E D

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .F I N A N C I A L S T A T E M E N T S

The standard financial statements included with Peachtree can be designed to show individual amounts for departments within a company or to summarize the amounts of all departments.

Amounts for a single department can be displayed on a financial statement by entering a Department Mask on the Column Description window.

Amounts for departments within a company can be summarized by entering a Rollup Mask on the Line Description window.

To use a Department Mask or a Rollup Mask, the chart of accounts must have department codes at the end of some or all of the account numbers. The format of the account IDs will be used to determine the masks that are used.

As with the changes made in the previous sections, these changes can be made in the Financial Statement Design window. To access this window, select a financial statement on the Select a Report or Form window and click the Design button.


U S I N G F I N A N C I A L S T A T E M E N T SDesigning Department and Consolidated Financial Statements2

. . .

. .

Department Mask

If you are not using Account Segments, you can enter a Department Mask on the Column Description window for columns where the Contents selected is Balance, Activity, or Year to Date. The mask entered defines the department that should appear on the financial statement in the selected column.

The mask is based on the format of the account IDs used in the chart of accounts. A Department Mask consists of asterisks for numbers that are not related to the department followed by the department code. For example, the account IDs in Bellwether Garden Supply have 5 digits for the account ID followed by a dash and 2 letters for the department code. A sample of the department sales accounts are listed below:

The Department Mask used for these departments is listed below:

Account ID Account Description

40000-AV Sales - Aviary

40000-BK Sales - Books

40000-CE Sales - Ceramics

40000-EQ Sales - Equipment

40000-FF Sales - Food/Fert

Account ID Department Mask

40000-AV *****-AV

40000-BK *****-BK

40000-CE *****-CE


. . .


.

When a Department Mask is applied to a column, only the accounts ending in the department code will appear on the financial statement.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .When designing a financial statement that shows only the amounts for a single department, enter a Department Mask for each Balance, Activity, and Year to Date column.

ACCOUNT SEGMENTSIf you have segmented your chart of accounts in General Ledger Defaults, then you will be able to use the Account Segments feature instead of the Department Mask feature. The effect on your reports is the same, but the Account Segments feature makes it easier to select departments, divisions, etc., by making all possible selections available in drop-down lists.

40000-EQ *****-EQ

40000-FF *****-FF

Account ID Department Mask



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S E L E C T A C C O U N T S E G M E N T S W I N D O W

You can select which Account Segment you want to include on your report or in a particular column by clicking the Account Segments arrow button. This will open the Select Account Segments window on which you can select the particular segment.

Click OK after you have selected the appropriate segment. Your selection will appear to the right of the arrow button.

A C T I V I T Y 6 - C R E A T I N G A D E P A R T M E N T I N C O M E S T A T E M E N TEither the Financial Statement Wizard or the Financial Statement Design window can be used to create an Income Statement for a department. Follow these steps to create a Department Income Statement using the Financial Statement Wizard:


2 Click the Financial Statement Wizard button on the Select a Report or Form window.

3 An Introduction to the Financial Statement Wizard appears. Read the information and click Next.

4 Select <Standard> Income Stmnt from the Financial Statement Template drop-down list.

5 Enter a Name of Income Statement-Book Dept.

6 Enter a Description of Income Statement for the Book Department.

7 Click Next.

8 Change Header 2 to Income Statement-Book Department.

9 Click Next.


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. 10 Click the drop-down arrow in the Department column of the Account

Segments field and select BK.

11 Click Next on the remaining windows until you reach the Finish window.

12 On the Finish window, leave Display your new financial statement selected and click Finish. Then, click OK. The new financial statement will be saved, and the Financial Statement Preview window opens.


14 Once you have finished reviewing the new financial statement, click the Close button. The new financial statement is now listed in the Report List on the Select a Report or Form window.


Page: 1 of 1

Bellwether Garden SupplyIncome Statement-Book Department


Current Month Year to DateRevenuesSales - Books $ 149.75 100.00 $ 3,654.60 100.00

Total Revenues 149.75 100.00 3,654.60 100.00

Cost of SalesProduct Cost - Books 14.27 9.53 1,415.37 38.73

Total Cost of Sales 14.27 9.53 1,415.37 38.73

Gross Profit 135.48 90.47 2,239.23 61.27

Expenses

Total Expenses 0.00 0.00 0.00 0.00

Net Income $ 135.48 90.47 $ 2,239.23 61.27



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Rol lup Mask

A Rollup Mask can be entered on the Line Description window. The mask entered defines the location of the department code that allows the financial statement to summarize department account values into a single line on the financial statement.

The mask is based on the format of the account IDs used in the Chart of Accounts. A Rollup Mask consists of placeholders for numbers that are not related to the department followed by asterisks for each character in the department code. For example, the account IDs in Bellwether Garden Supply have 5 digits for the account ID followed by a dash and 2 letters for the department code. A sample of the department sales accounts is listed below:

The Rollup Mask used for the income accounts would be:

#####***When a Rollup Mask is applied to a Line Description, all accounts in the account range will summarize the department accounts in a single line. The Account Description for the first account in the series will appear next to the summarized amount.

Account ID Account Description

40000 Sales

40000-AV Sales - Aviary

40000-BK Sales - Books

40000-CE Sales - Ceramics

40000-EQ Sales - Equipment

40000-FF Sales - Food/Fert


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When designing a financial statement using a Rollup Mask, apply the Rollup Mask to each Line Description on the financial statement where you want the departments to be summarized.

Using Both Mask Types

To design a financial statement that compares each department, both the Department Mask and Rollup Mask features must be used. The Department Mask will allow the financial statement to display one column per department. The Rollup Mask will allow one description to appear for each account.

A C T I V I T Y 7 - C R E A T I N G A G R O S S P R O F I T B Y D E P A R T M E N T R E P O R TA Gross Profit Report that compares the top four departments needs to be created. A financial statement that compares departments must include both a Department Mask and a Rollup Mask. A report of this type must be created using the Financial Statement Design window. Follow these steps to create a Gross Profit by Department report:






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4 To select the rows at the bottom of the Income Statement, click the Text-Body row labeled Expenses. Hold the SHIFT key and click the Text-Footer row labeled For Management Purposes Only. Release SHIFT key.

5 Press the DELETE key to remove the selected rows.


7 In the Text to Print field, erase the text and enter Gross Profit for Top Four Departments. Click OK.


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. 8 Right-click the Column Desc. row and select Properties.

9 Change the Title of Column 2 to Aviary.

10 In the Column 2 Options section, click the arrow button next to Account Segments. On the Select Account Segments window, select AV from the drop-down list in the Department column. Then click OK. For the next step, follow this procedure for selecting the two-letter Department codes for each column.

11 Change the remaining columns to match the information below:

12 Click OK.

Print Column Contents Title Width Format/$ Dept. Align Title

Checked 3 Activity Books 15 checked BK Right of Column

Checked 4 Activity Equipment 15 checked EQ Right of Column

Checked 5 Activity Furniture 15 checked FU Right of Column



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. .

13 The report now includes one column for each of the four departments.

14 Click Preview and click OK to view the customized report.

15 In the Revenues section, note that the Sales-Aviary row displays a non-zero value in the Aviary column and zeroes in the other department columns. Similarly, the Sales-Books row displays a non-zero value in the Books column and zeroes in the other department columns. A Rollup Mask will be added to the report in order to consolidate the amounts into a single row labeled Sales.



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. 17 Right-click the Line Description located directly beneath the Revenues row

and select Properties.

18 A Line Description window opens. In the Formatting section, change the Print field to Rollup.

19 Enter #####*** in the Rollup Mask field. Click OK.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A Rollup Mask consists of placeholders for numbers that are not related to the department followed by asterisks for each character in the department code. In this case, the account number is represented by five number signs, and the department code is represented by three asterisks.

20 Right-click the Line Description located directly beneath the Cost of Sales row and select Properties.

21 In the Formatting section, change the Print field to Rollup.

22 Enter #####*** in the Rollup Mask field. Click OK.

23 Click Save to save the changes.

24 Enter a Name of Gross Profit Top Four Depts.

25 Enter a Description of Gross Profit Report for the top four departments. Then, click Save.

26 Click Preview and click OK to view the new report.



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Page: 1 of 1

Bellwether Garden SupplyGross Profit for Top Four Departments


Aviary Books Equipment FurnitureRevenuesSales $ 6,147.72 $ 149.75 $ 17,898.81 $ 0.00

Total Revenues 6,147.72 149.75 17,898.81 0.00

Cost of SalesProduct Cost 2,422.20 14.27 7,398.50 0.00

Total Cost of Sales 2,422.20 14.27 7,398.50 0.00

Gross Profit 3,725.52 135.48 10,500.31 0.00


33. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .USING FORMS

orms are included with Peachtree in Accounts Receivable, AccountsPayable, and Payroll. These standard forms can be used tocorrespond with your customers, vendors, and government agencies.

Forms can be previewed and are used to print information from Peachtree oneither preprinted forms or plain paper. The standard forms can be customizedto match your company’s needs.

Customizing forms can include changing the fonts used, changing text, anddeleting fields from the form. Customizing a form can also include morecomplex tasks such as adding fields, changing the numeric format, and addingyour company logo. Changes can be made to forms using the Forms Designwindow.

F


U S I N G F O R M SStandard Forms3

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Peachtree provides a variety of standard forms in Accounts Receivable, Accounts Payable, and Payroll. These forms are listed in the Select a Report or Form window. Select Reports & Forms, then Forms, then one of the form areas to display the Select a Report or Form window. Click one of the Form Types to display the forms. Each group of standard forms is described below:

ACCOUNTS RECEIVABLE/CUSTOMER FORMS• Customer Labels Letters: There are a variety of styles available for printing mailing

labels. These forms are designed for use with standard label formats and all types of printers. The letters act as a reminder to customers with past-due accounts. They vary in tone based on the number of days the account is overdue.

• Credit Memos: These forms list information entered on Credit Memos for customers. The forms listed can be used with plain paper.

• Sales Orders, Proposals, and Quotes: These forms list information entered on the Sales Orders or Quotes window. Forms listed can be used with plain paper.

• Customer Statements: Statements provide a listing of activity since the last statement was printed or the open invoices for the customer account. The forms listed can be used with preprinted forms or plain paper.

• Invoices and Packing Slips: Two types of forms are contained in this group. Each of these forms lists information entered on the Sales/Invoicing window. The forms listed can be used with preprinted forms or plain paper.

• Receipts and Deposits: These forms list information entered on the Receipts or Select for Deposit windows.

ACCOUNTS PAYABLE/VENDOR FORMS• Tax Forms: Use these forms to summarize the 1099 forms that you are sending to the

IRS for your 1099-type vendors. The 1096 form is required whenever you submit paper 1099 forms. Peachtree only prints the values on government forms, so you must place preprinted government forms in your printer when using these forms.


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. .U S I N G F O R M SStandard Forms 3

. • Checks: Payments can be printed using a variety of different forms.

• Vendor Labels and Letters: There are a variety of styles available for printing mailing labels and letters. These forms are designed for use with standard label formats and all types of printers.

• Purchase Orders: These forms list information entered on the Purchase Orders window. Forms listed can be used with preprinted forms or plain paper.

PAYROLL/EMPLOYEE FORMS• Tax Forms/Payroll Tax Forms: The Payroll Tax Form Selector allows you to print

federal and state tax forms, including W-2s and W-3s, 940s, and 941s, on plain paper. You cannot use forms design to make changes to these forms.

• Employee Labels and Letters: There are a variety of styles available for printing mailing labels and letters. These forms are designed for use with standard label formats and all types of printers.

• Payroll Checks: Employee checks can be printed using a variety of different forms.


U S I N G F O R M SCustomizing Forms3

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The standard forms included with Peachtree can be customized in a variety of ways using the Forms Design window. Changing the fonts used, moving objects, resizing objects, and deleting sections of the forms are examples of basic changes that can be made to create a customized form.

Forms Design Window

To access this window, select a form on the Select a Report or Form window and click the Customize button.

The selected form opens in the Forms Design window. On this window, you can make changes to the form and save your changes.

The Forms Design window displays the design elements of the form. The form can contain text, data, and graphics. Each type of object is briefly described below:

• Text: Places text on the form. The text entered can be a few words or an entire paragraph.

• Data: Places the value associated with the data field on the form. On the Forms Design window, data objects appear as placeholder text. When the form prints, the actual values are substituted.

• Column Data: Defines a series of columns that will print on the form. This includes the column order, the contents of the column, the title of the column, the column width, and the other properties for each column.


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. .U S I N G F O R M SCustomizing Forms 3

. • Command: Sends instructions to go to the next line item or data file when printing a

form. For example, after the first invoice paid prints on a check stub, a command object is used to allow the second invoice paid to print.

• Line: Places a line on the form.

• Shape: Places a shape on the form. Shapes available include: rectangle, rounded rectangle, ellipse, and polygon.

Forms Design Toolbars

The Forms Design window displays a variety of toolbars. These toolbars are arranged around the perimeter of the Forms Design window as shown below:

Each toolbar can be moved to a different location around the perimeter or to the interior of the Forms Design window as a floating toolbar. Floating toolbars allow you to move the toolbar to a more convenient location when customizing a form.



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In the example shown below, the Main Toolbar has been dragged from the upper-left corner of the Forms Design window to the interior, resulting in a floating toolbar.

To move a horizontal toolbar to a new location, click the left side of the toolbar and drag the toolbar to a new location along the perimeter of the Forms Design window or to the interior for a floating toolbar.

To move a vertical toolbar to a new location, click the top side of the toolbar and drag the toolbar to a new location along the perimeter of the Forms Design window or to the interior for a floating toolbar.

MAIN TOOLBARThe Main Toolbar appears by default at the top of the Forms Design window. Each button is described below:

• Close: Closes the current window.

• Save: Opens the Save as window, on which you can enter a name for the report to save it for later use. A saved report will appear in the Select a Report or Form window as a customized report.

• Options: Displays the options for the displayed form. These options include display options and control over the number of copies.

• Print: Opens a drop-down menu from which you can print or preview the form, or set up certain printing options, such as a Landscape or Portrait orientation.


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. • Undo: Click this button to undo the last action that you took.

• Help: Displays topics related to the current window.

OBJECT TOOLBARThe Object Toolbar appears by default on the left side of the Forms Design window. The buttons on the Object Toolbar can be used to modify, add, and delete objects on the form. Each button is described below:

• Select: Changes to the arrow mouse pointer, allowing you to click an object to select it or right-click an object to select from a list of options. You can also click and drag to select multiple objects.

• Add: Opens a secondary window on which you can select the following options:

- Logo or image: Select this option to add a company logo or an image to the form.

- Data from Peachtree: Adds a new data object to the form.

- Text: Adds a new static text object to the form.

- Shape: Opens a window from which you can select these options:

• Rect.: Adds a new rectangle to the form. Click and drag to create a new rectangle.

• Rect. (rounded): Adds a new rectangle with rounded corners to the form. Click and drag to create a new rectangle.

• Ellipse: Adds a new ellipse to the form. Click and drag to create a new ellipse.

• Poly: Adds a new polygon to the form. Click once for each point on the polygon and double-click to finish the polygon.

- Line: Adds a new line to the form. Click and drag to create a new line.

- Column to Table: You can use this option to add a new column to an existing table or group object.

- Other object: Opens a window from which you can select the following options:

• Columnar Data (group object): Adds a new group object to the form.

• OLE Object: Adds a new object to the form. You can insert a new object or insert an object from an existing file.



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• Command Object: Adds a new command object to the form. Click anywhere to create a new command object. Select the type of command and click OK.

• Delete: Click this button to select a selected object.

• Line up: Select this button to line up or align selected objects on the form.

• Resize: Click this button to resize selected objects on the form.

CURSOR POSITION TOOLBARThe Cursor Position Toolbar displays the current X and Y position of the mouse pointer on the form. Each element of this toolbar is described below:

• X Position: The distance the mouse pointer is from the left edge of the page.

• Y Position: The distance the mouse pointer is from the top of the page.

FORMATTING TOOLBARThe buttons on the Formatting Toolbar can be used to change the font and color of objects. You can also use the Properties button to open the Properties dialog for the selected object.

PROPERTIES TOOLBARThe Properties Toolbar displays the properties of the selected object. You can use the drop-down list to select a different object on the form.

Forms Design Opt ions Window

When you click the Options button on the Forms Design Toolbar, the Forms Design Options window opens. In this window, you can change the appearance and properties of the Forms Design window. These options are saved when you save a customized form.


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. DISPLAY TAB

This tab lists viewing options for the Forms Design window. Select an option to display it in the Forms Design window. Each option is described below:

• Ruler: Displays a ruler in inches or centimeters along the top and left sides of the form.

• Placeholder Text: When selected, text data objects appear as a series of X’s and numeric data objects appear as a series of N’s. When clear, the name of each data object appears.

• Fold Marks: When checked, Peachtree will place fold marks on the form to indicate where the form should be folded for insertion into a standard envelope. You can move the marks if you want to.

• Commands: Shows command objects on the form as squares containing the letter C.

• Margin Cropping: When selected, objects outside the margins of the form will be cropped or cut off when the form prints. When clear, objects outside the margins of the form will print as close as possible to the edge of the paper.

• Outline OLE Object: When selected, OLE objects on the form will be outlined. When clear, OLE objects on the form appear without an outline.

• Order Number: Displays a square containing the printing order of each object on the form.



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GRID/COPIES TABSelect this tab to access additional options for the Forms Design window. Included are grid options and the number of copies that the form should print. Each option is described below:

G R I D O P T I O N S

• Show Grid: Select this check box to display a grid on the Forms Design window.

• Lines: Select this option to display a grid of lines.

• Dots: Select this option to display a grid of dots.

• Inches: Select this option to display a grid that uses inches as the unit of measure.

• Centimeters: Select this option to display a grid that uses centimeters as the unit of measure.

• Horz. Snap to Grid: Select this check box to force objects to align with the grid when moved horizontally.

• Vert. Snap to Grid: Select this check box to force objects to align with the grid when moved vertically.

N U M B E R O F C O P I E S

Enter or select the number of copies the form should print. This setting will override the default printer settings.


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. A C T I V I T Y 8 - C H A N G I N G T H E A P P E A R A N C E O F T H E F O R M S

D E S I G N W I N D O WThe Forms Design window has many display options that can be used to help in forms design. Follow these steps to change the appearance of the Forms Design window:

1 Select Reports & Forms, then Forms, then Invoices and Packing Slips from the Menubar.

2 Highlight the Invoice form once and click the Customize button.

3 The Forms Design window opens. Move the Formatting toolbar to its docking position, if necessary.

4 To change the appearance of the Forms Design window, select the Options button located on the Main toolbar at the top of the Forms Design window.



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5 The Forms Design Options window opens.

6 As each option is changed, you will return to the Forms Design window to see the difference in the appearance of the Forms Design window.

7 Clear the Placeholder Text check box option and click OK.

8 Note that the name of each data object appears. When the Placeholder Text option is checked, it may be difficult to distinguish a data object from a text object.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .To easily identify an object, click the object once to select it, and read the contents of the Properties toolbar located in the bottom-right corner of the Forms Design window. The Properties toolbar displays the order number, type, and name of the selected object.

9 Click the Options button to open the Forms Design Options window.


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. 10 Select the Grid/Copies tab.

11 Clear the Show Grid check box and click OK to return to the Forms Design window.

12 Note the grid no longer appears on the Forms Design window.

13 Keep these and the other display options in mind as you design forms. Click Close to return to the Select a Report or Form window. Select No when prompted to save changes.

14 Click Close to return to the Peachtree desktop.

Addi t ional Forms Design Opt ions

When you right-click a blank area on a form, a list of additional options appears. Each option is described below:

• Add: Opens a second list for adding objects to the form.

• Select All: Selects every object on the form.

• Undo: Reverses the last action performed on the Forms Design window. This option is only available after some actions.

• Paste: Places the contents of the Clipboard on the form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .When pasting objects, you can choose the Paste option repeatedly to add the same object multiple times.

• Toolbars: Select one of the toolbars listed. When selected, the toolbar appears.

- Main toolbar: Contains the Close, Save, Options, Print, Undo, and Help buttons.

- Object toolbar: Contains the Select, Add, Delete, Line Up, and Resize buttons.

- Cursor Position toolbar: Displays the current location of the mouse cursor on the Forms Design window.

- Formatting toolbar: Allows you to change the font, size, and color of a selected object.

- Properties toolbar: Displays properties for the selected object.

• Toggle Grid: Displays or hides the grid on the Forms Design window.



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Modi fy ing Objects

You can modify the properties of each object by right-clicking and selecting an option. When you right-click an object, a list of options appears. The options listed include:

• Font: Displays the Font window for the selected object. You can change the font properties in this window and click OK to return to the Forms Design window.

• Formatting Options: Opens the Options window for the selected object.

• Change Field: Opens a window that you can use to change the selected field.

• Add: Opens a second list for adding objects to the form.

• Delete: Removes the selected object from the form.

• Properties: Opens the properties window for the selected object.

• Cut: Removes the selected object from the form and moves it to the Clipboard.

• Copy: Leaves the selected object on the form and moves a copy to the Clipboard.

• Paste: Places the contents of the Clipboard on the form.

• Print Order: Select one of the options to move the selected object in the print order list. Objects print on the form in the order listed in the print order list.

• Order: Opens the Edit Print Order window, on which you can either modify the order in which objects print on the form or print the object order list to troubleshoot form design errors.

• Object: Select one of the options to change the object or to open the file with which the file is associated.

- Edit: Allows you to change the object from inside the Forms Design window using the application that originally created the object. Click anywhere on the Forms Design window or press ESC when finished editing the object.

- Open: Opens the object in the application that was used to create the object. If the object is linked, the changes made to the file will be reflected on the form.


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. SELECTING OBJECTS

Before you can change an object or a series of objects, you must select them. To select a single object, simply click the object. Blue boxes known as size handles appear around the border of the object.

There are many ways to select more than one object. Each method is described below:



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• Hold the SHIFT key and click each object.

• Click and drag a selection box over the objects. Any objects touched by the selection box will be selected.

• Right-click a blank area on the form and choose Select All. All objects on the form will be selected.


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. MOVING OBJECTS

You can move objects on a form using the mouse or keyboard. First, select the object or objects. The two methods for moving objects are described below:

• Using the mouse, click an object or objects. Hold the mouse button as you move the mouse to drag the object or objects to a new location. Release the mouse button when you are finished. You can select the Snap to Grid option to allow the object or objects to move based on the grid spacing.

• Use the keyboard arrow keys to move the object or objects up, down, left, and right. Using the arrow keys allows you to make minor adjustments if necessary.



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RESIZING OBJECTSYou can change the size of an object using the size handles. To change the size of the selected object, move the mouse pointer over any of the size handles.

When the mouse pointer changes to a double-headed arrow, click and drag the size handle to make the object smaller or larger. If you drag a corner size handle, you can change the width and height. If you drag a central size handle, you can change the width or height.

DELETING OBJECTSYou can delete one or more objects in a few different ways. First, select the object or objects. Then, press the DELETE key or right click on one of the selected objects and select Delete.

A C T I V I T Y 9 - C U S T O M I Z I N G A Q U O T EThe fonts used on a form can be changed. You can change the font used by a single object or change the font used by multiple objects. Follow these steps to customize a Customer Quote:

1 Select Reports & Forms, then Forms, then Sales Orders, Proposals, and Quotes from the Menubar.

2 Click the Customer Quotes folder once, then click Product Quote once.


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. 3 Click the Design button to open the Forms Design window. Move the

Formatting toolbar to its docking position, if necessary.

4 Right-click the word Quotation located in the upper right corner of the form and select Font.



Arial Bold 22



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6 Click OK to return to the Forms Design window.

7 Move the mouse pointer over the word Quotation.

8 Click and hold the mouse button.

9 Drag the word Quotation to the top left corner of the invoice so that it displays above the 4 rows of X’s representing the Company Name and Address.

10 Click once on the words Customer ID.


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. 11 Hold down the SHIFT key and click once on each of the fields in the same

section as the Customer ID. Release the SHIFT key once the fields are selected.

12 Right-click any of the selected fields and choose Font.



15 Click Save and enter a Form Name of Bellwether Quote.

16 Click Save, then Close to return to the Select a Report or Form window.



Times New Roman Regular 10


U S I N G F O R M SDesigning Forms3

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The standard forms included with Peachtree can be designed to change the information printed. Before making design changes to the forms, you can print a copy of the original form that can be used to identify the changes that need to be made.

The properties of a group object can be modified to change the contents and formatting of the columns that appear on the form. Objects can be added, and the properties of each object can be modified.

As with the basic changes made in the previous section, these changes can be made in the Forms Design window. To access this window, select a form on the Select a Report or Form window and click the Design button.

Text Objects

ADDING A TEXT FIELDA Text field is static text that appears on the form and is the same no matter what the other information on the form is. To add a Text field

1 Place your cursor on the form at the point where you want the text to appear.

2 Click the Add button on the Main Toolbar. Then, select Text.

3 On the Add Text Confirmation window, select Add text field. Click OK.

4 Type in the text for the new field. To change the font of the text, you can use the Formatting Toolbar at the top of the window.

TEXT OBJECT PROPERTIES WINDOWThe Text Object Properties window opens when you view the properties of a text object. This window displays the text that will print and the formatting of the text. Once you have


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. .U S I N G F O R M SDesigning Forms 3

. made your entries and selections, click OK to close the window. Each field on this

window is described below:

• Order: Displays the printing order of the selected data object. To change the printing order of the data object, enter a different number. The object with an Order number of 1 prints first.

• Text: Displays the text to print. To change the text, enter new text.

• Insert: Click this button while in the Text field to display the Insert Data Object window. This window displays a list of data objects available. Highlight an object and click OK to add a data object.

F O N T

• Use Printer Font: Select this check box if you want the object to print using the default font used by your printer. Clear this box and click the arrow button to open the Font window. You can change the font properties in this window and click OK when finished.

• Background Color: Select this check box if you want a background color for the area of this object. Click the arrow button to open the Color window, on which you can change the background color and click OK.

S I Z E A N D L O C A T I O N

• Top Position: Displays the distance the top of the object is from the top edge of the page. Enter a new distance if necessary.



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• Left Position: Displays the distance the left side of the object is from the left edge of the page. Enter a new distance if necessary.

• Object Height: Displays the height of the object. Enter a new height if necessary.

• Object Width: Displays the width of the object. Enter a new width if necessary.

F O R M A T T I N G

• Alignment: Select how the data should be aligned in the object area. Choices include left, right, and center alignment.

• Fill Character: Enter a text character to appear in all remaining positions of the field.

B O R D E R

• Apply a Border: Select this check box if you want a border to appear around the object.

• Thickness: Select the thickness of the border from the drop-down list. This list is available only if the Apply a Border box is selected.

• Line Color: Click the arrow button to open the Color window, on which you can select the color of the border and click OK. This button is available only if the Apply a Border box is selected.

A C T I V I T Y 1 0 - A D D I N G T E X T T O A C H E C KText can be added to a form using the Text tool located on the Object toolbar. Follow these steps to add text to a Payroll Check:

1 Select Reports & Forms, then Forms, then Payroll Checks from the Menubar.

2 Highlight the OCR Multi-Purp Laser w/15 Flds form.


. . .


. 3 Click the Customize button to open the Forms Design window. Move the

Formatting toolbar to its docking position, if necessary.

4 Click Add, then Text on the Object toolbar located on the left side of the Forms Design window.

5 Click OK on the Add Text Confirmation window.

6 Click and drag the new field to just below the Pay Period Ending field. Drag the field until it is large enough to contain a sentence of text.



. . .

. .

7 Double-click in the field and enter For questions, contact Samuel Pratt at extension 21.

8 In the Text box, enter

9 Click outside the text box on a blank area of the form.

10 Right-click the new field and select Properties. The Text Object Properties window opens.

11 Click the arrow button located beneath User Printer Font. The Font window opens.



Times New Roman Regular 12


. . .


. 13 Click OK, then click OK again to return to the Forms Design window.

14 Click Save and enter a Form Name of Bellwether Paycheck.



Peachtree Data Objects

Peachtree Data Objects are objects that will access Peachtree data before printing the form. For instance, the Data Object called Customer Name will access and print the customer’s name at this point in the form. The information printed will vary, depending on the field.

ADDING A DATA OBJECTTo add a Data object

1 Place your cursor on the form at the point where you want the text to appear.

2 Click the Add button on the Object Toolbar. Then, select Data from Peachtree.



. . .

. .

3 On the Add Text Confirmation window, select Add data from Peachtree. Click OK.

4 On the Add Field window, select which data you want to put on the form. Click OK.

DATA FIELD OPTIONS WINDOWThe Data Field Options window opens when you view the properties of a data object. This window displays the type of data that will print and the formatting of the data. Once


. . .


. you have made your entries and selections, click OK to close the window. Each field on

this window is described below:

• Field Name: Displays the field name.

F O R M A T T I N G A N D B O R D E R

• Text Alignment: Select how the data should be aligned in the object area. Choices include left, right, and center alignment.

• Border Thickness: Select the thickness of the border from the drop-down list.

• Border Color: Click the arrow button to open the Color window, on which you can select the color of the border, and click OK. This field is available only if you have selected a Border Thickness.

• Background Color: Select a color for the background of the field. You can choose one color for the data and a different color, if necessary, for negative numbers.

• Print zero dollar amounts: Select this check box to print zero dollar amounts as 0.00 on the form. If this box is clear, fields that have a zero dollar amount will not print a value.

F O N T S

• Data: Select the font for the data itself.

• Negative Numbers: Select a font for negative numbers. In this way, you can alter their appearance to make them stand out.



. . .

. .

• More Options: Select either of the More Options buttons to open the Font window where you have a wider selection of options for the font.

O T H E R O P T I O N S ( C L I C K A D V A N C E D T O D I S P L A Y T H I S S E C T I O N )• Fill Character: Select the character that will fill any remaining, otherwise blank,

characters in the field.

• Object Order: Displays the printing order of the selected data object. To change the printing order of the data object, enter a different number. The object with an Order number of 1 prints first.

S I Z E A N D L O C A T I O N ( C L I C K A D V A N C E D T O D I S P L A Y T H I S S E C T I O N )• Top Position: Displays the distance the top of the object is from the top edge of the

page. Enter a new distance if necessary.



• Object Width: Displays the width of the object. Enter a new width if necessary.

M A X I M U M C H A R A C T E R S ( C L I C K A D V A N C E D T O D I S P L A Y T H I S S E C T I O N )• Maximum Characters: Determines the formatting of the characters that will print.

Placeholder text is entered as X’s for text fields and N’s for numeric fields. To change the number of characters to print or the style that numeric values will print, enter different sample data. To enter multiple lines of placeholder text, press CTRL+ENTER to move to the next line down.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .To change the number of decimal places that will print, enter the decimal places as lowercase n’s in the Maximum Characters field. For example, enter N,NNN.nnn in the Maximum Characters field to print a number with three decimal places up to 9,999.999 on the form.

A C T I V I T Y 1 1 - A D D I N G D A T A T O A N I N V O I C EData objects can be added to forms. These objects print information based on transaction entries. Follow these steps to add data to an invoice:


2 Highlight the Invoice form and click the Customize button. The Forms Design window opens. Reposition the Formatting Toolbar, if necessary.


. . .


. 3 Click Add, then Data from Peachtree on the Object toolbar located on the left

side of the Forms Design window.

4 Click OK on the Add Data Confirmation window.

5 On the Add Field window, select Other Fields in the Field Type box.

6 Highlight Invoice Status (e.g., PAID).

7 Click OK.

8 Right-click the new field and select Properties. A Data Field Options window opens.



. . .

. .

9 In the Data Fonts box, select the following font options:

10 Change the Color to red by clicking the button and selecting Red.


12 Right-click the new field and select Auto-size.

13 Reposition the field as necessary.

14 Click Save, and enter a Form Name of Invoice with Status.



17 Select Tasks, Sales/Invoicing from the Menubar.

18 Click the List button and double-click invoice number 10308.

19 Click the drop-down arrow to the right of the Print button. Then select Print Preview to open the Forms Preview window.


Arial Bold 24


. . .


. 20 On the Preview Form window, click Select Form. Then, highlight the Invoice

with Status form, and click OK to return to the Forms Preview window. Click

Print Preview.

21 Click the Close button to return to the Sales/Invoicing window.

22 Click Close on each window to return to the Peachtree desktop.

Column Data Opt ions

The Column Data Options window opens when you add a new group object or when you view the properties of a group object.



. . .

. .

This window displays the columns that will print and the formatting of each column. Once you have made your entries and selections, click OK to close the window. Each field on this window is described below:

EDIT FIELD• Field Name: Displays the name of each field in the group object on the form.

• Field Heading: Displays the column title that will print for each column. To change the title, enter new text.

• Width: Displays the width of each column. To change the width of a column, enter a different value.

• Format: Click this button to open the Number Formatting window. To change the formatting of numeric data, change the entry in the Format field. Numbers to the left of the decimal are represented by an uppercase N while numbers right of the decimal are represented by a lowercase n. This button is only available for numeric fields.

• Title Alignment: Select how the column title should be aligned in the object area. Choices include left, right, and center alignment.

• Add Field: Click this button to display a list of fields (columns) that you can add to this group object.

• Remove Field: Highlight a field in the grid and click this button to remove it from the group object.

• Move Up: Highlight the row you want to move, and select this button to move it up in the group object. This will move it to the left on the actual form.

• Move Down: Highlight the row you want to move, and select this button to move it down in the group object. This will move the column to the right on the actual form.

FONTS• Field Heading: Select the font, size, and color for the headings of each field in the

table. Click the More Options button if you want to have access to other font options.

• Data: Select the font, size, and color for the headings of each piece of data in the table. Click the More Options button if you want to have access to other font options.

BORDER• None: Displays no borders around the group object.

• Box: Displays a box around the perimeter of the group object.


. . .


. • Table: Displays a box around the perimeter of the group object and vertical lines

separating each column.

• Grid: Displays a box around the perimeter of the group object and lines separating each column and row.

• Thickness: Select the thickness of the border from the drop-down list. This list is available only if the border selected is Box, Table, or Grid.

• Color: Click the arrow button to open the Color window, on which you can select the color of the border, and click OK. This button is available only if the border selected is Box, Table, or Grid.

SPACING AND MARGINS (CLICK ADVANCED TO VIEW THESE OPTIONS)• Row Spacing: Use the drop-down to select how much space you want between each

row in the table on the form.

• Column Margins: Use the drop-down to select how much space you want for a margin for each column.

SIZE AND LOCATION (CLICK ADVANCED TO VIEW THESE OPTIONS)• Top Position: Displays the distance the top of the object is from the top edge of the




• Object Width: Displays the width of the object.

• Object Order: Displays the printing order of the selected group. To change the printing order of the group, enter a different number. The object with an Order number of 1 prints first.

A C T I V I T Y 1 2 - C H A N G I N G A G R O U P O B J E C TSome forms contain Group objects that list data in columns on the form. These columns, displayed as part of the Group object, can be changed. Follow these steps to change the columns used by a Group object on a Sales Invoice:


2 Highlight the Invoice form and click the Customize button. The Forms Design window opens.



. . .

. .

3 Scroll down to view the section of the invoice that lists Quantity, Item, Description, Unit Price, and Amount columns.

4 Move the mouse pointer over the area beneath the column headings.

5 Right-click and select Properties to open the Column Data Options window.

6 Highlight the Line Item ID row, and click Remove Field.

7 Click Add Field, and select Other Fields for Field Type.

8 Highlight Item Unit of Measure and click OK.


. . .


. 9 Click OK to return to the Forms Design window.

10 Right-click the Group Object (column data), and select Properties to return to the Column Data Options window.

11 The Item Unit of Measure field is listed as Column 5. To move the field, highlight Item Unit of Measure; then click the Move Up button three times to make the field Column 2.




. . .

. .

13 Move the mouse pointer over the size handle located in the middle of the right side of the Group Object. The mouse pointer will change to a double-sided arrow.

14 Click and hold the mouse button. Drag the right side of the Group Object until it is aligned with the box located above the Group Object. Release the mouse button.

15 Move the mouse pointer over the vertical line to the right of the Unit Price column. The mouse pointer will change to a double-sided arrow.


. . .


. 16 Drag the line to the right to reduce the size of the Amount column. Release the

mouse button.

17 Resize the remaining columns to match the window below:

18 Click Print, then Preview to open the Forms Preview window.

19 When you are finished previewing the invoice, click the Close button to return to the Forms Design window.

20 Click Save and enter a Form Name of Bellwether Invoice.



. . .

. .



Line Object Propert ies Window

The Line Object Properties window opens when you view the properties of a line object. This window displays the attributes of the selected line. Once you have made your entries and selections, click OK to close the window. Each field on this window is described below:

• Order: Displays the printing order of the selected object. To change the printing order of the object, enter a different number. The object with an Order number of 1 prints first.

LINE• Thickness: Select the thickness of the line from the drop-down list.

• Color: Click the arrow button to open the Color window, on which you can select the color of the line, and click OK.

SIZE AND LOCATION• Top Position: Displays the distance the top of the object is from the top edge of the






. . .


. Shape Object Propert ies Window

The Object Properties window for shapes is the same for each type of shape. Shapes available include rectangles, rounded rectangles, ellipses, and polygons. The Object Properties window opens when you view the properties of a shape. This window displays the attributes of the selected shape. Once you have made your entries and selections, click OK to close the window. Each field on this window is described below:

• Order: Displays the printing order of the selected object. To change the printing order of the object, enter a different number. The object with an Order number of 1 prints first.

BORDER• Thickness: Select the thickness of the border from the drop-down list.

• Color: Click the arrow button to open the Color window, on which you can select the color of the border, and click OK.

SIZE AND LOCATION• Top Position: Displays the distance the top of the object is from the top edge of the





FILL COLOR• Apply Fill Color: Select this check box if you want the interior of the shape to be

colored. Click the arrow button to open the Color window, on which you can change the fill color, and click OK.



. . .

. .

A C T I V I T Y 1 3 - A D D I N G S H A P E S T O A N I N V O I C EShapes can be added to forms. This can include lines, rectangles, circles, and other common shapes. Follow these steps to add shapes to an invoice:


2 Highlight the Service Invoice form and click the Customize button. The Forms Design window opens.

3 To draw a rectangle around the Voice and Fax Phone Number fields, select Add, then Shape.

4 On the Add Shape window, select Rectangle and click OK.

5 Move the mouse pointer to the left of and above the word Voice.


. . .


. 6 Click and hold the mouse button. Then drag a box that covers Voice and Fax

Numbers.

7 Right-click the rectangle and select Properties.

8 On the Rectangle Object Properties window, change the Thickness to 4.

9 Clear the Apply Fill Color check box and click OK.

10 To create the Bellwether Garden Supply logo, select Add, then Shape on the Object toolbar.

11 Select Ellipse and click OK.



. . .

. .

12 Draw an ellipse in the blank area to the right of the Company Name and Address.

13 Right-click the ellipse and select Properties.

14 In the Border section of the Ellipse Object Properties window, change the Thickness to 10 and change the Color to blue. Click OK.

15 In the Fill Color section, click the arrow button and change the color to yellow. Click OK.


17 Select Add, then Text located on the Object toolbar.

18 Click OK on the Add Text Confirmation window.

19 Enter B.G.S. in the Text box.

20 Click outside the text box, then right-click it and select Properties.

21 Below Use Printer Font click the arrow button to open the Font window.


23 Change the Color to blue.


Times New Roman Bold Italic 48


. . .


. 24 Click OK, then click OK again to return to the Forms Design window. Align

the text as necessary to match the illustration below.

25 Click Print, then Preview to display the Forms Preview window.


27 Click Save and enter a Form Name of Bellwether Service Invoice.





. . .

. .

Adding a Logo or Image

You can easily add a logo or image to a form. To do so, simply select Add, then Logo or image from the Object toolbar on the left. After that, find the logo you want to add and select it. You can then move it and resize it as you want.

A C T I V I T Y 1 4 - A D D I N G A C O M P A N Y L O G O T O A P U R C H A S E O R D E RA company logo needs to be added to a purchase order. Follow these steps to add a logo to a purchase order:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .You will need the Peachtree installation CD to complete this exercise. If the Peachtree installation CD is unavailable, skip this activity.

1 Select Reports & Forms, then Forms, then Purchase Orders from the Menubar.

2 Highlight the Purchase Order form and click the Customize button. The Forms Design window opens.

3 To make room for the logo, three objects will be deleted. Press and hold the SHIFT key. Click on the ORDERED BY object, the company name, and the address located beneath the words ORDERED BY. Release the SHIFT key.

4 Press the DELETE key to remove the objects from the purchase order.

5 Select Add, then Logo or image on the Object toolbar.

6 Insert the Peachtree installation CD in your CD-ROM drive.

7 Select your CD-ROM drive from the Look in drop-down list.

8 Double-click the Peachw folder.


. . .


. 9 Highlight the file named bgslogo.bmp and click Open.

10 Resize the logo using the size handles so that it fits in the blank area located above the Vendor Name and Address.

11 Click the Options button and clear the Outline OLE Objects check box. Click OK.



. . .

. .

12 Click Print, and then Preview to open the Forms Preview window.


14 Click Save, and enter a Form Name of Bellwether Purchase Order.




. . .


. OLE Object Propert ies Window

The OLE Object Properties window opens when you add a new OLE object and when you view the properties of an OLE object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OLE stands for Object Linking and Embedding. Programs that support Microsoft’s Object Linking and Embedding technology can be used to create OLE objects. Some examples of common OLE objects include an image created using Microsoft Paint and a spreadsheet created using Microsoft Excel. To some extent, the way these objects behave on a form is dependent on the design of the application used to create the object.

This window displays the attributes of the selected object. Once you have made your entries and selections, click OK to close the window. Each tab and field on this window is described below:

GENERAL TABThe General tab displays the type, size, and location of the object. Each element of this tab is described below:

• Type: Displays the kind of object.

• Size: This field always displays Unknown for objects on a form.

• Location: If the object is linked to a file, the Location displays the path to the original file on your computer. If the object is not linked, the Location displays the path to the file on your computer.

• Convert: Click this button to change the format of the file. For example, a document could be converted from a text format to a picture format.



. . .

. .

VIEW TABThis tab is used to change the appearance of the object. Each element of this tab is described below:

• Display as editable information: Select this option to display the object as it will appear on the printed form.

• Display as icon: Select this option to display the object as an icon. You can use this option to allow the icon to act as a placeholder while you are designing the form.

• Change icon: Click this button to open the Change Icon window, on which you can select another icon, and enter a different label for the icon.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Scale field and Relative to Original Size check box are not available on this tab. To change the size of an object, see page 82.


. . .


. LINK TAB

The Link tab is available only for objects that are linked to the original file. This tab displays the name of the file the object is linked to and its update properties. Also available are buttons that allow you to modify the original file and its link to the form. Each element of this tab is described below:

L I N K E D T O

This section displays the name of the file to which the object is linked.

• Change Source: Click this button to select a different source file for the object.

U P D A T E

This section defines whether the object will be updated to match the source file automatically or manually.

• Automatically: Select this option if you want the object to always match the source file. When you open the Forms Design window for the form, the object will be updated.

• Manually: Select this option if you want to control updates to the object. Only when you click the Update Now button will the object on the form be updated to match the source file.



. . .

. .

L A S T U P D A T E

• Date: Displays the current date when you click the Update now button.

• Time: Displays the current time when you click the Update now button.

B U T T O N S

• Open Source: Click this button to open the source file in the application that was used to create the file. The changes made to the file will be reflected on the form.

• Update Now: Click this button to update the object on the form to match the source file.

• Break Link: Click this button to remove the link between the source file and the object on the form.

Command Object Type Window

The Command Object Type window opens when you add a new command object to a form. Two types of commands are available:

• Read next file record: Choose this option if you want the form to advance to the next file record. For example, each customer name and address prints on a customer label form. After each customer name and address prints, a command object advances to the next customer record.

• Read next line item record: Choose this option if you want the form to advance to the next line record. For example, each invoice number and amount prints on a disbursement check. After each invoice number and amount prints, a command object advances to the next invoice paid.

Once you have made your selection, click OK to close the window and add the new command object.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Peachtree automatically inserts Command objects at the appropriate places when you create Group Objects.


. . .


. Command Propert ies Window

The Command Properties window opens when you view the properties of a command object. This window lists the printing order of the objects on the form and appears with the selected command object highlighted. You can insert new command objects using the buttons on this window.

Each element of the Command Properties window is described below:

• Order/Object Type/Description: Lists the Order number, Object Type, and Description for each object on the form.

• Move Command: Highlight the command object you want to move and select the up arrow button to move the object up in the list or the down arrow button to move the object down in the list.

INSERT ADDITIONAL COMMANDSThese buttons can be used to add new command objects to the form. Highlight an object in the order list and click either button to insert a new command above the selected object.

• File Record: Inserts a new command object that will advance to the next file record.

• Line Item Record: Inserts a new command object that will advance to the next line item record.

Edit Pr int Order Window

The Edit Print Order window opens when you right-click and select Order on the Forms Design window. This window lists the printing order of the objects on the form. You can display the order number on the Forms Design window by checking the Order Number box on the Forms Design Options window (see page 72 for more information). The order number appears as a square containing a number next to each object on the form.



. . .

. .

The printing order is most critical in the following situations:

• An object is overlapping another object. One object needs to print first, and the next object needs to print on top of the first object. For example, a text object needs to print inside a rectangle object. The rectangle object needs to print first, and then the text object needs to print. In this example, the rectangle object should have the lower order number.

• A form contains command objects that are used to advance information to the next data record. For example, a check stub prints the information for the first invoice paid and then prints the information for the second invoice paid. In this example, the printing order should list the objects for the first invoice, then the command object, and then the objects for the second invoice.

Each element of the Edit Print Order window is described below:

• Order/Object Type/Description: Lists the Order number, Object Type, and Description for each object on the form. To open the Properties window for an object in the list, double-click any object. You can make changes to the object and click OK to return to the Edit Print Order window.

• Move Object: Highlight the object you want to move, and select the up arrow button to move the object up in the list or the down arrow button to move the object down in the list.

• Edit: Highlight an object and click this button to open the Properties window for the selected object. You can make changes to the object and click OK to return to the Edit Print Order window.

• Delete: Highlight an object and click this button to delete the selected object.

• Print: Prints the object order list, which can be used to view the entire list of objects on the form and to troubleshoot problems with the printing order.


. . .

.I N D E X

.

. . . . . . . . . . . . . . . . . . . . . .INDEX BNumerics1099 forms 66940 forms 67

Aaccount masking 8accounts 43

hiding 44masking 8, 10, 31, 44, 53, 54, 58range 43summarizing 44types 43

accounts payableforms 66

accounts receivableforms 66

addingcolumns 9, 18, 29Command 116data 91group 97line 104line descriptions 43logo 110OLE object 110shape 105special codes 8, 27, 29, 30text 27, 86totals 51

alignment 78auto size 78

BBalance Sheet 4, 6

body 16, 18text 27

budget 32

CCash Flow 4checks

disbursement 67OCR 68payroll 67PCA DOS 68

collection letters 66Column Description 29columns

adding 9, 18, 29contents 30formula 30hiding 29modifying 26options 31printing 29removing 9, 29title 18, 28

Commandobject 69, 116tool 72

consolidated 53copy 18, 78customer

collection letters 66labels 66quotes 66statements 66

customizedforms 68

customizingfinancial statements 6forms 68

cut 18, 78


I N D E X

. . .

.
.
DData

object 68, 91tool 71

date range 8deleting

object 78, 82rows 19

departmentsdesigning financial statements 53mask 8, 53, 54rollup mask 44, 53

design tools 18designing

financial statements 6, 15, 26forms 68, 86

disbursement checks 67

EEllipse

object 105tool 71

employeechecks 67labels 67

FFinancial Statement Wizard 6financial statements

consolidated 53customizing 6department 53designing 6, 15, 26format 17masking 8options 17printing 11standard 4wizard 6

floating toolbar 70fonts 10, 19, 27, 29, 30, 43, 51, 78, 87, 98

footer 8, 17, 18format 17forms

accounts payable 66accounts receivable 66customizing 68designing 68, 86multiple copies 74options 70, 72payroll 67practice 71previewing 68standard 66

formula 30

GGL Account Summary 4grid 74Group

object 68, 97tool 71

Hheader 8, 16, 18

text 44Help 2

IIncome 2 years 4Income Statement 4Income/Budgets 4Income/Earnings 4inserting special codes 8, 27, 29, 30

Llabels

customer 66employee 67vendor 67

Line


. . .

.I N D E X

.

Description 43object 69, 104tool 18, 71

Mmargins 71, 73mask

department 53, 54rollup 44, 53, 58

modifyingcolumns 29object 78rows 19

movingcolumns 9, 30object 81

multiple copiesforms 70, 74

Oobject

Command 69, 116Data 68, 91deleting 78, 82Group 68, 97Line 69, 104modifying 78moving 81OLE 78, 110properties 78resizing 82selecting 79shape 69, 105Text 68, 86tool 71

OCR checks 68OLE object 73, 78, 110options

column 31financial statement 17form 70

forms design 72order 78

Ppaste 19, 78payroll

checks 67forms 67

PCA DOS checks 68percentage 30Polygon

object 105tool 71

practice 71previewing

forms 68print order 78printing

columns 29options 11

properties 78Property tool 18purchase orders 67

Qquotes 66

Rratio 30Rectangle

object 105removing

columns 9, 29resizing objects 78, 82Retained Earnings 4rollup mask 44, 53, 58rounding 33, 36rows

modifying 19


I N D E X

. . .

.
.
Sselect

object 79tool 71

shape object 69, 105special codes 8, 27, 29, 30standard

financial statements 4forms 66

state forms 68Statement of Changes 5statements 66summarize 44

Ttext

body 16, 18, 27footer 8, 17, 18header 8, 16, 18, 44object 68properties 27, 86tool 18, 71

time frame 8, 32title

column 18, 28toolbar

Cursor Position 72Financial Statement Design 17Financial Statement Design Tools 18floating 70forms design 69Main 70Object 71Properties 72

Totallevels 51tool 18

Vvendor

1099 forms 66labels 67purchase orders 67


Date post:	27-Oct-2014
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