Peachtree Initial Setup Guide

 

Table of Contents

            Step 1: Setting up Sales Tax

            Step 2:  Create CashSales Customer

            Step 3:  Create a Tender Summary Account

            Step 4:  Setup Peachtree Adapter

            Step 5: Import the Inventory

            Step 6:  Setting the Tax Authorities

            Step 7:  Set up Sales Tax Code

            Step 8:  Define Tender Summary Account

            Step 9:  Define GL Accounts for Tendering Codes

            Step 10:  Test the Integration

 

PEACHTREE INITIAL SETUP:

 

This guide was written for Platinum Version 9 of AccuPOS Retail Management.  If you are running an earlier version of AccuPOS or not running Platinum, you will notice differences in the look of the Retail Management program.  Also, the Peachtree images and setup steps were written with Peachtree Premium Accounting 2008.  If you are running a different version of Peachtree, there will also be slight differences in the look but the setup is not that different.

 

In order to use AccuPOS Retail Point of Sale and have it update Peachtree for inventory and accounting purposes, a Peachtree company file must be set up beforehand and the location on the local network, or computer, of the company file must be known in order for AccuPOS to connect and update the company file.  If this is the first time installing Peachtree, please consult your Peachtree advisor or Sage’s customer support with questions pertaining to accounting issues while setting up the new company.  AccuPOS support staff will only support issues regarding Peachtree that affect the integration with AccuPOS Retail Point of Sale.

 

This guide is also under the assumption that the network is setup and all software installed according to the AccuPOS Network Setup Guide.  The adapter, AccuPOS Retail Management, and AccuPOS Point of Sale must be installed on the network or computer.

 

Step 1: Setting up Sales Tax: (top)

 

The first step to getting the integration with AccuPOS up and running is to get taxes set up inside your Peachtree company file.  You must set up as many taxes as you are going to collect at the Point of Sale.  This can range from just one tax to several depending on local taxing legislation.  To begin setting up Sales Taxes:

 

  1. Go to Maintain -> Sales Taxes (Figure 1-1).  The Set up Sales Taxes window appears.

 

Figure 1-1

 

  1. Choose Set up a new sales tax option and click Next.  (Figure 1-2)

 

Figure 1-2

 

  1. Enter the rate of the tax and how many Agencies make up that tax.  The most simple tax rate would just be one agency.  Afterwards, click Next.  (Figure 1-3)

 

Figure 1-3

 

  1. Enter the information for the first Sales Tax Agency.  Note that the Sales Tax Agency ID must be all capitalized (Figure 1-4).  Set the rate and account number and click Next (Figure 1-5).  Repeat this step for as many Tax Agencies that make up the Sales Tax.

 

Figure 1-4

 

Figure 1-5

 

  1. Now you must assign the Sales Tax to a Sales Tax Code.  Set the Sales Tax ID and Sales Tax name to POS TAX (Figure 1-6).  Click Finish when you’re done.  (Figure 1-7)

 

Figure 1-6

 

Figure 1-7

 

  1. Click Close sale tax wizard and click Finish.  (Figure 1-8)

 

Figure 1-8

 

Step 2:  Create CashSales Customer: (top)

 

All transactions that are processed at the Point of Sale that have no customer attached to them will post as one summarized Sales Receipt inside of Peachtree.  Even if you are planning to track customers on every transaction at the Point of Sale, this customer must be created in Peachtree for AccuPOS Retail to integrate properly.  To set up this customer:

 

  1. Go to Maintain -> Customers / Prospects (Figure 2-1).  The Maintain Customers/Prospects window appears.

 

Figure 2-1

 

  1. In the Customer ID field, enter CashSales and press Enter (Figure 2-2).  The customer name must be CashSales.  Leave all other fields blank.

 

Figure 2-2

 

  1. Click Save when finished and close the window.  (Figure 2-3)

 

Figure 2-3

 

Step 3:  Create a Tender Summary Account: (top)

 

The Tender Summary allows the splitting of the different tendering totals from a particular day’s sales (for example, splitting up all MasterCard transaction totals from Cash transactions totals).  When Sales information is sent into Peachtree, all the information goes into the Tender Summary account and from there, it moves into specified GL Accounts.  More information on that is later on in the guide.  To create a Tender Summary account:

 

  1. Go to Maintain -> Chart of Accounts (Figure 3-1).  The Maintain Chart of Accounts window appears.

 

Figure 3-1

 

  1. In the Account ID field, enter a GL Account number to assign to the Tender Summary account.  AccuPOS recommends using the account number 95000 since the number is not one of or close to one of the default account numbers set up by Peachtree (Figure 3-2).

 

Figure 3-2

 

  1. Enter Tender Summary as the description for the account.  (Figure 3-3)

 

Figure 3-3

 

  1. Set the Account Type to Cash.  (Figure 3-4)

 

Figure 3-4

 

  1. Click Save when finished and close the window.  (Figure 3-5)

 

Figure 3-5

 

The Tender Summary also serves as an audit trail.  The balance of the account must always be $0.00.  Every day after Peachtree is updated by AccuPOS, make sure to check the balance of Tender Summary.  If is remains at $0.00, the sales information was imported correctly.  If it is either positive or negative, contact your dealer or AccuPOS Technical Support immediately.

 

Step 4:  Setup Peachtree Adapter: (top)

 

Now that everything is set up inside Peachtree for AccuPOS to integrate properly, it is time to set up the AccuLINK adapter.  For information on how to install the adapter, please refer to the AccuPOS Network Setup Guide.  To setup the adapter:

 

1.      Open the Peachtree adapter.  There should be a shortcut on the desktop after the adapter was installed.

2.      Once open, a message will appear in Peachtree: ““Do you want to allow Attitude POSitive to run with your Peachtree Software?” (Figure 4-1).  Check the option to remember this setting and hit Yes.

 

Figure 4-1

 

3.      Once open, click on the Setup button (Figure 4-2).  The Configure sites window appears.  (Figure 4-3)

 

Figure 4-2

 

Figure 4-3

 

4.      Click Browse Data Folder.  (Figure 4-4)

 

Figure 4-4

 

5.      Browse through the computer or network files and select the Company.dat file under the company folder that Peachtree created when the company was initialized and click Open.  (Figure 4-5)

 

Figure 4-5

 

6.      Click on the name of the company (Figure 4-6).  Set the Accounts Receivable GL account.  By default, it is set to 11000 (Figure 4-7).

 

Figure 4-6

 

Figure 4-7

 

7.      Click Update.  (Figure 4-8)

 

Figure 4-8

 

8.      Click OK to exit the Configure Sites window.  (Figure 4-9)

 

Figure 4-9

 

Now you have granted the adapter access to Peachtree.  You only have to grant access once.  Be aware that downloading updates to Peachtree may prompt for access again though.

 

Step 5: Import the Inventory: (top)

 

Now that the adapter has access to Peachtree, it is time to import the entire inventory into AccuPOS Retail Management.  To Import inventory, open up AccuPOS Retail Management:

 

1.      Go to File -> Import Inventory from Accounting.  (Figure 5-1)

 

Figure 5-1

 

2.      The AccuPOS Integrator will make a call to the adapter to tell it to grab the inventory from Peachtree.  It will only flash for a second on the screen and then disappear.  (Figure 5-2)

 

Figure 5-2

 

3.      The adapter will receive the request and begin getting the items.  (Figure 5-3)

 

Figure 5-3

 

4.      Once the items are exported (Figure 5-4), the AccuPOS Integrator will pop back up and update all the items and then disappear again.  (Figure 5-5)

 

Figure 5-4

 

Figure 5-5

 

Step 6:  Setting the Tax Authorities: (top)

 

AccuPOS does not pull the Taxing Authorities from Peachtree; they must be added into AccuPOS Retail Management directly.  One thing to note is that all Taxing Authorities must match exactly as they appear inside Peachtree or the integration will not work properly.  To set up the Tax Authorities inside AccuPOS:

 

1.      Go to Setup -> Taxes -> Taxing Authorities (Figure 6-1).  The Taxing Authorities window appears.  (Figure 6-2)

 

Figure 6-1

 

2.      In the ID field, type the Sales Tax Agency ID that was created in Peachtree.  Note that the ID name MUST be capitalized.  (Figure 6-2)

 

Figure 6-2

 

3.      In the Name field, type the name of the Agency that was created in Peachtree.  (Figure 6-3)

 

Figure 6-3

 

4.      Enter the rate that was set up in Peachtree.  (Figure 6-4)

 

Figure 6-4

 

5.      Finally, enter the GL Account number for the Agency.  (Figure 6-5)

 

Figure 6-5

 

6.      Click Add.  (Figure 6-6)

 

Figure 6-6

 

7.      Click OK on the popup message that follows.  (Figure 6-7)

 

Figure 6-7

 

8.      Repeat this process for all Taxing Agencies that were created in Peachtree.  Click Exit when you’re all finished.  (Figure 6-8)

 

Figure 6-8

 

Step 7:  Set up Sales Tax Code: (top)

 

Once all Taxing Authorities are created, they need to be attached to a tax code in order to be applied at the Point of Sale.  To set up this tax code:

 

1.      Go to Setup -> Taxes -> Tax Codes (Figure 7-1).  The Tax Code window appears.

 

Figure 7-1

 

2.      Select the drop down and choose the Tax Code “POS TAX.”  (Figure 7-2)

 

Figure 7-2

 

3.      Select a Sales Tax item that was created in Step 6 from the list of Available Taxing Authorities (right-hand column).  (Figure 7-3)

 

Figure 7-3

 

4.      Select Add.  (Figure 7-4)

 

Figure 7-4

 

5.      It will move the selected Sales Tax to the Contains Taxing Authorities list (left-hand column).  (Figure 7-5)

 

Figure 7-5

 

6.      Repeat steps 3-5 to add all Sales Taxes to be applied at the Point of Sale.  You do not need to add the “POS Sales” Sales Tax to that list.

7.      Click Update when all necessary taxes are moved to the left-hand column.  (Figure 7-6)

 

Figure 7-6

 

8.      Click OK.  (Figure 7-7)

 

Figure 7-7

 

9.      Click Exit to finish editing the Tax Code.  (Figure 7-8)

 

Figure 7-8

 

Step 8:  Define Tender Summary Account: (top)

 

The Tender Summary account must be defined inside AccuPOS Retail Management to make sure it integrates correctly.

 

1.      Go to Setup -> Company Information.  (Figure 8-1)

 

Figure 8-1

 

2.      Enter “95000” in the Tender Summary Account field.  By default, it is set to Undeposited Funds.  (Figure 8-2)

 

Figure 8-2

 

3.      Click OK when finished.  (Figure 8-3)

 

Figure 8-3

 

Step 9:  Define GL Accounts for Tendering Codes: (top)

 

As stated in Step 3, AccuPOS sends sales information into accounts specified in the AccuPOS Retail Management.  AccuPOS recommends posting tender types that are alike to the same GL account, so they can be easily identified in Peachtree for deposit purposes.  For example, Cash and Checks should post to the default Cash account in Peachtree (usually 10100), Visa and Master Card to a Visa-Master Card GL Account (10102 for example), American Express to AMEX GL Account (10103 for example) etc. At the end of each day, a General Journal Entry can be made out of the tendering GL Accounts to the bank account in one lump sum. Doing so will imitate the way the deposits are made in real life, and will make the reconciliation process easier.  To set GL Accounts for sales information to send to:

 

1.      Go to Setup -> Tendering Codes (Figure 9-1).  The Tender Type window appears.

 

Figure 9-1

 

2.      Using the drop down menu, select a Tender Type you wish to assign a GL Account to, AE (American Express) for example.  (Figure 9-2)

 

Figure 9-2

 

3.      In the Button Example, you will see the tendering name.  (Figure 9-3)

 

Figure 9-3

 

4.      Assign a GL Account to the code.  (Figure 9-4)

 

Figure 9-4

 

5.      Click Update.  (Figure 9-5)

 

Figure 9-5

 

6.      Click OK.  (Figure 9-6)

 

Figure 9-6

 

7.      Repeat steps 2-5 until all tendering codes are assigned their desired GL Account.

8.      Click Exit when finished.  (Figure 9-7)

 

Figure 9-7

 

If you find a tendering code that you will not be using (Discover for example), you may delete it.  Remember that the GL Accounts that are assigned to Tendering Codes must exist inside the Peachtree company file or you will receive errors on the adapter when sending sales information into Peachtree.

 

Step 10:  Test the Integration: (top)

 

The integration for QuickBooks is complete.  Before you continue on, though, it is highly recommended that you test the integration to make sure you didn’t miss a step:

 

  1. Backup Peachtree.
  2. Open AccuPOS Retail Point of Sale.
  3. Process a transaction and tender it to Cash.
  4. Close AccuPOS Retail Point of Sale.
  5. Reset the till by hitting the Z button at the upper left of AccuPOS Management and selecting the till to reset.
  6. Make sure the transaction posted to Peachtree as a sales receipt.
  7. Make sure that the funds posted to the correct GL Account.
  8. Restore Peachtree.

 

*For more information on processing transactions, please refer to the AccuPOS Operations Guide (Food Service, Retail).

**For more information on resetting a till, please refer to the AccuPOS Retail Management Guide.