Peachtree Setup

Peachtree accounting must be operational with your company's chart of accounts. A CPA or trained bookkeeper can help in setting up the accounting package with your company's chart of accounts (known as General Ledger Account numbers). Next, the appropriate GL Account names from the Accounting software will be entered within the proper places within ProfitSystem®. There are three forms that contain set-up information for accounting integration, of which two are locations where GL account numbers must be entered for export. ​ 1) Main->Housekeeping ->Accounting Setup->Accounting Setup->Setup tab, Accounting Integration Accounts Section 2) Main->Housekeeping->Accounting Setup->Accounting Classes 3) Main->Housekeeping->Inventory Set-up->Vendors, Accounting Integration section

Your Accounting GL account numbers entered are not validated by ProfitSystem® against your accounting software package, so double check the entries to protect against typos. However, the accounting program will validate the numbers during its own IMPORT routine and any incorrect account numbers will cause a error situation. The GL account numbers entered in ProfitSystem® must precisely match those numbers/descriptions set up in the accounting program.

1) General Ledger Account Set-Up General Ledger Account numbers must be entered on the GL Account Setup form (ACCTSETP), located at Main->Housekeeping->Accounting Setup->Accounting Setup->Setup tab, Accounting Integration Accounts Section. ​ Accounting Integration Accounts Section Housekeeping-> Accounting Setup-> Accounting Setup ​ Program...Select the Peachtree from the drop down list. Shipping...Select/enter accounting package's GL account description/number for shipping charges. The Shipping/Freight account is used for non-merchandise or freight charges on orders shipped from vendors to the shop. The account # is used as the default for the Shipping account when Invoice details are entered during the order receive process. ​ Payables...Select/enter accounting package's GL account description/number for payables. This account is used as the default for the Purchase account on the Invoice. Revenue report out of balance...Enter accounting package's GL account description/number for variances on the ProfitSystem revenue report. The ProfitSystem out of balance account must have an export account selected on the Chart of Accounts form. If there is a out of balance on the ProfitSystem Revenue Report, a transaction using this account will be exported containing the out of balance amount. Export Path...The folder on the computer where the export files should be created.

2) ProfitSystem® Chart of Accounts Export GL account numbers

Part I Accounting classes are assigned to Retail/Rental merchandise within the inventory maintenance module of ProfitSystem®. Verify that a sales and purchase ProfitSystem® account number is assigned to each accounting class used for inventory. You may create new purchase & sales ProfitSystem® account numbers within the ProfitSystem® Chart of Accounts form. ​ If you want to export a cost of sales transaction and its balancing inventory transaction, make sure you add a ProfitSystem account number for the inventory account via the COA Setup form, with an export GL number (located at Main->Housekeeping->Accounting Setup->Chart of Accounts (COASETUP)) and an Accounting Integration account/inventory account on Accounting Class form (ACCTCLAS), located at Main->Housekeeping->Accounting Setup->Accounting Classes. Also make sure the cost of sales and inventory account number appear on the revenue report setup, located at Main->Housekeeping->Accounting Setup->Revenue Report Setup (REVRSETP) The sales & purchase ProfitSystem® account numbers are entered on the Accounting Class form (ACCTCLAS), located at Main->Housekeeping->Accounting Setup->Accounting Classes.

Part II Each ProfitSystem© account number must have assigned a valid GL account number of the accounting package utilized. Export GL numbers must be entered on the COA Setup form (COASETUP), located at Main->Housekeeping->Accounting Setup->Chart of Accounts. ProfitSystem© converts the ProfitSystem© account number to your accounting package's General Ledger Account number when exported. ​ Leave the GL export number blank for all ProfitSystem® accounts that do not need to be exported to the accounting software.

Note: Occasionally the accounting software used expects the sign of the amount exported to be the opposite of what ProfitSystem© provides. For each Export GL account number entered you can choose whether or not to flip the sign on the dollar amount when it is exported. When checked, ProfitSystem© will change the sign automatically at export time. This option should be checked for revenue and tax GL account numbers when exporting to PeachTree. If you are using an accounting package that is not supported directly, you may need to check this option for other accounts. ​ Note: The ProfitSystem© Revenue Report when ran, will locate this Export GL number in the ProfitSystem© chart of accounts for each line item on the report. ProfitSystem© creates an export entry with the export GL number and total dollar amount for the date the revenue report is ran when this export GL number is present. During the export process ProfitSystem© will display a warning if line items on the revenue report do not have associated GL export accounts, but the export will continue. Any errors or omissions must be manually corrected.

3) Vendors To utilize the INVOICE Export functions, each ProfitSystem© vendor must have and export vendor number, terms, and discount percentages entered. The vendor terms are entered on the Vendor form (VENDOR), located at Main->Housekeeping->Inventory Set-Up->Vendors (VENDOR.) The possible terms are displayed in this legend: The export vendor number will default to the ProfitSystem© vendor number. ​ For each vendor, enter a discount percentage and the terms the vendor allows. 0 = Cash Account 1 = COD 2 = Net Due Now 3 = X% 10 Days, Net End Of Month (where X = the discount percentage entered in the “Disc.” Field) 4 = Net 10 Days End Of Month 5 = Net Due 30 Days 6 = X% Net Due 30 Days (where X = the discount percentage entered in the “Disc.” Field) 7 = X% 10 Days, Net Due 30 Days (where X = the discount percentage entered in the “Disc.” Field) 8 = X% 20 Days, Net Due 30 Days (where X = the discount percentage entered in the “Disc.” Field) 9 = Custom Terms. Enter the discount percentage and the number of days manually ​ Note: GL account numbers and Vendor terms are assigned to transactions the moment transactions are created within ProfitSystem®. Any changes made to GL account numbers will only affect transactions entered AFTER the changes are entered. ​ Note: Throughout the remainder of this manual, we will make reference to creating “import templates” in your accounting program. Refer to your accounting program's manual, their technical support line, or your CPA for instructions on creating these templates.