RECORDING PAYMENTS
& ACCOUNTS PAYABLE INVOICES

Peachtree Accounting Procedures

PAYMENTS

From the Main Menu, select "Tasks" and "Payments". Because most of our entries are
paid for at the store or without a PO we enter most of our payments in the
"Payments" window.

Payments - Peachtree Accounting

Figure 18-1 Click "Tasks" then "Payments" for Payments form.

The Payments form is where you will enter our payouts to vendors. Store receipts, vendor
invoices, our checkbook and Credit Union printouts are our sources for information about
expenses paid for. This is a good place to put a list of all our folders needed to perform
monthly input.

Payments form - Peachtree Accounting

Figure 18-2 This is the "Payments" window (form). It is like the "Receipts" form we explain
earlier in Receipts - Input Steps. Shown is a payment made for agency insurance coverage.
We have not related this expense to an invoice although we may begin to do this in the
future once we have completed step one - which is this Manual!

INPUT TEXT BOXES

Explained below are each of the text boxes of the Payments form with tips for entering data.
If you are a volunteer or staff person performing these tasks and you notice a tip to be
added or correction to this manual, we urge you to submit it to the Executive Director or
Treasurer of UM-CAC. If you are on-line and reviewing this manual, feel free to comment, as
well, and to send us your web site links useful to Peachtree or those of us keeping the
books for small business and non-profits.

small non-profit accounting tips

Cash Account

The cash account number from our Chart of Accounts in which the
payment was deposited. Our present cash accounts are Checking (1000M00),
Savings (1005M00), T-shirt Art (1005M02) and Petty Cash (1080M00).

Figure 18-3 Clicking on the Account Number eyeglass
(lookup) button provides our entire Chart of Accounts.
You will only use the first 4-5 accounts (cash) listed.

Balance

Provides selected cash account balance when clicked.

Check Number

If the bill or item was paid for with a check - put the check number in this box (see fig. 18-4 below).

volunteer agency finance manual

Figure 18-4 On this portion of the Payments form you enter the vendor, check number
(if paid by check) and date. The amount is added from lines below this ticket on the form.

Date

Put the date the check was written here or the date of a store receipt or invoice if
not paid by check.

Vendor ID

With "Vendor ID" selected click the look-up list to the right of the input text
box to select the vendor. If the vendor in not in the list and we will be using this same
vendor on a regular basis, then click on the "New" button and add the new vendor.

not-for-profit Technical Assistance

Figure 18-5 Clicking on the eye-glass button next to the Vendor text box drops
down the list of vendors. Clicking on a vendor and then on the OK button - first
on the toolbar at the bottom of the drop down window. Clicking on the "New" button
on this same toolbar will open the form you need to add a new vendor.

Adding a new vendor

To create an ID code for a new vendor use the first three letters of their name
in capitals followed by three zeros followed by a capital V. If the vendor is
also a customer use the ID code used for the agency as a customer with a capital
V added to the end. It the first three letters match those of another vendor
already entered add choose the next higher number for the three digits in the
new ID #. For example - IF AME000V exists then AME001V then AME002 then
AME003V etc.