NESFA Treasury Procedures – Table of ContentsLast updated 7/17/2005

NESFA Treasury Procedures: Entering an A/R order

When an A/R order comes in, it must be entered into Peachtree, and then packing slips and invoices must be printed out for it.

Nearly all A/R orders are from established customers, but there will be some from new customers. Here's how to deal with those.

  1. Look at the order and determine if there are any items being ordered which are not stocked at PSS. If some are stocked at PSS, and some only at the Clubhouse, then two invoices must be created. Mark the items to be shipped from the CH as "CH" right on the order.
  2. Open the Tasks/Sales-Invoicing dialog and enter the customers ID in the Customer ID field. (The customer's ID is usually (but not always, alas!) the customer's name stripped of leading articles.) If it's found, go on. Otherwise, determine if this is a new A/R account that we mean to allow, and create it.
  3. Enter the date (usually today) the invoice number (of the form FYnnn, where FY is the fiscal year and nnn is sequential starting with 001.) and the customer's PO number (use something like "email 3/4/03" or "fax 4/15/03" if the order doesn't have a PO). If the customer has a special shipping address, make sure the correct address is showing.
  4. Enter the items ordered, one per line. Make sure that the discount percentage is correct. (It will default for what's most common for this customer.)
  5. Enter a postage charge. (If a customer pre-pays, the postage charge may be zero.)
  6. Check the data entered and check the total against the total on the invoice.
  7. Save it.

To print invoices go to "Reports/AccountsReceivable/Invoices-Pkg.Slips/NESFA Invoice no Graphic 2". To print packing slips, go to "Reports/AccountsReceivable/Invoices-Pkg.Slips/NESFA Packing Slip". Print two of each.