P E AB

CHTREE
Wo r k s h o p
Appendix

Opening, Backing up and Restoring data files, Correcting

Transactions and Working with Settings

efore starting on the workshops read and use material as reference to

complete the assignments.

PART A
Opening a File in Peachtree Complete
As with any other Windows program, files in Peachtree are opened by
using the Open Company option from the File menu. Double click on
the Peachtree icon on your desktop. Select Open Company option from
the File menu. Peachtree will then open up an Open Company dialog box
where you can tell Peachtree where to find the files you need. The files
are available on the textbook web site. Each company will have its own
folder that can be read by the Open Company dialog box. If you do not
see these files when you first open the box, you may need to change the
directory or drive to one your instructor will specify. The directory
should contain the company data files shown below.
Backing up a File in Peachtree Complete
Before starting any assignment, it is suggested that you create a backup
of the company data file in the event you need to restore back to the
beginning of the assignment.
Peachtree has the capability to quickly and easily back up your data to
protect against accidental loss.
1. Let's say we wish to backup The Atlas Company (this is one of the
sample companies that comes with the software). We would open
that company using the Open Company feature from the File menu
option.
2. We would then select Back Up from the File menu option. This will
bring up the Back Up Company dialogue box as follows:

3. Click in the box next to Include company name in the backup file
name. This will make Peachtree use Stone Arbor Landscaping in
the filename it selects for the backup. You could also use this
dialogue box to have Peachtree provide a reminder at periodic
intervals but we will leave this option alone for now. Press Back Up
Now to continue.
4. You are now presented with a Save Back Up for the The Atlas
Company dialog box as follows:
 5. Peachtree will save your data files into one compressed .ptb file to
any drive or path you specify including a USB Flash drive. It
defaults to the location where the program files are stored and
specifically to the folder where the company files are kept which is
the !_PDG directory. Use the Save in lookup box to save the files
to a location specified by your instructor. This could be a network
drive, a student floppy disk or even the local hard drive. Click
Save and then Ok to complete the process. You now have a back
up of your data. You should consider saving each and every day to
protect yourself against possible loss. Peachtree will use the date
as part of the backup's name so you could have a separate backup
for each day. You do not have to accept the name Peachtree
assigns and you can use a name with more meaning to you. You
should be able to fit about 4 different backups on a floppy disk.

Using the Backup Copy of a Company’s Data Files

At certain times in the assignments you are asked to make a backup copy
of a company’s data files. There are several reasons why you might wish
to access the backup copy of a company’s data files. For example, you
may not have printed a required report in an assignment before advancing
the period to a new month or before adding additional transactions. You
may have several errors and simply want to start an assignment over or to
a point prior to the errors rather than correct the mistakes.
If you backup your data using a different filename each day, you will
have the option of restoring from any of these files. It would be wise to
indicate in your text the point at which you created each backup so you
will know what transactions have been completed at each of the backup's
dates.
How to Repeat or Restart an Assignment
You always have the option to repeat an assignment for additional
practice or start over on an assignment. You simply restore the sample
company files back to their original state using the Backup created at the
start of the assignment. The procedure for restoring a file is very similar:
1. Open the company whose files you wish to restore. Let's say we
wish to restore the Atlas Company backup. We would open that
company using the Open feature from the File menu option.
2. While in the Menu Window, select Restore from the File menu
option. This will bring up the Restore Wizard dialogue boxes as
follows:
 3. Peachtree will default to the folder where the regular company files are
kept. If you are keeping your backups on a USB flash drive or on a
drive/path other than the one Peachtree is defaulting to, you must use
the Browse option to change the drive and select the correct path from
the options given. You may have several backups made at different
points in time so be sure to select the correct one. In the example
above, there is only one backup so we would select. After you have
selected the correct filename, click on Finish.

PART B
Correcting Transactions
Once a transaction is posted in Peachtree Complete Accounting 2006,
the journal entry will be reflected in the accounting records. You will
however, be allowed to freely edit transactions due to the way the
program has been configured for you. Peachtree does have an electronic
audit feature that would not allow you to make corrections without
creating an audit trail of all such changes. This feature of Peachtree
Complete Accounting 2006 is designed to ensure that a good audit trail
of all transactions is constantly maintained within the program. This
feature is turned on and off in the Company Information of the
Maintain menu option. In a real world working situation, this feature
would be turned on. Unless your instructor has you turn this feature
on, you will be able to correct errors quickly and easily without creating
a record of those corrections.
Correcting If you should detect an error while in any of Peachtree's input screens
Unposted prior to posting or printing, you can quickly and easily correct the error
Errors prior to continuing with the transaction.
 1. Using your mouse, click in the field that contains the error. This
will highlight the selected text box information so that you can
change it.
2. Type the correct information; then press the TAB key to enter it.
You may then either TAB to other fields needing corrections or
again use the mouse to click in the proper field.
3. If you have selected an incorrect account or any other type of look
up information, use the pull down menu to select the correct
account or information. This will replace the incorrect account with
the correct account.
4. To discard an entry and start over, click on the Delete icon. You will
not be given the opportunity to verify this step so be sure you want
to delete the transaction before selecting this option. This option
may not be available on every input screen.
5. Review the entry for accuracy after any editing corrections.
6. Complete the transaction by posting or printing.

Correcting Should you detect an error after you have posted the transaction, it can
Posted still be quickly and easily corrected. The only additional step needed to
Errors correct a posted transaction is to find it and bring it up on your screen.
Generate an on-screen report which will contain the document needing
correction. As an example, a sales invoice can be found in an Aged
Receivables Report, an Invoice Register or a Sales Journal. A General
Journal entry can be found in a General Journal or a General Ledger
report.
Select the line containing the item needing correction by single clicking
the mouse cursor. This will place a blue box around the line and the
cursor will turn into a magnifying glass with a Z in the center. Looking
at a General Journal report under the Reports menu your screen will
look like this:
Figure B-1
General
Journal

By double clicking on any selected line, you can bring up that particular
transaction. If for example, we double click the selection from figure B-
2, we are presented with the following:

Figure B-2
General
Journal
Entry

We could now edit any field of this entry and Post it again. The
procedures that were presented for correcting an unposted transaction
can now be applied.
PART C
Print and Display Setting in Peachtree Complete
When you install Peachtree Accounting, the program automatically
installs the printer established as the default Windows printer as the
default printer for Peachtree Accounting. If you have not yet installed a
default printer in Windows, you will need to do so prior to attempting to
print any reports from the Peachtree Accounting program. Refer to your
Windows manual for information on installing a printer.
The installation process for the Windows default printer does not ensure
that the default printer and display settings within Peachtree
Accounting will work to your satisfaction; consequently, you must test
and if necessary adjust your printer and display settings before you
complete any of the assignments in the text. Once the print and display
settings are adjusted, they will become the default printer and display
settings for each set of company data files. You need only make these
adjustments once.
If you need to change the font sizes or typefaces on your reports, you
can do that from within Peachtree. Each report that you select will have
an Options button as illustrated in Figure C-2.

Figure C-1
Options
Button
Selecting Options will bring up a dialog box with multiple tabs
containing various parameters that can be changed for the report.