Just ordered Complete 2002

[topsys]

I just placed an order for Peachtree 2002 Complete MultiUser and was interested in what problems I might encounter in installing and setting up the product.

We have 3 separate companies, each with 2-4 store locations each needing their own separate profit and loss statements.

[Deborah Bean]

This is a thorny question. Peachtree is such a great program at such a relatively low cost, that most new users think that you install it and go. Just because it is inexpensive to purchase, does NOT mean it is cost-free to set up. Your type of installation has dozens, maybe hundreds, of questions to solve before you are up and running with complete data-- although you can start entering data almost immediately.

Many of the questions with regards to installation depend upon your network and operating systems. Is this a conversion from another program? How do you want to handle the three stores? Are you using any type of WAN capabilities? Does each site and company need its own copy of Peachtree? How involved in your CPA in this conversion?

As you can see, your question is too general to answer correctly. Just look at the number of threads in the Complete forum alone and you begin to understand.

A case such as yours usually requires a consultant to come in and handle the conversion. This may or may not be a project for your CPA to handle-- depending upon their computer and Peachtree expertise. Some CPA consultants are capable of the job. Those are the ones who consistently give good answers in forums such as this. Another alternative is a Peachtree consultant. This is a person, like myself, who has spent many years setting up, training, and verifying the data in the program for clients. Their experience varies and you should check them out.

Another solution is to purchase a book on Peachtree and try to work through the solution yourself. Although this solution may save time, it will not save money due to the number of concepts, procedures, and learning curve involved.

Sorry, but your simple question does not have a simple answer.

[topsys]

Thank you, Deborah Bean, for the heads up on what I have ahead of me. We are not doing any conversion from the old Unix system, just keying in balances manually and started new. Unfortunately, neither our CPA nor a computer consultant will be involved, at this point it all rests on my shoulders ... so wish me luck. At my last job I had a major role in 3 conversions (from Platinum to Business Works Gold was the most recent) over my 20 year tenure there, so I'm somewhat aware of the set up processes. However at my other job it was just one company - one location. The concept of setting up 3 companies each with several stores is a new concept for me and my biggest concern. Wish me luck!

[Deborah Bean]

First - go get a book to help you. It will be much easier to follow than some of Peachtree's help files. As a plug - mine comes out in a couple of weeks and can be ordered direct from the publisher at www.wordware.com.

Second - Do you need to handle inventory for the different stores? Check out some of the forums regarding the problems associated with this. Peachtree has an adequate inventory function, but does not handle multiple locations for inventory. There are some add-on apps that can assist in this area though.

Third - Do you need to consolidate financials? Think your model through thoroughly in how information will get from one store to another and from one company to another, if needed.

Good Luck! This is an accomplishable mission, but you will go through many bottles of aspirin before complete!

[topsys]

Thank you again, Deborah. I can breathe again now. I was worried I was in over my head, but your bit of encouragement was reassuring. I'll be sure to order a copy of your book.

Our stores don't even have a computer and keep no records there. They fax over their sales reports and time sheets daily and we key them in at this main office. There are just two of us here in accounting.

As for inventory from each store, it must have been a problem with this Unix program also. Each store faxes their inventory here and we key it into an Excel template and make journal entries for location. So HOPEFULLY we won't run into trouble there.

As for financials. We produce General Leder and Balance Sheets on the company level (all stores lumped together). But the P&L's are consolidated, then broken down with each store set up as an individual profit center. This is where I am unclear about Peachtree. Will I set each store up as a "department" within their company if it supports "Departmental P&L's"? Or would I set each store up as a separate company then have to do sometime of consolidating to get the General Ledger and Balance Sheets?

You sound very knowledgeable in these areas. I respect your opinion and appreciate your input. I feel like I owe you a consulting fee already.

Julie
RPR Enterprises

[Deborah Bean]

Peachtree suggests a Departmental Mask when using departments, but I have implemented another solution that I feel is MUCH better and easier. I can't claim total creativity of it as the initial idea came from an old job, but I'm the one who has transferred the idea to Peachtree very successfully (TMOH).

This idea is simple to implement once it is explained, but it is something for which you need to contact me directly.

As for the companies faxing over info, I have this working for a few clients and it is an okay solution, especially if there is no need for a computer at the stores. It's time consuming for Accounting, but reduces the need and expense of training and hardware. To install Peachtree at a location and get the info back to a store has several solutions: Web - expensive; VPN - still expensive and I hear there are problems with 2002; Terminal Services - still expensive; Importing via email - has its own problems similar to sneakernet; and Manual - such as you propose.

If you company ever decides to invest in hardware and bandwidth - then you will want to consider an automated option.

[topsys]

Thank you again. I will keep checking wordware.com for the availability of your book. I have participated in software users groups with Platinum, Business Works, and Field Pro and never had such prompt and informative replies such as yours. If you provide your address, I'll send you a can of Topsy's Popcorn as a show of my appreciation.

Julie
RPR Enterprises

[Deborah Bean]

Hey - can't beat that offer. Email me your email address (it wasn't available here) and I will email you directly. THANKS!!!

[HappyCamper436]

Hi Deborah
Sorry to jump in here, however just received Peach tree complete and noticed your comments on use of departments. Also is your book out yet. We are converting from Solomon Advanced Project Series as our company has downsized from 45 employees to 11.
Just getting familiar with Peach and want to utilize the job features in Peach as well as departmental accounting.
Any assistance is appreciated.
John Wilson, CPA

[dringstrom]

If you just ordered Peachtree 2002, I'd inquire with Peachtree if you're within the necessary window to also get a free upgrade to Peachtree 2003, which is imminently on the horizon.

[Deborah Bean]

Job Costing in Peachtree is only adequate. Most of my customers who need job costing use and outside method. If you are dedicated to allocating ALL income and expenses to each job, it does work, but it is only basic.

For the departmental info, send an email to me directly and I will give you what I gave Julie. Who sent GREAT popcorn, BTW! I never had cinnamon before...

As for the book - it is shipping as we speak. Look for it at Wordware.com or B&N or Borders.

[Deborah Bean]

BTW - David, have you heard the actual release date on 2003?

[dringstrom]

I know the release date, but I'm hesitant to post it in a public forum. I think that I can safely say though that it appears their traditional fall upgrade release will be available a bit earlier this year.

[jag]

Have you tested the beta version? What are your thoughts?

IMHO, Not very much different from the 2002 version. A lot of glitches, hope they have solve them since the beta.

I also heard they will be releasing it on June/July. But that were only unconfirmed rumors.

[dringstrom]

I haven't seen this beta...I signed up for last year's beta but didn't have enough time to really test it, so I didn't try this year. I've seen some marketing propaganda...there's a couple of long overdue improvements in Peachtree 2003, but nothing that I consider earthshattering. I'll have many more thoughts to share once the product hits the street.

[Deborah Bean]

I understand about the lack of time for beta-testing. Most released products (MS is terrible) now tend to release products still in beta-state in my opinion, so I never go out and try a brand-new release. Although this makes the books I write a little late, I feel that my public deserves to know the actual features and processing in a book, not what the program claims. I really got burned with a couple of features when writing my second Act! book.

I guess I will need to update the 2002 book with the latest when I get 2003. I'm also trying to get copies of Crystal and Peachtree's Act! so I can do books on those subjects, plus I'm currently working on a comprehensive guide to using all of Peachtree's features. Now all I have to do is find time to support my clients.

[kaydix]

Do you think that Peach will EVER make it capable to close a job at year end without having to purge?????

[Deborah Bean]

Considering the way Peachtree has lagged in in getting Btrieve updated, probably not any time soon. Although Peachtree has been very good at adding new features over the years that are very helpful, such as the Excel report export and the Change ID function, they are slower at enhancing (and fixing) some of the common problems.

Having a developer background also, I feel that this is because some of these "enhancements" require going in and rewriting alot of the internal code. It is much easier to add things around the outside than to go inside and make revisions that will take a lot of effort to debug and verify that other problems are not created with the fix.

[SYDNEY]

Topsys,
The job you describe is distressing, are you a green button or the people you work for are getting more that a pound of flesh.
3 COMPANIES WITH MULTISTORE!!. No idea you need lot of advise, help and prayer. Peachtree does not deliver Multistore, lookat MYOB or DaCEasy, do you need multicurrency... then you are in the wrong pond. Don't waste your time: addins and suggested work around take a lot of hand work, so then why buy a package if you need to work more?. This, from a person who went the whole hog in a similar scenario. Honestly at the end of the day it reflects that the employer just don't wish to invest in a better package to accomodate the size of operations and they will most probably have no idea of the/your contribution that goes into it. RUNNN!
I love peachtree..but it reaches that height, what you need is a coconut tree... something that doesn't drive you nuts and is cool and capable.

Sydney

[Alliance]

Hi,

We have multiple locations with different P&L's in each. I got myself a large white board and wrote out what the G/L was going to look like. I can do a P/L for everyone and do them by each group. My looks like this:

XXXXX-XX The last 2 digits are explained by group.

-00 Location 1
-01 Location 2
-10 Location 1 department 1 (this could be your store 1 for location 1)

You have to have duplicate G/L numbers for each area. Your G/L will be large. Here is an example:

41004-00 SalesHDWNetworkingStorageMD
41004-01 SalesHDWNetworkingStorageNC

Each digit is in a location that makes sense for our business. The first digit is for income. The second lists the group type - for us it is SalesHDW. The third digit is for installs type. The fourth and fifth digits are for the type in that group. And so on. We can add easily different product types by following the legend. This is the reason I used a large whiteboard. I wrote down each type of business we wanted to track. Then I tested it. It has worked great. And this way we can run a P/L for each area or by everyone.

Hope this helps.

[Robert Walraven]

If you call the order desk at Peachtree they will tell you that 2003 will ship around the end of June. Based on past experience the support centers will get their copy about 2 weeks earlier and the west coast about a week later.

If Peachtree sends the release in batches and you get your order in earlier you may receive it before people who order in late June.

[deelpl]

Maybe it hasn't "hit the streets" but we received our marching orders this week. Peachtree will no longer support Vs7 - which is what we are using.

We had not upgraded because Vs 7 did what we needed done. However we will need payroll upgrades.

So, do we go with 2003 or look for 2002. We are a small service business just expanding our retail side. If we have to spend $$ we may look for something that will better handle the over the counter sales. Will 2003 do that? Vs 7 struggles with this.

What about RAM? I imagine 2003 needs more. We have 4 PCs networked. We really did not need this right not as we are still recovering from our move.