April 23, 2011

Peachtree Extension

The point brought up by the previous post entitled "Tax Time" on this DBAcctg series is that a database system would be helped immensely by the computational capabilities integrated in an MS Excel.

I consider MS Excel to be the Michael Jordan of the MS Office basketball team.

Those, whose angle of programming comes strictly from a database knowledge, would understand how hard it is to create a native user-interface that involves complicated value-dependencies and calculations.

For example creating an MSAccess, Oracle, MySQL front-end for amortization initiation and adjustments will be quite a pain. Maybe that's why I heard that these banks of sub-prime debacle were actually trading the spreadsheets files of the loans.


MS Excel is quite adept in many other applications aside from matters relating to numbers. But it all will depend on the artistry of people using it:

In this installment of the series, we will focus on accounting data. - I would rather draw with a pen then use spreadsheet drawing. But just the same, some geeks have found a way to draw using numbers:

Kudos to these artists. Now as for to the Free PC CheckWriter, Check Voucher Printer for Peachtree:

I luckily was able to recover a file (from yr 2004) - a file usable as a check writer and check voucher filler/printer. Actually it is a form enabler/extension of Peachtree.

If the office apps you have is a basketball team, Peachtree will be a fairly common import center player for DBAccounting. It houses the Accounting data pretty well.

However if you are not a user of the said program, you may see in this file example that MS Excel is quite capable as a point guard in MS Office data collaboration and coordination by passing/receiving/processing the basketball (the data).

(For the later episode of this series, I will share a full DBAcctg strategy in file download format. I will provide it for Free! So stick around every now and then.)

On this file we're currently in - it came about because of a request by a friend in business (with some unique peculiarities):

  • they were encoding redundantly by using Peachtree, manually typing Check Vouchers and they were using check writer.

    (I am not sure what version of Peachtree was the extracted voucher entries he gave me, came from. So you have to double check if your Peachtree extract data is in the same structure)

  • one CV can be related to several checks. (It could be that some labor subcontractor companies they dealt with may have requested them to create checks based on a forwarded list of the workers).

  • Some quite common situations involved are as follows:

    • they have several checks formats (due to multiple banks for different kind of transactions - they don't have bank-approved corporate check form that big companies may have)

    • they were using a pre-printed check voucher forms

    The steps agreed were:

    • the bookkeeper will encode the CV entries in Peachtree

    • the said software is then used to output an extract of the CV entries

    • the extracted data is then used by the Excel utility to print CVs and related Checks

    Here was how it was achieved by using an MS Excel spreadsheet:

    Procedures for using the file:

  • The extracted Peachtree CV entry file is pasted to a designated spreadsheet area.

  • The tab for voucher printing will then be populated with choices of CV entries. Select the CV No. for printing and it will fetch the related accounting entry for printing.

  • Go to the tab for check writer to print the related data to checks.

  • Notes:

  • The Excel Check Writer/ CV Printer File must contain the compatible extract of the related Chart of Accounts (acct code sorted in ascending order).

  • Check Voucher can be modified/configured to your pre-designed CV Form by adjusting the formats and spacing of the print area.

  • Make sure on your Peachtree extract process that the Check Voucher sorting is in ascending order.

  • Check Writer can be modified/configured to your pre-designed multiple bank check formats by adjusting the formats and spacing of the print area per check type and defining the print range of each check types on the list provided.

  • IF needed, use this formula to translate money amount into words =mtalk({cell address},"Denomination","centavos")

  • The codes to enumerate the figures or amounts into words is in a module 3 accessed by pressing 'Alt-F11'. You can use this code to your any other 'Worksheet' by copying it in a module of that worksheet (or by exporting this module to that worksheet).

  • You must set the macro security to medium in order to have the VBA code execute.

  • To restrict movement and protect in CheckVoucher or in ChckWrtrInput tabs of the worksheet, protect them as follows:

  • Here is your Free File Download.

    As you can see, we resume our 'DBAcctg' series towards the climb. I hope you'll be benefited by the journey.

    Additional helpful links on Peachtree and MS Excel (medium to advanced users):
    * Export Peachtree to MS Excel
    * Realtime Peachtree and MS Excel Connection
    * Analysis of Peachtree via MS Excel Pivot Tables
    * Excel VBA (2010)
    * Excel VBA Editor



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