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Using TurboCASH

 







BATCH (JOURNAL) PROCESSING OPTIONS
POST A BATCH (JOURNAL)
  
Posting a batch is the final step in batch processing. To Post the transactions in a batch, will automatically update the ledger accounts, general ledger (with its control accounts) and the subsidiary ledgers (individual ledger accounts for the Debtors and Creditors) simultaneously.

Once the batches are posted to the ledger, you need to create another transaction in another batch to correct any errors. Since your reports will be as accurate as the transactions entered into a batch type, when the batch type is posted or updated to the ledger, it is recommended that you:
  1. Generate a batch list and to check your transactions before posting the batches.

  2. Finalise the reconciliation of your bank accounts (payments and receipt batches) before any transactions are posted to the ledger. This will enable you to edit any transactions in your batches before posting the batches, to the ledger.
Once transactions have been posted to the ledger, a trial balance can then be generated giving you a list of the accounts and the value of the transactions as well as a profit / loss analysis. You may also generate a wide range of reports for the posted transactions. TurboCASH stores the details of the transactions and account balances for up to 2 years (This or Current Year and the Previous or Last Year). The transaction data in posted batches are not included in any ledger reports. When you generate any reports, TurboCASH will inform you of any unposted batches. You may then decide to post the batches if you wish to include these transactions in your reports.

 

TurboCASH displays the posted transactions in the 3-column ledger account format. You may also view the posted transactions in general ledger and the subsidiary ledgers (debtors and creditors ledger) in the traditional T-Account format using the T-Account Viewer. General Ledger records all transactions into "T" accounts. Each "T" account is represented by a Chart of Accounts number (see planning your Chart of Accounts). Each Chart of Account number represents an expense or an income account, or an asset, capital or liability type of account (See Financial Categories). The transaction data in the posted batches are included in any reports, which you may generate in TurboCASH.

To Post a Batch to the Ledger:
Right-click on the selected batch (journal) on the Batch Type Selection screen and select the Post option on the Context menu; or -
Before you start to post the batch, you need to balance the batch and check the descriptions of your balancing entries, You also need to change the alias for the batch, list the batch and check the entries if they are correct.
Click on the speed button or icon or press the key on your keyboard to post the batch. TurboCASH will post the batch to the accounts in the batch. The following process indicator will be displayed:



I It is recommended that you do not use your computer for anything else while the process is running.
Click on the Close button to exit or close the Batch Type screen from which you have selected the batch entry screen. You may also press the key on your keyboard to exit or close the Batch Type screen.
Error Messages

Should the batch not be in balance or if the batch is not balanced, TurboCASH will display the following error message:

  • Click on the button.

  • Balance the batch.

  • Post the batch again.

Warning Messages

Should the batch contains transactions with a date relating to the previous financial year, (For example, if the current financial year is from 01/03/2004 to 28/02/2005 and the date of the transaction is 10/03/2003) TurboCASH will display the following warning message:

  • Check that the date is correct - Last year's date.

  • Click on the button. TurboCASH will post the transaction to the previous (last) financial year.

  • If the date(s) of the transactions is incorrect:
    • Click on the button.

    • Correct the date(s) of the transaction in the batch to this year.

    • Balance the batch once again.

    • Post the Batch.

It is also a good idea to make a backup before posting, in case there are any incorrect allocations in the batch. If there are, it is easy to restore your data from your backup and correct the allocations before updating the transactions to the ledger again. TurboCASH allows you to set the options or defaults for a batch to enable you to minimise errors and or to maximise your productivity when you capture or enter transactions in a batch. The batch options or defaults only needs to be set once when you start to enter transactions for the first time, unless your requirements change.

TurboCASH allows you to do a bank reconciliation (reconcile your Payments and Receipts Journals with your Bank Statement) before you post the Payments and Receipt Batches to the Ledger. This will allow you to easily correct any errors found, when doing the bank reconciliation. Please note that you cannot reconcile unposted transactions or items entered on "client machines" if you are working on a network version of TurboCASH.