TurboCASH Accounting Software TurboCASH United Kingdom
Select your Country
OPEN SOURCE ACCOUNTING SOFTWARE
HomeFeatures & ScreenshotsShop onlineCompareFAQForumRegisterContact
Community
Free Downloads
Shop
Other Titles

Using TurboCASH

 







BATCH OR JOURNAL PROCESSING
SETUP OPTIONS FOR BATCHES (JOURNALS)
  
TurboCASH allows you to set the defaults for each batch type or journal. If the batch type is correctly set up, TurboCASH will eliminate the incorrect posting of batches. All the source documents for the transactions should be grouped or sorted by its nature of the transactions. Each batch type may be set up to debit or credit specific accounts.

TurboCASH also allows you to set the following advanced options for each batch or journal to make the entering and processing of transactions easier, faster and more accurate:
  1. Always Balance - Automatically balance the transactions in the batch or journal.

  2. Disable Tax - Hide the Tax column in the batch or journal entry screen as well as the Tax Account Search or Lookup Facility. This option should only be used if no VAT is applicable to all transactions entered in the batch or journal or if the user is not registered as a VAT Vendor.

  3. Not Open Item Batch - disables the Open Item Selection and Open Item confirmation messages.

     

    /li>
  4. Remember Tax on Contra Account - Save the settings for tax on the Contra Account.

  5. Remember Contra on Account - Save the settings for the Contra Account (Balancing Entry) on the selected Account.

  6. Account code lookup type - Select to filter list of accounts to be displayed in the lookup or search facility:
    • All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Ledgers Special).

    • General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special). Examples would be if only need to enter and process transactions which does not apply to Debtors or Creditor Accounts, e.g. Depreciation or adjustments to General Ledger Accounts in the General Journal. Other examples would be cash purchases in the Payments Journal or Petty Cash Payments Journal which need to be allocated to the Expense and Asset Accounts).

    • Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and Ledgers Special). An example would be if only sales invoices are batched and entered into the sales journal for which you only need to select the Debtor Accounts. Another example would be if you only batch or group a deposits (receipts) for payments received from Debtors.

    • Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and Ledgers Special). An example would be if only purchase invoices (received from creditors) are batched and entered into the purchase journal for which you only need to select the Creditor Accounts. Another example would be if you only batch or group a payments (cheque counterfoils or payment remittance advises) for payments made to Creditors.

    • Ledgers Special - select to display all Ledgers Special Accounts (i.e. General Ledger, Debtors and Creditors).

  7. Contra Account code lookup type - Select to filter list of accounts to be displayed in the lookup or search facility for Contra Accounts or Balancing Transaction Accounts:
    • All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Ledgers Special).

    • General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special).

    • Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and Ledgers Special).

    • Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and Ledgers Special).

    • Ledgers Special - select to display all Ledgers Special Accounts (i.e. General Ledger, Debtors and Creditors).

The double-entry accounting concept requires that each debit transaction require an equal credit transaction and vice-versa. The following are 3 options available for creating this contra transaction:
  1. You can enter the equal but opposite transaction (CONTRA ACCOUNT) yourself.

  2. You can set up the whole batch to have one CONTRA ACCOUNT.

  3. You can set up each transaction to have a CONTRA ACCOUNT.

If you set up a contra account for the whole batch, when you balance the batch, TurboCASH will generate the transaction to the contra account for the total amount of all the transactions. For example in the SALES journal you would set up the contra account to be the SALES account and enter all the DEBIT transactions for the various debtors. When you balance the batch, TurboCASH generates a CREDIT transaction to the sales account.

If you set up the contra account per line, each time you select an account TurboCASH will ask you to also select a contra account. In this way you can select a different contra account for each transaction. When you balance the batch, TurboCASH will generate all the transactions to all the contra accounts, which you have specified when the transaction is entered.

To set the Options for a Batch:
Click or press the button on your keyboard to set the options for this batch. The Options for this batch screen will be displayed.

Select the contra account to which the other part of the transactions to be debited or credited. If selected, you need to select the contra account for each transaction entered. If selected, the reference number will increment by a value of 1 for each transaction entered in the batch. Select to enter transactions Inclusive of VAT. This field may be left blank if no Tax or VAT is applicable. If selected, the balancing entries will be summarised into 1 transaction where the contra accounts is the same for more than 1 transaction. If selected, the Description will be the repeated for the next transaction. If selected, you may enter the transaction amount in the debit or credit amount fields. If selected, you may only enter the transaction amount in the debit amount fields. If selected, you may only enter the transaction amount in the credit amount fields. OK- Your defaults will be saved and this screen will be closed. Cancel - This screen will be closed without saving any changes. Title bar. Close or exit button. Click to set the standard options for the batch. Click to set the advanced options for the batch. Select to hide the tax column and tax account lookup facility if no VAT is applicable to all the transactions in the batch or if you are not registered for VAT Select to reverse the contra transactions.
Set the following Standard Options for the selected batch or journal:

Option Description
Contra Account TurboCASH will automatically create the balancing entries to the selected contra account when the batch is balanced.

In the case of the Payments and Receipts journal, the contra account is the Bank Account to which the specific Payments and Receipt Journals are linked and cannot be selected.
Contra Account per Line Leave blank if you wish not to allocate a contra account for each line. If you wanted to allocate different transactions to different ledger accounts, you would select this option.

In the case of the Payments and Receipts journal, the contra account is the Bank Account to which the specific Payments and Receipt Journals are linked and this field cannot be selected.
No Tax Hide the Tax column in the batch or journal entry screen as well as the Tax Account Search or Lookup Facility. Select if no VAT is applicable to all transactions entered in the batch or journal or if you are not registered as a VAT Vendor.
Increment Reference Number Select this field if you wish to increment the reference numbers when the next transaction is entered. This would be an cheque, invoice, deposit number, etc.
Reverse Contra Select this field if you need to reverse the contra account.
Consolidate Balancing If you select this field, TurboCASH will consolidate or summarise the balancing entries of the contra account into one entry.
Inclusive mode Select the Inclusive mode to enter transactions inclusive of VAT. (e.g. You would enter an amount of 1 140 (1 000 plus the VAT of 140) in the amount field).

If not selected, you need to enter the amounts exclusive of VAT. (e.g. You would enter an amount of 1 000 (1 000 plus the VAT of 140) in the amount field and then TurboCASH will add the amount VAT percentage).
Repeat Details The repeat description option tells TurboCASH whether to repeat the previous line’s description on a new line. If your Journal Transactions are of a very repetitive nature, tick this field. You only need to change the description when another description is needed for a specific purchase.
Amount Entry This will allow you to process Debit and Credit transactions in the batch. This will allow you to process Debit and Credit transactions in the batch. You need to carefully plan the nature of your transactions to select the applicable option.

Allow Both: Use this particularly in General Journal where the transactions you enter have both debit and credit transactions which balances out, e.g. as on a trial balance.

Debit: The default is set to the Debit side of the batch.

Use this if you wish to enter various debit transactions to various accounts and credit only one account.

Credit: The default is set to the Credit side of the batch.

Use this if you wish to enter various credit transactions to various accounts and debit only one account.

Click on the Advanced tab to set the Advanced settings for the batch or journal.

OK- Your defaults will be saved and this screen will be closed. Cancel - This screen will be closed without saving any changes. Title bar. Close or exit button. Click to set the standard options for the batch. Click to set the advanced options for the batch. Select to balance the batch automatically. Select to remember the tax for the account. Select to disable open item settings for debtor and creditor accounts Select to remember the tax for the contra or account. Select to display All or General Ledger or Debtor or Creditor or Special Ledgers accounts. Select to display All or General Ledger or Debtor or Creditor or Special Ledgers accounts.
Set the following Advanced options for the batch or journal:

Option Description
Always Balance Automatically balance the transactions in the batch or journal.
Not Open Item Batch Disables the Open Item Selection and Open Item confirmation messages (only applicable to Open Item Debtor and Creditor Accounts).
Remember Tax on Contra Account Save the settings for tax on the Contra Account.
Remember Contra on Account Save the settings for the Contra Account (Balancing Entry) on the selected Account.
Account code lookup type Select to filter list of accounts to be displayed in the lookup or search facility:
  • All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Ledgers Special).

  • General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special). Examples would be if only need to enter and process transactions which does not apply to Debtors or Creditor Accounts, e.g. Depreciation or adjustments to General Ledger Accounts in the General Journal. Other examples would be cash purchases in the Payments Journal or Petty Cash Payments Journal which need to be allocated to the Expense and Asset Accounts).

  • Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and Ledgers Special). An example would be if only sales invoices are batched and entered into the sales journal for which you only need to select the Debtor Accounts. Another example would be if you only batch or group a deposits (receipts) for payments received from Debtors.

  • Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and Ledgers Special). An example would be if only purchase invoices (received from creditors) are batched and entered into the purchase journal for which you only need to select the Creditor Accounts. Another example would be if you only batch or group a payments (cheque counterfoils or payment remittance advises) for payments made to Creditors.

  • Ledgers Special - select to display all Ledgers Special Accounts (i.e. General Ledger, Debtors and Creditors).

Contra account code lookup type Select to filter list of accounts to be displayed in the lookup or search facility for Contra Accounts or Balancing Transaction Accounts:
  • All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Ledgers Special).

  • General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special).

  • Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and Ledgers Special).

  • Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and Ledgers Special).

  • Ledgers Special - select to display all Ledgers Special Accounts (i.e. General Ledger, Debtors and Creditors).


Click on the button to save your settings.

The following is a list indicating whether amounts of transactions for a specific batch type should be entered in the debit or credit columns in a batch entry screen:

Batch Type Debit / Credit Amount Entry
Sales Journal Debit
Sales Returns Journal (Debtor Allowances Journal) Credit
Purchase Journal Credit
Purchase Returns Journal (Creditor Allowances Journal) Debit
Receipts Journal Credit
Payments Journal Debit
General Journal Both Debit and Credit


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.