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Using TurboCASH

 







BATCH (JOURNAL) SETUP OPTIONS
SETUP OPTIONS FOR PURCHASE JOURNAL
  
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.

The purchase journal is used to enter the transactions for all creditor invoices received from creditors (suppliers), which is not trading stock items if you are trading in stock items. If you are purchasing stock items from your creditors or suppliers, you need to process purchase documents in the Input - Documents - Purchases menu option. TurboCASH allows you to set the defaults for each batch type or journal. If the sales journal is correctly set up, TurboCASH will eliminate the incorrect posting of the invoices entered into the purchases journal or batch.

Should you have creditor allowances or (credit notes received from creditors purchase returns), etc., you have to group the source documents for creditor allowances or (credit notes, sales returns), etc, together and keep them separately from the purchase invoices. These source documents have the opposite transactions as that of purchase invoices. You have 2 basic options:
  1. Once you have entered the supplier invoices in the purchase journal and you have updated or posted the normal purchase invoices to the ledger, you need to change the options for the batch for the creditor allowances, purchase returns, etc. You may then enter these documents in a new purchase journal batch and update or post the purchase journal to the ledger. Before you can proceed to enter the transactions for normal purchase invoices, you need to set the Options for the Purchase Journal back to that of purchase invoices.

     

  2. You may also enter the creditor (supplier) credit notes or purchase returns in the purchase journal. If you do this, you need to prefix the amount with a minus sign (-) when entering the amount in the credit column. The amount will automatically be transferred to the debit column.

  3. Alternatively, you may create a new batch type for the creditor allowances (purchase returns, credit notes, etc.). You may then only need to set the options for the purchase journal batch and set the options for the creditor allowances batch once.
To set the Options for a Purchase Journal Batch:
Click on the speed button or icon. You may also press the key on your keyboard. Alternatively you may press the and and keys on your keyboard. The Batch Type screen will be displayed.
Select the Purchase Journal and click on the button. The Purchase Journal Batch Entry screen will be displayed.

Title bar. The name of the selected batch. Title bar. The Alias for the selected batch. Minimise button - inactive. Restore button - click to display this screen to full size and click again to restore it to its original size. Title bar - double-click to display the screen in full size or to return to the normal size. Close button - Click to close or exit this screen. Click to delete a selected transaction. Click to insert a row or line above a selected transaction. Click to balance the batch, if the batch is not already in balance. Click to post or update the transactions to the ledger, if the batch is in balance. Click to enter transactions Inclusive or Exclusive of VAT. Click to list the entries or transactions entered into the batch. Click to access more processing options for the batch. Click to set the Options for this batch. Enter the document or reference number for the transaction in this column. Enter or select the date of the transaction in this column. Enter a description for the transaction. Select the Creditor Account. Select a valid Tax (Input VAT) Account, if you are registered for VAT and VAT is applicable to the transactions. No amounts should be entered for creditor or supplier invoices in this column. Enter the credit amounts for Creditor Accounts. Scroll bar - scroll to view more transactions entered in the batch.
If you have not yet set the purchase batch up, click on the button or icon press the key on your keyboard to Set the Options for the Purchase Journal batch. The Options for this batch screen will be displayed.

Select the Purchase or any other Account to which you wish to allocate most of your Purchase transactions. If you have many purchases, which need to be allocated to different accounts, select this field. 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. Do not select for supplier invoices. Do not select for supplier invoices. Select to enter only credit transactions for Creditor Accounts. 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 Standard Options for the Purchase Journal:

Option Description
Contra Account Select the Purchase Account Number or Sub-account number, if you are using sub accounts. TurboCASH will automatically create the balancing entries to the selected contra account when the batch is balanced.

If your credit purchases is of a different nature and you need to select different expense or other ledger accounts, you need to select the ledger account to which you allocate most of your purchases.
Contra Account per Line It is recommended that you select this field if your credit purchases is of a different nature and needs to be allocated to different expense accounts, ledger accounts, etc.

When you have entered the credit transactions (purchase or supplier invoice number, date, description, creditor account), TurboCASH will display a the Accounts search facility and a select contra account field in which you need to select the account to be debited with the expense or ledger account. After selecting the contra account, you need to select the tax account, if you are registered as a VAT vendor (or select No Tax if VAT is not applicable to the Purchase transaction, or if you are not a VAT Vendor) and enter the amount in the credit column).
No Tax If you are registered as a VAT vendor, this option should NOT be selected, since you need to claim Input VAT on services and goods purchased and returned, provided that the conditions for Input VAT are complied with.

Select only to Hide the Tax column in the batch or journal entry screen as well as the Tax Account Search or Lookup Facility 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 (purchase invoice) numbers when the next transaction is entered.

If you have many transactions with different descriptions on the same purchase invoice for a creditor, and you wish to display each different transaction (description amounts, etc.) on remittance advises, you may leave this field blank. For example, if you need to enter more than 2 transactions on each purchase invoice, the purchase invoice number would stay the same for the number of transactions on the purchase invoice, but the descriptions and amounts would be different). If you enter transactions for a new purchase invoice you need to enter the next purchase invoice number.

You also need to leave this field blank, if you purchase items for which different Tax Codes (VAT accounts) apply on the same purchase invoice.
Reverse Contra Leave blank.
Consolidate Balancing If you select this field, TurboCASH will consolidate or summarise the balancing entries of the same contra accounts 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 If this field is selected, the description of the previous line will be repeated in a new line or row. You normally will not select this field, unless your entries are of a very repetitive nature. You only need to change the description when another description is needed for a specific transaction.
Amount Entry For the Purchase Journal, you need to select credit: You will only be allowed to enter amounts in the credit amount column of this purchases journal batch. When you balance the batch, TurboCASH will create the balancing entries in the debit column.

If you do not have many creditor allowances (purchase returns, creditor credit notes, etc.) or you have not created or used a separate batch for the creditor allowances journal (purchase returns, creditor credit notes, etc.), you may select debit. You will only be allowed to enter amounts in the debit column of this purchase journal batch. When you balance the batch, TurboCASH will create the balancing entries in the credit column.

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 automatically balance the batch. Leave blank. Select if you need to disable the open item settings for Creditor accounts. Leave blank. Select to display only Creditor accounts. Select to display General Ledger accounts only.
Set the following Advanced options for the batch or journal:

Option Description
Always Balance Leave blank.
Not Open Item Batch Leave blank.
Remember Tax on Contra Account Leave blank.
Remember Contra on Account Leave blank.
Account code lookup type
Select Creditor to select only Creditor Accounts (excluding General Ledger, Debtor and Ledgers Special).
Contra account code lookup type All is the default setting. Changing this setting is optional. You may select General Ledger for the Contra Account, since the balancing entries or transactions will always be generated to a General Ledger Account, i.e. the Purchases or selected General Ledger Account (Assets or Expenses) and Tax Accounts (if tax is applicable to the entries in this batch or journal).

Click on the button to save your settings.

If you have many creditor allowances, supplier credit notes, etc, you may create a separate purchase returns or creditor allowances batch, which can be set to have the opposite transactions as that of the purchase journal.

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 simply restore your data from your backup and correct the allocations before updating the transactions to the ledger again.