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Using TurboCASH

 







BATCH (JOURNAL) SETUP OPTIONS
SETUP OPTIONS FOR SALES RETURNS 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 sales journal is used to enter the transactions for all Invoices issued to debtors (customers). 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 sales journal or batch.

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

     

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

  3. Alternatively, you may create a new batch type for the debtor allowances (sales returns, credit notes, etc.). You may then only need to set the options for the sales journal batch and set the options for the debtor allowances once.
To set the Options for the Sales Returns 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 Sales Returns Journal and click on the button. The Sales Returns 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 Debtor Account. Select a valid Tax (Output VAT) Account, if you are registered for VAT and VAT is applicable to the transactions. No amounts should be entered for credit notes. Enter the credit amounts for Debtor Accounts. Scroll bar - scroll to view more transactions entered in the batch.
If you have not yet set the sales returns batch up, click on the button or icon press the key on your keyboard to Set the Options for the Sales Returns batch. The Options for this batch screen will be displayed.

Select the Sales Account as the contra account to which the other part of the transactions is to be debited. 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. Do not select for credit notes. Do not select for credit notes. Select to enter only credit transactions for Debtor 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 Sales Returns Journal:

Option Description
Contra Account Select the Sales 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.
Contra Account per Line It is recommended that this field be left blank. Usually, you only need to list the credit transactions (credit note number, date, description, debtor account, tax account (if you are registered as a VAT vendor) and the amount in the credit column) for each debtor account for the credit notes.

If you need to allocate different transactions to different ledger sales sub-accounts, you need to select this field.
No Tax If you are registered as a VAT vendor, this option should NOT be selected, since you need to charge Output VAT on services and goods sold and returned.

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 (credit note) numbers when the next transaction is entered.

If you have many transactions with different descriptions on the same credit note for a debtor, and you wish to display each different transaction (description amounts, etc.), you may leave this field blank. For example, if you need to enter more than 2 transactions on each credit note, the credit note number would stay the same for the number of transactions on the credit note, but the descriptions and amounts would be different).
Reverse Contra Leave blank.
Consolidate Balancing If you select this field, TurboCASH will consolidate or summarise the balancing entries of the contra account (sales 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 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 To enter credit notes in the Sales Returns Journal, you need to select credit: You will only be allowed to enter amounts in the credit amount column of this sales returns journal batch. When you balance the batch, TurboCASH will create the balancing entries in the debit 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 Debtor accounts. Leave blank. Select to select only Debtor 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 Debtor to select only Debtor Accounts (excluding General Ledger, Creditor 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 Sales Account 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 credit notes, debtor allowances, etc, you may create a separate debtor allowances batch, which can be set to have the opposite transactions as that of the sales 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.