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BATCH OR JOURNAL PROCESSING
TOTALS FOR EACH PERIOD
  
Once you have entered transactions for more than one accounting period in any batch or journal, you may view the totals for each accounting period of the transactions in the batch or journal. This will display the total amount for the debit transactions as well as the total amount for the credit transactions in each respective accounting period.

To View the Totals for each Period:
For example, transactions have been entered for more than one accounting period (e.g. December, January and February), in a general journal, it would be displayed as follows:

Title bar - double-click to display the screen in full size or to return to the normal size. Title bar. The name of the selected batch. Title bar. The Alias for the selected batch. 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 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 General Ledger, Debtor and / or Creditor Account. Enter debit amounts for accounts in this column. Enter credit amounts for accounts in this column. Scroll bar - scroll to view more transactions entered in the batch. Minimise button - inactive. Restore button - click to display this screen to full size and click again to restore it to its original size.
Click on the speed button or icon or press the key on your keyboard. The Process the batch options screen will be displayed.
Select the Totals for each Period option and click on the button. The Totals for each Period screen will be displayed.

 

Title bar. Close button - Click to close or exit this screen. Scroll bar. Lisrt of all the accounting periods for the dates entered into the batch. The last 2 digits indicated the year. The value of all amounts entered (or balanced) in the debit column of the batch for the accounting periods. The value of all amounts entered (or balanced) in the credit column of the batch for the accounting periods. If the total values of the amounts in the debit column is not equal to the credit column, the difference will be displayed.
Check that the totals for the debit transactions is equal to the credit transactions and that the to balance column is reflecting a zero amount for each Accounting Period

Differences in the Amount to Balance column could implicate that the -
  • Batch is not balanced.

  • Amounts in the Debit Amount column or the Credit Amount column is entered incorrectly (e.g. 54 as 45, etc.) This option is usually the case if the Amount Entry is set to enter both Debit and Credit amounts in the Batch Setup Options.
You need to either balance the batch or find and enter the correct amount if an amount was entered incorrectly in the batch (allow Debit and Credit Amount Entry - Batch Setup Option).
Once finished to check the totals, click on the button or press the key on your keyboard to exit or close the Totals for each Period screen.