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Using TurboCASH

 







SETUP DOCUMENTS
CHANGE DOCUMENT NUMBERS
  
Each source document, containing details of a transaction should be numbered. Document numbers identifies the specific source document for a transaction and will reflect on the reference fields in reports and screens in TurboCASH. Document numbers should only be changed before you start with the processing of documents. Document numbers are eight character alphanumeric numbers. TurboCASH default all document numbers to begin with -

 Document Number 
Invoices - IN000001
Credit Notes - CR00001
Quotes - QU00001
Purchases - PU00001
Goods Returned - GR00001
Orders - OR00001

However, you may change this to suit your numbering system. If you have already used similar documents, you may change the document numbers to the last number for each of your documents that were issued on your previous accounting system. TurboCASH will generate the next number for each of these documents generated for the first time. Thereafter TurboCASH will automatically allocate the document numbers in the numerical sequence they were generated.

To Change a Document Number:
Click on Setup - System Parameters - Documents menu option or press the and and and keys on your keyboard. The Documents screen will be displayed.
Select the Document Type (Invoices, Credit Notes, Purchases, Goods Returned, Orders) and over type the displayed number with your own number. TurboCASH will display the following confirmation message:

 


Click on the button and the Next Document Number for the selected document will be changed. Should you click on the button, the document number will not be changed.
Repeat this process for all your document numbers. Once you have changed all your other document numbers and / or settings, click on the button or press the key on your keyboard to exit this screen.

You may use any combination of letters and / or numbers for your document numbers. As TurboCASH will increment the document number from the last character (letter or number), it is recommended that you the following format for your document numbers be used:
  1. Use all eight characters of the document number. If you only use for example 3 or 4 numerical characters for your documents you may find that the document numbers may be repeated in an accounting period or financial year.

  2. Assign unique two or three alphabetical-character prefixes to each document. For example, invoices could be ''IN'', credit notes ''CN'', quotes "QU", Purchase "PU", Goods Returned "GR" and Orders "OR".

  3. Enter numeric characters for the rest of the document number. For example, if your last invoice number on your previous accounting system was 56, enter the number as last invoice number, as IN000056. TurboCASH will automatically generate the next invoice number as IN000057 when you generate your first Invoice.

Pre-fixing document numbers will ensure that your document numbers do not overlap with one another or the other transactions entered in the normal batches (payment and receipt batches, etc.) This will definitely help you to trace the documents in your system on reports. You may then, when you see a document number, identify the type of document. Furthermore, these pre-fixes will also help you to sort the data in spreadsheets, should you have exported the data to a spreadsheet.