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Using TurboCASH

 







PROTECT YOUR DATA
CLEAR / RESET A SET OF BOOKS
  
This option allows you to Clear or Reset all transactions and / or balances within a Set of Books on your system. This process has exactly the same actions as the Delete a Set of Books menu option as far as all your data regarding your transactions, batch entries, etc. will be permanently removed from the system. The only difference is that when you use the Clear / Reset menu option you will still be able to access the set of books from the File - Open Set of Books menu option. All your data that was originally setup for your set of books such as your account codes, stock codes and selling prices, debtor accounts, creditor accounts, contacts, reporting groups, etc. will still be available.

You must completely be sure if you Clear / Reset a Set of Books, as the transactions and balances and stock quantities and cost prices will be permanently lost.

There are 2 options to clear or reset a Set of Books, i.e.:
To Clear/Reset all transactions and balances:
Click on Tools - Global Processes - Clear / Reset menu option or press the and and and keys on your keyboard. The following Confirmation screen will be displayed.

 


Click on the button only if you are absolutely sure. Another Confirmation screen will be displayed.

If you click on the button, the process will be cancelled.


On this screen you have the last chance to cancel the clearing process. If you click on the button, the process will be terminated. If you click on the button, the following confirmation screen will be displayed:


If you do not want to use the current balance as the opening or starting balance for the Set of Books, click on the button. The Set of Books will be cleared / reset and your transactions and balances will be permanently lost.

To Clear Reset all the Transactions and generate transactions for current balances:

Click on the button to use or retain the current balances, the following options screen (similar to the trail balance options) screen will be displayed.

Title bar. Close button - will exit or close this screen. Click to generate the transactions for the current balances. Click to close or exit this screen. Select Account Number, Account Description, Account Type or Account Reporting Group 1 or 2. Select to view all accounts, including those with zero balances. Select to generate transactions for the balances for all accounts, including sub-accounts. Select the start and end period. Select to generate last year balances. If left blank transactions will be generated for this year balances will be displayed.
Select the following for the current balances to be generated or exported as transactions:-

Option Description
From If the cursor is in this field, the Periods search facility will be displayed. Select the start date from which you wish to include the balances.
To If the cursor is in this field, the Periods fast search facility will be displayed. Select the end date until which you wish to include the balances.
Show Sub-Accounts Tick this option to generate or import transactions for the current balances of sub-accounts. This is recommended, since you will not be allowed to update or post transactions to the ledger for accounts, which have sub-accounts.
Include Zero Balances Do not tick this option.
Last Year Only If this field is selected, the current balances will be generated or imported into the batch for the account balances of Last Year only for the selected periods.
Sequence You may select that the transactions for the current balances are generated or imported into the batch according to Account Number, Account Description, Account Type, Account Group 1 or 2 (Reporting Group 1 or 2). The description of Account Group 1 or 2 you have entered on the Reporting Group Name field on the Account tab on the Setup - System Parameters - Groups menu option may be reflected in this drop down list. It is recommended that the same sequence as the source trial balance (before performing the Clear / Reset function) be selected, since it will make it easier to check the generated transactions.

Click on the button. The Set of Books will be cleared / reset and transactions for the current balances will be generated. Once this process is finished, the Batch Type selection screen will be displayed.
Select the batch type into which you need to import and process the transactions for the current balances (to be used as opening balances) and click on the button. The current balances will be imported as transactions into the Batch Entry screen 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. The reference number of the transaction generated by TurboCASH in this column.. The date of the transaction generated by TurboCASH in this column. The account name or description as imported in this column for General Ledger, Debtor and / or Creditor Accounts.. The account codes as imported in this column for General Ledger, Debtor and / or Creditor Accounts. Debit amounts for current balances of accounts imported in this column. Credit amounts amounts for current balances of accounts imported 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. Accounts lookup or search facility. Note the detail of the transactions, period and contra account. The reference total should be zero if the batch (journal) is in balance. The description or name of the selected account. This should be zero, since the debit transactions and credit transactions to the same value is imported into this batch (journal).
Check that the balances are absolutely correct and that sub-accounts are used for accounts containg sub-accounts. Once this is finished, you need to change the alias, list the transactions in the batch and update or post the transactions to the ledger. It is also recommended that a trial balance be generated, checked and retained before you start to process any further data or transactions in the Set of Books.

It is recommended to make sufficient backups of your data before using this menu option. If you used the Clear / Reset menu option by accident, you need to restore your Set of Books from the backup disks. You may also have to enter any transactions from your last backup until you have used the Clear / Reset menu option, unless you have not processed any transactions since your last backup.

Before you delete a Set of Books from your system, please make sure that all the necessary reports are printed and retained together with the necessary supporting documents, such as slips, cheques, invoices, etc. to substantiate your profit from the business have submitted on your Tax returns. You must remember, even if you are a small business, you need to keep the necessary records for 5 years commencing from the date of the date of receipt of the last applicable Tax return for audit and record purposes.