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Using TurboCASH

 







GENERAL LEDGER ACCOUNTS
CREATE OR EDIT GENERAL LEDGER SUB-ACCOUNTS
  
In addition to the 999 Chart of Account numbers, you may also create up to 999 Sub-accounts. The Sub-accounts are used to divide an Account into further Accounts to identify and to report on and manage certain divisions of an Account. For example, if you wish to manage the various components of Motor Vehicle expenses, you may create Sub-Accounts for the Motor Vehicle expenses. An example would be as follows:

Motor Vehicle Expenses 210/000
Fuel and Oil 210/010
Repairs 210/020
License Fees 210/030

If you use Sub-accounts, you must enter your transactions (and budget figures) on the for respective Sub-account level. TurboCASH will allow you to view a report for only one Sub-account or a range of Sub-accounts. When viewing the account balances on the Trial Balance, Income Statement, Balance Sheet, etc., you may select to view the summarised balances (total including all the Sub-accounts) only or you may select to view the balances for each Sub-account.

To create a new General Ledger Account:
Click on the Edit - Accounts - General Ledger menu option or press the and and and keys on your keyboard. The Accounts search facility screen listing your available Accounts as well as the General Ledger Accounts screen will be displayed.

 

Title bar. Click to close or exit this screen. Click to create a new General Ledger Account. Click to clear the Account Number field to enter a new Account Number. Click to create a new Sub-account for a selected General Ledger Account. Click to select a General Ledger Account. Click to delete a selected General Ledger Account. Click to save the entered data. Enter or select an Account Number. Enter or select a Sub-Account Number. Enter a name or description for the account. Select an available Account Reporting Group from the list. Select this field if it is an Income / Expense Account. If left blank, it will be a Balance Sheet Account. Click to save the changes. Click to close or exit this screen.
Select the Account for which you wish to create Sub-accounts.
Check that the correct Account Number and Description is displayed on this screen. Click on the Sub-Account tab to activate the Sub-Account field.
Enter a three-digit Account Number between the ranges 001 and 999 for the Sub-account. The following Confirmation screen will be displayed:


Click on the button to create the Account.
Enter or change the name for the Sub-account in the Description field.
Click on the button. The Accounts search facility screen will be displayed. Press the key on your keyboard or click on the Close button to close or exit the Accounts search facility screen. You may enter another Sub-account number to create a new Sub-account or a new Account number to create a new Account or you may press the key again to exit or close the General Ledger Accounts screen.

If you create your first Sub-account for an Account, which is still active and has transactions, the following Information message will be displayed:



If you click on the button, all the transactions will be moved to the first Sub-account. Should you wish to create more Sub-accounts for this Account, you need to generate a detailed transaction report on the Reports - General Ledger - Transactions menu option. You then need to identify those transactions for the other Sub-accounts and transfer those transactions to the respective Sub-accounts in a General Journal Batch Type.

If you have entered any budget figures in the Edit - Budgets menu option, you may need to re-allocate the budget figures to the various newly created sub-accounts.

The Account Group 1 or 2 as selected for Account will be displayed for the Sub-Accounts. If the incorrect Reporting Group was selected for the Account, you may select the correct group when you create the Sub-account.

The Income / Expense field cannot be changed when you create Sub-accounts. If you create Sub-accounts for an Income / Expense account, this field will be inactive, but it will reflect a selection tick. If you create Sub-accounts for a Balance Sheet Account this field will be inactive, but it will not reflect a selection tick.