TurboCASH Accounting Software TurboCASH United Kingdom
Select your Country
OPEN SOURCE ACCOUNTING SOFTWARE
HomeFeatures & ScreenshotsShop onlineCompareFAQForumRegisterContact
Community
Free Downloads
Shop
Other Titles

Using TurboCASH

 







DOCUMENT PROCESSING
CREATE OR EDIT INVOICES
  
If you sell stock items to your debtors (customers) you need to enter the transactions in the Input - Documents - Invoices - Enter menu option and not in the Input - Batch Entry menu option. In this menu option, you may create new invoices, which is a source document that is handed or sent to the customer documenting the sales transaction.

Invoices may also be created if quotes have been confirmed and converted to an invoice in the Input - Documents - Confirm menu option or invoices may also be copied from the invoice history in the Edit - Repeating Invoices menu option. These invoices, including the newly created invoices, may be edited, before they are posted or updated to the ledger. It is important to check that invoices are correct (stock items, quantities, pricing, discounts, etc.) before they are posted or updated to the ledger. Once invoices are updated or posted to the ledger, and there are any errors on the invoices, you need process a credit note to correct any incorrect entries on the posted or updated invoice.

PLEASE NOTE

 

Cost Prices Latest Cost or Average Cost

Before you start to process and update any Invoices or other documents, you need to carefully plan and decide if you should use latest cost or average cost method. This will drastically influence your gross profit (Sales less Cost of Sales) and consequently the net profit. If you are not sure, which method to select, consult with your accountant.

TurboCASH defaults to an average costing basis. This means that if, when purchasing a stock item, the cost price has changed from the price you last specified, simply enter the new cost price. TurboCASH will then average the cost price for you (e.g. if you buy an apple for R1.00 today and tomorrow you buy another apple for R1.50, TurboCASH will calculate the average cost price to be R1.25 per apple).

If you wish to use the latest cost price instead of the average cost price, you need to select the Latest Cost (Cost of Sales) in the Setup - System Parameters - Stock Information (Use Cost of Sales) menu option.

If you do not select Cost of Sales, TurboCASH will not update your cost of sales account and you will not be able to view the gross profit (Sales less Cost of Sales) on your sales transactions. If no cost prices are reflected in the latest or average cost for your stock items, the Cost of Sales Account will be updated with a zero value.

To Create or Edit an Invoice:
Press the <Spacebar> or the key on your keyboard. You may also click on the speed button or icon. You may also click on the down arrow of the Invoice speed button to select Invoice from the sales document. The Document Entry screen will be displayed. Select Invoice in the Documents field, if Invoice is not displayed.

Title bar. Click to close or exit this screen. Select Invoice, if Invoice is not displayed. Select the debtor account. Select New to create a New invoice or select an available invoice number to edit the invoice. Enter a valid date or select a date using the date picker. Enter the Reference number, if available for the debtor. Once a document has been created, click to view the Document Entry details screen. The salesperson for the selected salesperson will be displayed. Select any other available salesperson. Select any available document group, if groups was created. The postal address as entered on the General Information tab for the selected debtor account will be displayed. The delivery address as entered on the Statements tab for the selected debtor account will be displayed. You may enter or overtype the address. The message as entered on the Documents Setup (Invoice) will be displayed. If you press the enter key, in the last line, the Document Entry Details screen will be displayed. The current account balance for the debtor account will be displayed. The amount available on the credit facility for the selected debtor account will be displayed. The credit limit as entered on the Accounting Information tab for the selected debtor account will be displayed. Select any available paper type on which you wish to print the document. Select screen, printer, file, e-mail or fax. Copies may only selected if the printer option is selected. Click to select another printer as your default printer and to set the paper for dot-matrix printers. Click to print the document to the selected output method. Click to close or exit this screen. The message as entered on the Documents Setup screen or a Quote Number (if a quote was confirmed). If you press the enter key, in the last line, the Document Entry Details screen will be displayed. Note the selected selling prices (1/2 or 3) for the selected debtor account. Note the Customer Discount for the selected debtor account as entered on the Debtor Account - Accounting Information tab.
Select and enter the applicable information for the applicable fields:

Option Description
1. Debtor Select the Debtor for whom you wish to create an Invoice or to edit an existing Invoice.
2. Invoice Number Always select NEW to create a new Invoice and TurboCASH will generate the next Invoice number. If you wish to edit an existing Invoice you may select the Invoice Number which will be displayed for that Debtor.

Confirmed and Converted Quotes as well as Generated Repeating Invoices may also be selected, if converted or generated for the debtor.
3. Date The current date in your system should be displayed. You may enter any other valid date or select a date using the date picker.
4. Your Reference: Enter the reference number as supplied by your Debtor, if available.
5. Salesperson The salesperson allocated on the Edit - Accounts - Debtor (General Information tab) will be displayed. If no Salesperson has been allocated to the specific Debtor, unallocated should be displayed.

You may also select any available Salesperson, added in the Setup - System Parameters - Salesperson menu option.
6. Document Group 1 /
Document Group 2
You may select any of the available Document Reporting Groups, which you have created in the Setup - System Parameters - Groups menu option.
7. Postal Address The address as entered on the Edit - Accounts - Debtor (General Information tab) will for the specific Debtor will be displayed.
8. Delivery Address The address as entered on the Edit - Accounts - Debtor (Statement tab) for the specific Debtor will be displayed.

You may also enter or overtype the address in this field if the delivery address is different.
9. Available Balance Check that the available balance on the credit facilities is sufficient to accommodate this invoice. If this invoice will exceed the credit limit, you may need to inform the debtor to make some payment.

TurboCASH will automatically calculate the difference between the credit limit and the current balance of your Debtors account.
10. Message The message you have entered in the Setup - System Parameters - Documents (Invoices tab) menu option will be displayed. You may enter or overtype this message with another message for this specific invoice.

Once you are finished with the message, the Document Entry Details screen for Invoices and the Stock Items search facility screen will be displayed.

Title bar displays the debtor account, document type and number and quantities on hand. Click to close or exit this screen. The selected document type - Invoice will be displayed. The selected debtor account. The generated or selected invoice number will be displayed. The date as entered or selected, or the date when a quote was converted or a repeating invoice was generated. The Reference number for the debtor, if entered. Click to go back to the previous screen (Document Entry (Header) screen. Click to delete a selected transaction or comment in a row. Click to insert a blank row to insert a transaction or comment. Click to view the Exclusive or Inclusive of VAT amounts. Click to enter a percentage for overall discount for the transactions. Click to change a line or row to a comment and enter a comment for the selected line or row. Click to clear or delete all the transactions and comments from this document. Click to select a specific document for which you wish to copy the transactions and comments into this document. Select any available stock item from the search facility. The description for the selected stock item will be displayed. Enter the quantity for this stock item. Enter the quantity for this stock item. Select a valid tax code (Output Tax for Invoices). The discount as entered on the Accounting Information tab for the debtor will be displayed if the Apply Invoice Discount option is set for the Stock Item. You may enter discount for the transaction. The amount will automatically be calculated. It is the unit price x quantities minus any discounts, if any. Scroll bar - scroll up or down to view more entries (transactions and comments). The totals for the transactions in the document. Note the selected selling prices (1/2 or 3) for the selected debtor account. Note the Customer Discount for the selected debtor account as entered on the Debtor Account - Accounting Information tab. The selling price for the selected stock item on this invoice. This line or row was converted to a comment.
Select the applicable Stock Item or Service Item from the Stock Item search facility and TurboCASH will automatically display the Item No., Description and Unit Amount in the applicable fields. You need to enter the Quantity in the Ship fields. When the cursor is in the Unit Amount field, the following screen reflecting your 3 selling prices will be displayed:

Transaction details. Selling Prices 1, 2 and 3. Comment line if comments were added for the transaction.

If you use 3 different selling prices, the default selling price 1, 2 or 3 as selected on the Edit - Accounts - Debtor (Accounting Information tab) will be selected. You may select any other available selling price, for this invoice, if you wish.

If you have entered any percentage for Customer Discount on the Edit - Accounts - Debtor (Accounting Information tab) and the Apply Invoice Discount field is selected on the Edit - Stock Items menu option for the selected stock item, the customer discount percentage for the selected debtor account will be displayed. Note you may overtype the discount with a zero (0) percentage if you do not wish to allow discount for this transaction. If you wish to grant a lower percentage or higher percentage of discount, you may overtype the percentage with the percentage of discount you wish to allow.

TurboCASH will automatically calculate the amount for the number of items invoiced in the line. If you are registered for VAT and VAT is applicable to the transactions, remember to check that the amounts reflect inclusive or exclusive of VAT correctly.

If you have selected an existing invoice, the details of the transactions will be displayed. You may add any new items, comments, select stock items and edit the selling prices, quantities and discounts, etc.
When you are finished with the Invoice, press the button to close or exit the Stock Item search facility. The following confirmation message will be displayed:


Click on the button to print the document and click on the button on the Document Entry Header screen. The document will be printed to the output method as displayed on the screen.

If you click on the button on the confirmation screen, you may print the Invoice later in the Input - Documents - Print menu option. You may also re-print the invoice whether it is posted or updated to the ledger, or not.

You may set the auto-post documents on print option in the Setup - System Parameters - Documents menu option to update or post documents automatically once a document is generated and printed. If you use this feature and click on the button not to print a document once it is generated, you need to update or post the unprinted documents in this Input - Update Ledger menu option.
You may proceed to create or edit another invoice or another document, or you may press the button on your keyboard to exit the Document Entry screen.

You may need to use the speed buttons on the Document Details screen to delete a transaction, insert a transaction, insert a comment, delete all the transactions in the invoice or even to copy the transactions from another invoice.

Once the quote has been accepted, you need to check that all the items on the quote is in the correct quantities, quality, pricing discounts, etc. and confirm and convert the quote to an invoice.


If the invoice is created incorrectly for some reason, and is not yet posted or updated to the ledger, you may delete the invoice in the Edit - Delete -Documents menu option.