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Using TurboCASH

 







DOCUMENT PROCESSING
CREATE OR EDIT ORDERS
  
You may need to place orders with your creditors (suppliers). The creditor (supplier) will supply or deliver the goods on specified on the order. When the Goods are received you need to check and confirm that the goods on the order are actually received in the correct quantities and quality and that the pricing and discounts are correct. Should there be any discrepancies on the order, goods that are not actually received or which is damaged, you may edit the order and confirm or convert the order to a purchase document or a goods received note.

To Create or Edit an Order:
Press the <Spacebar> 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 orders from the purchase document list or press the and keys on your keyboard. The Document Entry screen will be displayed. Select Orders in the Documents field, if Orders is not displayed.

Title bar. Click to close or exit this screen. Select Orders, if Orders is not displayed. Select the creditor account. Select New to create a New order, or select an available order number to edit the order. Enter a valid date or select a date using the date picker. Enter the Reference number, if available for the creditor. Once a document has been created, click to view the Document Entry details screen. This field will be inactive for Orders. Select any available document group, if groups was created. The postal address as entered on the General Information tab for the selected creditor account will be displayed. The delivery address as entered on the Remittance tab for the selected creditor account will be displayed. You may enter or overtype the address. The message as entered on the Documents Setup (Orders) 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 creditor account will be displayed. The amount available on the credit facility for the selected creditor account will be displayed. The credit limit as entered on the Accounting Information tab for the selected creditor 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 for the selected document will be displayed. If you press the enter key, in the last line, the Document Entry Details screen will be displayed.
Select and enter the applicable information for the applicable fields:

 

Option Description
1. Creditor

Select the Creditor with whom you wish to place an Order or to edit an existing Order.

2. Order Number Always select NEW to create a new Order and TurboCASH will generate the next Order number.

If you wish to edit an existing Order you may select an existing Order Number for the selected Creditor.
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 Creditor, if available.
5. Salesperson The salesperson is not applicable to orders and purchases and stock or goods returned documents and cannot be selected.
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 - Creditor (General Information tab) for the specific Creditor will be displayed.
8. Delivery Address The address as entered on the Edit - Accounts - Creditor (Remittance tab) for the specific Creditor 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 order. If this order will exhaust or exceed the credit limit, you may need to schedule payment to the creditor or apply for increased credit limit. If your credit limit is going to be exceeded, your creditor (supplier) may not deliver this order.

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

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

Title bar displays the creditor account, document type and number and quantities on hand. Click to close or exit this screen. The selected document type - Orders will be displayed. The selected creditor account. The generated or selected order number will be displayed. The date as entered or selected or the date of a converted order to a purchase document. The Reference number for the creditor, 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. 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. Select a valid tax code (Input Tax for Goods Returned). 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. The purchase price for the selected stock item. Displays the comment or remark as entered in the description field of the selected row.
Select the applicable Stock 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. TurboCASH will automatically calculate the amount for the number of items Orders placed 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 received a price list or an agreement with your creditor that the prices have increased, you need to enter the latest cost price. Should you have specific discounts, as agreed with your creditor (supplier) you need to specify the percentage of discount.

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


Click on 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 Order later in the Input - Documents - Print menu option. You may also re-print the order whether it is confirmed and converted to a purchase document, or not.
You may proceed to create or edit another order 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 order.

Once the order has been fulfilled and the goods has been delivered, you need to check that all the goods were received in the correct quantities, quality, etc. and confirm and convert the order to a purchase document or a goods received note.

If an order could for some reason not be delivered, you may delete the order in the Edit - Delete -Documents menu option.