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Using TurboCASH

 







DOCUMENT PROCESSING
CREATE OR EDIT PURCHASE DOCUMENTS OR GOODS RECEIVED NOTES
  
If you purchase stock items from your creditors (suppliers) you need to enter the transactions in the Input - Documents - Purchases menu option and not in the Input - Batch Entry menu option. In this menu option, you may create new purchase documents, which is a source document that is sent to the supplier to acknowledge that the stock items or goods have been received. It is a good idea to check the creditor (supplier) invoice against the purchase documents, before the purchase documents are posted or updated to the ledger.

You may also edit purchase or goods received notes, for confirmed and converted orders to purchase or goods received documents or any purchase or goods received notes, which have not yet been posted or updated to the ledger. It is very important to check the accuracy of your purchase or goods received documents before posting or updating it to the ledger, since you need to create a stock or goods returned document to correct any errors on posted or updated purchase documents.

To Create or Edit Purchase Documents or Goods Received Notes:
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 purchase from the purchase document list or press the and keys on your keyboard. The Document Entry screen will be displayed. Select Purchase in the Documents field, if Purchase is not displayed.

 

Title bar. Click to close or exit this screen. Select Purchase, if Purchase is not displayed. Select the creditor account. Select New to create a New purchase or select an available purchase number to edit the purchase. 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 Purchases. 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 (Purchase) 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 or an Order Number (if an order was confirmed). 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 for whom you wish to create a Purchase document or to edit an existing Purchase document.
2. Purchase Number Always select NEW to create a new Purchase document and TurboCASH will generate the next Purchase Number.

If you wish to edit a Purchase document or a Purchase document, which was confirmed and converted from an Order, you may select an existing Purchase 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.

If you have converted an Order to a Purchase or Goods Received document, the date on which the Order was converted to a Purchase or Goods Received document will be displayed.
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 purchase. 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.

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 (Purchase tab) menu option will be displayed. You may enter or overtype this message with another message for this specific purchase document.

Once you are finished with the message, the Document Entry Details screen for Purchase 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 - Purchase will be displayed. The selected creditor account. The generated or selected purchase 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. This line or row was converted to a comment.
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. TurboCASH will automatically calculate the amount for the number of items 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, or an existing purchase or goods received document (which have not yet been posted or updated to the ledger), the details of the transactions for the selected document 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 Purchase document, 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 purchase document later in the Input - Documents - Print menu option. You may also re-print the purchase document whether it is posted 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 purchase or goods received document 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 purchase document.

Cost Prices Latest Cost or Average Cost

Before you start to process and update any purchase 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 use Cost of Sales, TurboCASH will update the cost of sales account with the cost prices (latest cost or average cost).

Finally you need to post or update the purchase documents to the ledger. Once a purchase or goods received document is updated or posted to the Ledger, it can not be edited. It is a good idea to check the creditor (supplier) invoice against the purchase documents, before the purchase documents are posted or updated to the ledger.

If any errors are found in a posted or updated purchase document, you need to create a stock or goods returned document to correct any errors on posted or updated purchase orders.

Purchase or goods received documents may be deleted in the Edit - Delete -Documents menu option.