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
DOCUMENT ENTRY HEADER SCREEN
  
If you trade in stock items or selling your services from your stock item code file, you need to create documents for your debtors (customers) (invoices, credit notes, quotes and documents for your creditors (suppliers) on the Input - Documents menu option. You may also edit any of these documents at any time before you post or update these documents. There are 2 basic screens, which are used to create documents and to process transactions.
  1. Document Entry Header - On this screen you may select the document type (if the correct document type is not displayed), the debtor and creditor account, select new document number (or an existing document number, if you need to edit a document) date of the transaction, etc.

  2. The Document Entry Details screen is used select stock items, enter quantities, discounts, comments, etc. and to edit the transactions, discounts, comments, etc.
To Access the Document Entry Screen:
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 a specific sales document (invoice, credit notes or quotes) or purchase document (purchase, and orders) or the point-of-sales invoice. In addition to these access options, you may also use various other combinations of shortcut keys, which you may press on your keyboard to access the document entry screen for a specific document type. The Document Entry screen will be displayed.

Title bar. Click to close or exit this screen. Select Credit notes, Purchase, Goods Returned, Quotes or Orders. Select the debtor account for Sales documents (Invoice, Credit Note, or Quote) or Purchase documents (Purchase, Goods Returned or Orders). Select New to create a New document, or select an available document number to edit the document. Enter a valid date or select a date using the date picker. Enter the Reference number, if available for the debtor or creditor. Once a document has been created, click to view the Document Entry details screen. The Salesperson is only available for Sales documents (Invoices, Credit Notes and Quotes). If the correct salesperson is not displayed, you may select another 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 or creditor account will be displayed. The delivery address as entered on the Statements tab or Remittance tab for the selected debtor or creditor account will be displayed. You may enter or overtype the address. 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. The current account balance for the debtor or creditor account will be displayed. The amount available on the credit facility for the selected debtor or creditor account will be displayed. The credit limit as entered on the Accounting Information tab for the selected debtor or 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. 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 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.
You need to select (and enter if necessary) the following information:

 

Option Description
1. Documents Click on the down arrow to select any of the following documents, if the required document is not displayed:

Title bar. Click on the drop-down arrow to select any other document than invoice for a debtor (customer) account. Click on the drop-down arrow to select any other document than invoice for a debtor (customer) account. Select to create or edit a credit note for a debtor (customer) account. Select to create or edit a purchase document for a creditor (supplier) account. Select to create or edit a stock or goods returned document for a creditor (supplier) account. Select to create or edit a quote for a debtor (customer) account. Select to create or edit an order for a creditor (supplier) account.

Note that the Document entry screen will change to reflect the descriptions for the selected fields.
2. Creditor This will display Creditor for purchases, goods returned or orders and will change to debtors when invoices, credit notes and quotes.
  • If the cursor is in this field, when debtors are displayed, you will be able to select a debtor account on the Debtors search facility.

  • If creditors are displayed, you will be able to select a creditor account on the Creditors search facility.
3. Invoice number If you create a new document, you need to select NEW. TurboCASH will generate the next document number for the selected document. It is recommended that you check your document numbers and change the document numbers, if necessary in the Setup - System Parameters - Documents menu option before starting to process your first document.

If you wish to edit an existing document, select the document number. All document numbers for a debtor or creditor, which have not yet been updated or posted to the ledger, may be selected.
4. Date Enter a valid date or select the date for the transaction using the date picker. If it is a document, which you are editing, the date when the document was created will be displayed.
5. Your Reference If you have received a reference number from your debtor (customer) or creditor (supplier), you need to enter their reference number in this field. When printing the documents, the reference number will be displayed and make it easier for the debtors (customers) or creditors (suppliers) to link and trace the transaction in their records.
6. This button will display the Document Entry Details screen on which you may select stock items, enter quantities, discounts, comments, etc. and to edit the transactions, discounts, comments, etc.
7. Salesperson The available salespersons can only be selected for invoices, credit notes and quotes. Salespersons are added or deleted on the Setup - System Parameters - Salespersons menu option.
8. Document Group 1 / Document Group 2 If you have created any document groups in the Setup - System Parameters - Groups (Documents tab) menu option.
9. Postal Address The postal address as entered on the Edit - Accounts - Debtor (General Information) and in the case of creditors in the Edit - Accounts - Creditor (General Information) menu options. You may overtype this address for a specific document, but need to change the address details on the Edit - Accounts menu option if the address for a debtor or a creditor has permanently changed.
10. Delivery Address The delivery address if entered on the Edit - Accounts - Debtor (Statements tab) and in the case of creditors in the Edit - Accounts - Creditor (Remittance) menu options. You may enter or overtype this address for a specific document, but need to change the address details on the Edit - Accounts menu option if the address for a debtor or a creditor has permanently changed.
11. Message The message if entered for the specific document type on the Setup - System Parameters - Documents menu option will be displayed.

In the case of generated invoices, which have been copied from recurring invoices, the message as entered (and if it is selected to replace message by) on the Edit - Repeating Invoices menu option will be displayed.
12. Current Balance Turbo CASH will reflect the current account balance for the selected debtor or creditor account.
13. Credit Limit The credit limit if entered on the Edit - Accounts - Debtor (Accounting Information tab) and in the case of creditors in the Edit - Accounts - Creditor (Accounting Information tab) menu options.
14. Available Balance TurboCASH will calculate and display the amount available on the credit facility Credit Limit minus the Available Balance). If the current balance exceeds the credit facility when you enter transactions, TurboCASH will inform you accordingly.

After selecting and entering the details on this screen, the cursor will when passed through the last message line on the screen display the Document Entry Details screen for the selected document. Once you have entered your transactions, comments, etc. and you exit the Document Entry Details screen, the Document Entry Header screen and following confirmation message (this message will reflect the name for the selected document type; in this example invoice is displayed):


If you click on the button, you may print or re-print the invoice at a later stage in the Input - Documents - Print menu option. Click on the button to print the document. The options to print a document may be set once, but may be changed when your requirements change. The options is as follows:

Option Description
1. Paper Type Select pre-printed, plain A4. service, plain eyeline and forty. In you select pre-printed paper, no headings for the document will be printed. (e.g. the word Tax Invoice will be displayed on the pre-printed paper and TurboCASH will not print the word Tax Invoice, etc. Pink Software (Pty) Ltd also offers a range of stationery for documents, statements, etc.
2. Send Report To You may view any document on screen, print the document on the printer, save a document in a file, send via e-mail or via a fax.
3. Copies You may select the number of copies only if the send to printer is selected.
4. Printer Setup You may select a different printer than the default printer and set the paper size, margins, etc. if you have selected a dot-matrix printer.
5. Print This button will print the invoice to the selected medium (screen, printer, file, e-mail or fax).

You may at any time select to print your picture logo in stead of the address or (visa versa) on the documents, provided that you have loaded a logo in the Setup - System Parameters - Company Info (Options tab).

Should you enter an invalid debtor account, TurboCASH will display the following confirmation message:



If you click on the Yes button, the Edit - Accounts - Debtor screen will be displayed in which you may create a new debtor account.

Should you enter an invalid creditor account, TurboCASH will ask you if you wish to create this account. If you click on the button, the Edit - Accounts - Creditor screen will be displayed in which you may create a new creditor account.

You may also click on the button to select the correct account, if an incorrect account was selected.