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Using TurboCASH

 







DOCUMENT PROCESSING
INTRODUCTION TO DOCUMENTS
  
Documents are source documents containing the details of transactions with your customers (debtors) or suppliers (creditors) from your stock item code file. TurboCASH generates these documents, which means that you do not have to write out a physical invoice, credit note, purchase document, goods returned document or an order. These source documents are usually handed or sent to the debtors (customers) or creditors (suppliers). TurboCASH also stores these documents in the Set of Books. You may also at any time print these documents, provided that the documents are not deleted.

Documents may only be generated or processed in TurboCASH if you are trading stock items or selling services from codes created on the Edit - Stock Item menu option.

Before you may generate documents for your debtors (customers) or your creditors (suppliers) you need to check or create the following:

 

Setup - System Parameters menu option:
1. Create a Batch Type for the Cost of Sales Journal.
2. Setup - Stock Information.
3. Setup - Documents.
Edit Menu Option:
4. Create General Ledger (Sales, Cost of Sales, and Stock Control Accounts)
5. Create Debtor Accounts. Should you need to generate invoices for cash customers from the stock code file, you also need to create a cash sales account.
6. Create Creditor Accounts.
7. Create Stock Items. You may need to create a service stock item, if you wish to invoice labour or consulting fees with your stock items on the same invoice.

If you had stock items, on a previous accounting system, you need to take-on your opening stock items (cost and quantities) in the Input - Adjust Stock (Take-on) menu option.

Once your settings are correct and your accounts have been created, you may start to process or generate the following documents:

For Creditors (Suppliers):

Document Description
Orders TurboCASH will generate or process Orders for your stock items for a specified creditor or supplier. An Order is only a document that is placed with a creditor or supplier to indicate that product(s) or stock item(s) at specified quantities and prices should be delivered.

These Orders will not affect the stock items at hand and do not generate transactions. However, when a creditor or supplier delivers the goods, the order may then be confirmed and converted to a purchase document.
Purchases Purchase documents should match the invoices received from creditors or suppliers. When a creditor or a supplier delivers goods or services to you, you may generate a Purchase document or a Goods Received Note, which can be printed and handed or sent to the creditor or supplier.

TurboCASH will then, once you post or update the Purchase document or a Goods Received Note to the ledger, update all the accounts, stock quantities and values, etc.
Goods Returned Notes When a Purchase document or a Goods Received Note for a creditor or a supplier has been incorrectly processed or some goods are returned to the creditor or a supplier, you may generate or process a Goods Returned Note to the creditor or a supplier.

TurboCASH will then, once you post or update the Goods Returned Note to the ledger, update all the accounts, stock quantities and values, etc. (exactly the opposite effect as that of Purchase document or a Goods Received Note).

For Debtors (Customers):

Document Description
Quotes TurboCASH will generate or process quotes for your stock items for a specified debtor or customer. A quote is only a document indicating that you may offer a product(s) or stock item(s) at specified quantities and prices.

These quotes will not affect the stock items at hand and do not generate transactions. However, when a debtor or customer accepts a quote, the quote may then be confirmed and converted to an invoice.
Invoices When a debtor or a customer purchases goods or services from you, you need to generate an invoice, which can be printed and handed or sent to the debtor or customer.

TurboCASH will then, once you post or update the Invoice to the ledger, update all the accounts, stock quantities and values, etc.
Credit Notes When a debtor or a customer has been incorrectly invoiced or returns some goods (already invoiced), you may generate or process a credit note to the debtor or customer.

TurboCASH will then, once you post or update the credit note to the ledger, update all the accounts, stock quantities and values, etc. (exactly the opposite effect as that of Invoices).
Delivery Notes You can print a delivery note to ship the invoiced stock items. Debtors or customers usually receive the delivery note first before they receive the Invoice. A delivery note contains basically the same information as on the invoice, but no amounts will be displayed on the delivery note.

The debtors or customers usually sign the delivery notes to acknowledge that they have received the goods. Delivery notes are supporting documents to Invoices.
Repeating Invoices If you have invoices, which are of a repetitive nature, you may select an Invoice or a range of invoices from the Invoice History on the Edit Repeating Invoices menu option and generate invoices. TurboCASH will create new invoices with all the transaction details to the debtor accounts. You may then edit these invoices and post or update them to the ledger.

Once the documents are processed, you may edit any of the documents before you post or update the documents to the ledger. You may also need to print documents and delete documents.

Once an invoice has been posted or updated with the incorrect transactions, you need to issue a credit note to correct the incorrect transactions.

Once a purchase document has been posted or updated with the incorrect transactions, you need to issue a stock or goods returned document to correct the incorrect transactions.

If you did not take on any stock items or sufficient stock quantities, you need to update your purchases first before you post or update your invoices. This will ensure that you have sufficient quantities of stock items at hand that your cost prices (average and latest cost) will be updated. When you process your invoices and credit notes, the cost of sales will be calculated more accurately.