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Using TurboCASH

 







DOCUMENTS SETUP
INTRODUCTION TO DOCUMENTS SETUP
  
This option allows you to set up your debtor or customer documents (Invoices, Credit Notes and Quotes) and your creditor or supplier documents (Purchases, Orders and Goods Returned). The Documents Setup should only be done if you are trading in stock items or services set up in your stock item code file.

Before you can start to generate documents in TurboCASH, you need to set the Documents up. If you have converted the data from an earlier version of TurboCASH or Pastel version 5.2, the document details should have been converted automatically, and only needs to be checked.

It is important to check and set the document numbers, batches, headings and messages before you start to process any documents. You should also see that your document headings display correctly according to VAT legislation, if you are registered for VAT.

 

B> To Setup Documents:
Click on Setup - System Parameters - Documents menu option or press the and and and keys on your keyboard. The Documents Setup screen will be displayed:

Title bar. Close button - click to close or exit this screen. Click to check and set the Number, Batch, Paper Type, Heading, Message and Logo for Invoices. Click to check and set the Number, Batch, Paper Type, Heading, Message and Logo for Credit Notes. Click to check and set the Number, Batch, Paper Type, Heading, Message and Logo for Purchase Documents. Click to check and set the Number, Batch, Paper Type, Heading, Message and Logo for Goods Returns (Supplier Returns). Click to check and set the Number, Paper Type, Heading, Message and Logo for Orders. Click to check and set the Number, Paper Type, Heading, Message and Logo for Quotes. You may change the Invoice Number, if no Invoices have been processed. To set the Invoice for another Batch Type, you first need to create the Batch Type. Select the Paper Type (Preprinted, Plain A4, Service, Plain Eyeline or Forty). The Heading to be displayed on the Invoice. If registered for VAT, it must read Tax Invoice. Enter or change the message to be displayed on Invoices. Select to print the Standard Logo - If you have set the Logo. Click to set the Dot Matrix Printer Paper Setup. Click to save your changes. Click to close or exit this screen. Select the Default layout file. These files are created in the Report Designer and must exist is stored in the Bin/Reports folder in the TCASH3 or installation directory. Select to print frames in the document layout. If left blank, only the data will be printed. Select to automatically update or post documents to the ledger after a docu7ment is generated and printed. This field will only be available and displayed if users were created in the Setup - System Parameters - Access Control menu option. Select to use general numbers and a user, if you wish to use general numbering. Select the Default layout file. These files are created in the Report Designer and must exist is stored in the Bin/Reports folder in the TCASH3 or installation directory.
Select each of the following documents to check or amend the document numbers, batch types (except in the case of Orders and Quotes), select the paper type, change the headings, if necessary, and to enter the messages you wish to be displayed on the documents:

Debtor (Customer) Documents:
1. Invoices Invoices will record the sales transactions with your debtors from your stock code file. This source document will, once posted or updated to the ledger, record the sales, cost of sales transactions in the general ledger and update the debtor's ledger.
2. Credit Notes Credit notes will record the sales returns received from your debtors (customers) from your stock code file. This source document will once posted or updated to the ledger reverse the entries or part of the transactions issued and posted on the invoice.
3. Quotes Quotes will record the promise to sell specified goods or stock items at certain prices and quantities if the debtor or customer accepts the quote within a specified period.

Once a quote is accepted it can be confirmed and converted to an invoice. Quotes cannot be posted or updated to the ledger.
Creditor (Supplier) Documents:
1. Purchase Purchase or goods received documents will record all the purchase transactions with your creditors or suppliers from your stock code file. This source document will, once posted or updated to the ledger, record the purchases in the stock ledger, the stock control account in the general ledger and the creditors account in the creditor's ledger.
2. Goods Returned Goods returned or stock returned documents will record the purchase returns returned to your creditors (suppliers) from your stock code file. This source document will once posted or updated to the ledger reverse the entries or part of the transactions issued and posted on the purchase document.
3. Orders Orders will record the stock items or goods, which is ordered from a creditor or supplier.

Once an order is fulfilled, the stock items or goods are received, the order can be confirmed and converted to a purchase or goods received document. Orders cannot be posted or updated to the ledger.


If you are registered as a company, close corporation, non-profit organisation, non-governmental organisation, etc. or any other organisation, which require that your business or organisation registration number should be displayed on all documentation, etc. in terms of any legislation. You need to enter the registration number in the Setup - Company Info (Address tab - Company Reg. No. field) before processing any documents.

If you are registered as a VAT vendor, you need to enter the Tax (VAT) registration number in the Setup - Company Info (Address tab - Tax Reg. No. field) before processing any documents.