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Using TurboCASH


The transactions in TurboCASH are entered in the Batch Entry screen, unless you are processing Documents (Invoices, Credit Notes, Purchases and Goods Returned Documents) for your Stock Items.

In any accounting system as with the hand system, you would normally enter all your transactions in the various books of prime entry or auxiliary journals into the ledger. You will sort out your various source documents into groups i.e. your sales, your purchases, your receipts, your payments, etc.

For each transaction, you need a source document from which you will enter the basic information in a batch entry screen. You would enter the cheque number, date, to whom the payment is made and for what, and the amount of the transaction in a row under each heading of the columns in a batch entry screen. A sample of a cheque counterfoil and to enter the data into the payments batch, is as follows:


Enter in the Date column. Enter in the description column and select the account. If it is payment on Account, select the Creditor account. Enter the amount Inclusive or Exclusive of VAT. Enter in the reference column.

Title bar. The name of the selected batch. Title bar. The Alias for the selected batch. Title bar - double-click to display the screen in full size or to return to the normal size. Minimise button - inactive. Restore button - click to display this screen to full size and click again to restore it to its original size. Close button - Click to close or exit this screen. Click to delete a selected transaction. Click to insert a row or line above a selected transaction. Click to balance the batch, if the batch is not already in balance. Click to post or update the transactions to the ledger, if the batch is in balance. Click to enter transactions Inclusive or Exclusive of VAT. Click to list the entries or transactions entered into the batch. Click to access more processing options for the batch. Click to set the Options for this batch. Enter the document or reference number for the transaction in this column. Enter or select the date of the transaction in this column. Enter a description for the transaction. Select the General Ledger or Creditor Account. Select a valid Tax (Input VAT) Account, if you are registered for VAT and VAT is applicable to the transactions. Enter the debit amounts for General Ledger or Creditor Accounts. No amounts should be entered for payments in this column. Scroll bar - scroll to view more transactions entered in the batch. The Account for the selected transaction or row. The accumulative total of the transaction amounts entered in the batch. The amount of the selected transaction Inclusive and Exclusive of VAT, the Accounting period and the Contra account. Account lookup facility may be configured in the Advanced Setup Options for this batch to list All Accounts, only, General Ledger, Debtors or Creditors only. It will change to the Tax Codes Lookup facility when yje cursor is in the Tax column.

Column headings - Represents the basic information that should be contained in any transaction data obtained from source documents. This basic information which you need to enter into any accounting system and into TurboCASH is as follows:

Column Heading Description
Reference number: The number of the document, which contains the details of the transaction. It may be a cheque, deposit, receipt, invoice, petty cash voucher, etc.
Date: The date of the transaction. This date must be a valid date within any accounting period within a financial year.
Description: A brief description of the details of the transaction. The descriptions entered in the description fields should be entered sensibly, as they will reflect in all detailed reports, and on debtors remittance advises and debtor statements. These descriptions should be useful to your creditors and debtors. It should also enable you at a later stage as well as any other outside auditor or accountant to determine the origin and nature of the transaction.
Account: The account which must be debited or credited with the transaction.
Tax: The tax account and amount
Amount: The amount of the transaction (inclusive or exclusive of Tax (VAT)

Rows - For each source document or transaction you need to enter the basic information in a row on the batch entry screen.

Should you, for example, make one payment or issue a cheque for petrol and repairs and wish to allocate the petrol to one account and the repairs to another account, you need to enter each of these items (parts of a transaction) in 2 separate rows. You will still need to use one reference number (same cheque number) for both transactions. You will then have one source document (cheque) with 2 entries representing 2 transactions with the same party.

You may configure or set the options for the selected batch or journal as follows:-
  1. Columns

    • Tax Column - Disable Tax - Hide the Tax column in the batch or journal entry screen as well as the Tax Account Search or Lookup Facility. This option should only be used if no VAT is applicable to all transactions entered in the batch or journal or if the user is not registered as a VAT Vendor.

    • Contra Account Column - Contra Account per Line Column - if you wanted to allocate different transactions to different ledger accounts, you would select this option. Examples where you need to select this option (to select an contra account for each transaction), would be the Petty Cash Journal, Purchase Journal and Purchase Returns Journal.

  2. Lookup or Search Facilities

    • All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Ledgers Special).

    • General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special). Examples would be if only need to enter and process transactions which does not apply to Debtors or Creditor Accounts, e.g. Depreciation or adjustments to General Ledger Accounts in the General Journal. Other examples would be cash purchases in the Payments Journal or Petty Cash Payments Journal which need to be allocated to the Expense and Asset Accounts).

    • Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and Ledgers Special). An example would be if only sales invoices are batched and entered into the sales journal for which you only need to select the Debtor Accounts. Another example would be if you only batch or group a deposits (receipts) for payments received from Debtors.

    • Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and Ledgers Special). An example would be if only purchase invoices (received from creditors) are batched and entered into the purchase journal for which you only need to select the Creditor Accounts. Another example would be if you only batch or group a payments (cheque counterfoils or payment remittance advises) for payments made to Creditors.

    • Ledgers Special - select to display all Ledgers Special Accounts (i.e. General Ledger, Debtors and Creditors).

  3. Amount Entry

    • Allow Both: Use this particularly in General Journal where the transactions you enter have both debit and credit transactions which balances out, e.g. as on a trial balance.

    • Debit: The default is set to the Debit side of the batch. Use this if you wish to enter various debit transactions to various accounts and credit only one account.

    • Credit: The default is set to the Credit side of the batch. Use this if you wish to enter various credit transactions to various accounts and debit only one account.