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Using TurboCASH

 







EXPORT DATA
EXPORT ACCOUNTS TO A LOTUS SPREADSHEET FILE
  
The General Ledger Account records or data are saved in a Lotus 123 file when the data is exported in the Tools - Export menu option on the Accounts tab and the Lotus File Type is selected. Once the data for creditors have been saved to a file, you may access the file by locating it in the specific location and file name where you have saved this file on your system. You may use this Lotus 123 file to analyse and sort this data for your specific requirements or to Import Accounts.

To access the Lotus 123 file:
Locate the file on your system. You may use the Windows Explorer .
Double-click on the icon with the name you have saved the specific data for the exported debtor file. The selected file will be displayed.

Title bar - program name. Title bar - name of the saved exported file. Restore button - click to restore the program to the size in which the progam was displayed. Close button - click to close or exit the program. Minimise button - click to minimise the program. Menu bar - click to access the menu options in the program. Minimise button - click to minimise the active spreadsheet. Restore button - click to restore the spreadsheet to the size in which the progam was displayed. Close button - click to close or exit the active spreadsheet. Program name and icon. New - click to open a new spreadsheet. Open - click to open an existing spreadsheet. Save - click to save the data or your changes in this speadsheet. Print - click to print this spreadsheet or the selected cells. Cut - removes the contents of the selected cells and places it on the Clipboard. Copy - places the contents of the selected cells on the Clipboard. Paste - places the contents from the Clipboard into the selected cells of the active spreadsheet. Undo - click to undo a last or previous action. Change sheet properties. Select range or graphic object. Copy a range's styles to other ranges. Size columns to fit. Sum values above or to the left. Select several objects Create a chart. Create a map. Create a query table. Create a new version of the selected range. Create a script button. Create a text block. Draw an ellipse or circle. Draw a forward-pointing arrow. Name Box - displays the column and row of cells Formula bar - displays the contents or a formula for seelcted cells. Columns. Scroll bar Row 1 - Headings for the exported data fields. Rows. Universal SmartIcons set Change range properties. Range SmartIcons set. Print Preview Worksheet Sheet number or name. Previous spreadsheet or next spreadsheet. Create a new spreadsheet. Account Type ID. 0=General Ledger. 3=Bank Account. 4=Tax Account. Name or Description of the Account. Account number or code. For main accounts the last 3 digits will be 3 zero (000). For Sub-Accounts the values will be the values you have entered between 001 and 999. True=Income Statement Accounts (Income / Expenses). False=Balance Sheet Accounts. Account Reporting Group 2 - The selected Account Group 2. Start Date - The date when the percentage or rate for the Tax Account is effective. Only applicable to Tax Account Type (4). End Date - The date until when the percentage or rate for the Tax Account is effective. Only applicable to Tax Account Type (4). Rate - The percentage or rate that applies to a Tax Account. Only applicable to Tax Account Type (4). Rows Rows 2 to the end - the data for each account. True=An account has Sub-Accounts. False=No Sub-Accounts. Account Reporting Group 1 - The selected Account Group 1. Receipts Batch - the name of the receipts batch. Only applicable to Bank Account Type (3). Payments Batch - the name of the receipts batch. Only applicable to Bank Account Type (3). Currency Symbol. Exported Accounts in Lotus

 

The data fields exported from your general ledger account records is exported in columns, and the data, which you have entered in the Edit - Accounts - General Ledger, Bank Accounts and Tax Accounts menu option is displayed in rows (from row 2 onwards). Each general ledger account data is listed in its own row. Row 1 is used for the headings of the TurboCASH data fields.

The vertical scroll bar is located on the right-hand side of the spreadsheet file and is used to view more data for general ledger accounts data. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for general ledger accounts data.

The data fields on the screens in TurboCASH and the columns in which the data is displayed in the Lotus 123 spreadsheet is as follows:

General Ledger Accounts:
The listed data as entered or amended on the Edit - Accounts - General Ledger menu option will be displayed in columns A-G in the spreadsheet. Only for the Account types 0 (i.e. General Ledger accounts) as indicated in Column A of the spreadsheet, Column D will be displayed as True or False. True simply means that the data for the account is set to be an Income / Expense account (which will be displayed on the Income Statement to calculate the net profit / loss). Should this field not be selected, the data in field D will display as False. False simply means that these accounts are by default a balance sheet account (column D = False). The figures of these accounts will be reflected in the balance sheet.



Note that column D (i.e. Income / Expenses) only applies to the General Ledger Accounts screen. For all other account types (Bank and Tax Accounts (Account Types 3 and 4), as indicated in Column A of the spreadsheet, Column D will not be displayed and cannot be edited on the screens. These accounts are by default a balance sheet account (column D = False).

Bank Accounts:

The listed data as entered or amended on the Edit - Accounts - Bank Accounts menu option will be displayed in columns A-G in the spreadsheet.



The detail or names for the payments and receipts batches are listed in columns L and K respectively.

Tax Accounts:

The listed data as entered or amended on the Edit - Accounts - Tax Accounts menu option will be displayed in columns A-J in the spreadsheet. Note that Column D is by default linked to a balance sheet account (Column D = False) for this Account type. For the Account types 4 (i.e. Tax accounts) as indicated in Column A of the spreadsheet, Column D will not be displayed and cannot be edited on the screens. These accounts are by default a balance sheet account (column D = False).



Note that the data you enter on columns H to J are displayed in the spreadsheet. The data in columns H to J are only applicable to Tax (VAT) accounts. Column H indicates the effective date from which and column I indicate the date until when these dates apply. Column J reflects the percentage Tax rate that TurboCASH will use to calculate the VAT for the input or the Output Tax code.

The detail for the columns is as follows:

Column Field Account - Details Values
A Account Type General Ledger, Bank and Tax Accounts. 0=General Ledger

3=Bank Accounts

4=Tax Accounts
B Account Number General Ledger, Bank and Tax Accounts. Alpha-numerical
C Description General Ledger, Bank and Tax Accounts. Alpha-numerical
D Income / Expenses General Ledger

Tax and Bank Accounts is by default a Balance Sheet Account.
True= Income Expenses

False= Balance Sheet
E Sub-Account General Ledger, Bank and Tax Accounts. True=Yes

False=No Sub-Accounts
F Account Group 1 General Ledger, Bank and Tax Accounts. Alpha-numerical
G Account Group 2 General Ledger, Bank and Tax Accounts. Alpha-numerical
H Start Date Tax Accounts only Date
I End Date Tax Accounts only Date
J Rate Tax Accounts only Percentage
K Receipts Bank Accounts only Alpha-numerical
L Payments Bank Accounts only Alpha-numerical