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Using TurboCASH

 







EXPORT DATA
EXPORT DOCUMENTS TO AN EXCEL SPREADSHEET FILE
  
The Documents records or data are saved in a Microsoft Excel file when the data is exported in the Tools - Export menu option on the Documents tab and the Excel File Type is selected. Once the data for Documents 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 Microsoft Excel file to analyse and sort this data for your specific requirements or to Import Documents. If Documents are exported, two files are created, i.e.
  1. Header File - contains the information generated, selected and entered on the Document Entry Header screen. This information includes an unique ID number created for each document, document type (Invoice, Credit Note, Purchase, Goods Returned document, Quotes and Orders), as well as the Total amount of the Document Inclusive of VAT, the VAT amount and the status of the document (printed and posted or not), etc.

  2. Lines File - contains information regarding the transactions and comments selected and entered on the Document Entry Details screen.
To access the Microsoft Excel Header 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 Documents 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. Print preview - click to view this spreadsheet or selected data. Spelling coords=128,41,155,63 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. Format Painter Undo - click to undo a last or previous action. Undo - click to select an action to undo. Redo - click to redo a last or previous action. Redo - click to select an action to redo. Insert a Hyperlink Show or Hide Web Toolbar. Auto Sum - to insert a formula in a selected cell. Paste Function Sort Ascending Sort Descending Font - select a font. Bold Italic Underline Align Left Align Centre Align Right Merge cells and align centre across cells. Currency Percentage Style Comma Style Increase Decimal Decrease Decimal Decrease Indent Increase Indent Chart Wizard Map Drawing Zoom - click to select a size to view the spreadsheet. Office Assistant Borders Fill Colour Font Colour Name Box - displays the column and row of cells Formula bar - displays the contents or a formula for selected cells. Columns Scroll bar. Row 1 - Headings for the exported data fields. TurboCASH generates an unique number for each document created. Document Type - Invoice=10, Credit Note=11, Purchase=12, Goods Returned=13, Quotes=14 and Orders=15. Document date. Transaction date. Printed=True and Unprinted=False. Posted=True and Unposted=False. Exclusive mode=True and Inclusive mode=False. Invoice Discount amount. Rows Rows 2 to the end - the data for each document. Document number. The Reference number as entered on the Document header file. Document total amount (Inclusive of VAT). Tax amount. Debtor or Creditor account ID. Payment Type ID. Payment Group ID. Font Size - select a font size. Repeating Invoice - True Not repeating invoice - false Exported Document Header in Microsoft Excel

 

The data fields exported from document records is exported in columns, and the data, which were entered or selected in the Input - Documents menu option is displayed in rows (from row 2 onwards). The data for each document created 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 documents. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for documents.

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:



Col. Field Details Value
A WDocID TurboCASH generates a unique Document identification number for each document created. Numeric
B WTypeID Invoice=10

Credit Note=11

Purchase=12

Goods Returned=13

Quotes=14

Orders=15
Numeric
C DDate Date when document is created. Date
D DAllocatedDate Allocated Date. Date
E SDocNo Document number generated by TurboCASH Alpha-numeric
F SReference Reference as entered in the Your Reference field. Alpha-numeric
G BPrinted Printed=True or Unprinted=False True/False
H BPosted Posted=True or Unposted=False True/False
I BExclusive Exclusive=True or Inclusive=False mode. True/False
J FInvoiceDiscount Full Invoice Discount amount Amount
K FDocAmount Full Document amount Amount
L FTaxAmount Full Tax amount Amount
M WAccountID Account ID for Debtors / Creditors accounts Numeric
N WPaymentTypeID Payment Type ID  
O WPaymentGroupID Payment Group ID  
P BRepeating Repeating Invoice True
Q SAccountCode Debtor account or Creditor account number. Alpha-numeric
R WAccountTypeID Account Type ID - 1=Debtor and 2=Creditor 1 or 2
S SPost1 Postal Address line 1 Alpha-numeric
T SPost2 Postal Address line 2 Alpha-numeric
U SPost3 Postal Address line 3 Alpha-numeric
V SPostCode Postal Address Postal Code Alpha-numeric
W SMsg 1 Message line 1 Alpha-numeric
X SMsg 2 Message line 2 Alpha-numeric
Y SMsg 3 Message line 3 Alpha-numeric
Z SSalesperson Selected for Invoices, Credit Notes and Quotes only. Alpha-numeric
AA SDel1 Delivery Address line 1 Alpha-numeric
AB SDel2 Delivery Address line 2 Alpha-numeric
AC SDel3 Delivery Address line 3 Alpha-numeric
AD SDelCode Delivery Address Postal Code Alpha-numeric
AE SGroup1 Document Group 1 Alpha-numeric
AF SGroup2 Document Group 2 Alpha-numeric
AG SCurrency Currency Alpha-numeric
AH SUserName User Name if users were created. Alpha-numeric

To access the Microsoft Excel Lines 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 Documents 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. Print preview - click to view this spreadsheet or selected data. Spelling coords=128,41,155,63 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. Format Painter Undo - click to undo a last or previous action. Undo - click to select an action to undo. Redo - click to redo a last or previous action. Redo - click to select an action to redo. Insert a Hyperlink Show or Hide Web Toolbar. Auto Sum - to insert a formula in a selected cell. Paste Function Sort Ascending Sort Descending Font - select a font. Bold Italic Underline Align Left Align Centre Align Right Merge cells and align centre across cells. Currency Percentage Style Comma Style Increase Decimal Decrease Decimal Decrease Indent Increase Indent Chart Wizard Map Drawing Zoom - click to select a size to view the spreadsheet. Office Assistant Borders Fill Colour Font Colour Name Box - displays the column and row of cells Formula bar - displays the contents or a formula for selected cells. Columns Scroll bar Row 1 - Headings for the exported data fields. TurboCASH generates an unique number for each document created. Line or Row Type - Transaction line=90 and a Comment line=91. Document line - a numeric value to indicate the line or row number of a transaction or comment in a document. Stock ID - numeric number generated by TurboCASH for each Stock Item in the Stock Item code file. Selling Price (excluding VAT). For Purchases and Goods Returned documents it is the Cost Price (excluding VAT). The amount of Discount for the Stock Item. Tax ID - the unique number for the Output and Input Tax codes or accounts. Selling Price (including VAT). For Purchases and Goods Returned documents it is the Cost Price (including VAT). Rows Rows 2 to the end - the data for each transaction. Quantity entered in the Order field. Quantity entered in the Shipped field. Total Selling Price (excluding VAT). For Purchases and Goods Returned documents it is the Cost Price (excluding VAT). Total VAT amount. Stock Item description or name. The Output or Input Tax codes or accounts. Stock Item code. Font Size - select a font size. Exported Document Lines in Microsoft Excel

The data fields exported from document records is exported in columns, and the data, which were entered or selected in the Input - Documents menu option is displayed in rows (from row 2 onwards). The data for each document created 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 documents. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for documents.

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:



Col. Field Details Value
A WDocID TurboCASH generates a unique Document identification number for each document created. Numeric
B WLineTypeID Transaction=90

Comment=91
Numeric
C WLineID Line number for each transaction in documents. Numeric
D WStockID Numeric ID created by TurboCASH for each Stock Item in the Stock Item code file. Numeric
E FQtyOrder Quantity entered in the Order column. Alpha-numeric
F FQtyShipped Quantity entered in the Shipped column. Alpha-numeric
G FSellingPrice Selected or edited selling price Amount
H FItemDiscount Amount of Discount for the transaction / line. Amount
I WTaxID VAT or Tax account ID number. Numeric
J FInclusiveAmt Invoice Discount amount Amount
K FExclusiveAmt Full Document amount Amount
L FTaxAmount Full Tax amount Amount
M SDescription Stock Item description or name. Alpha-numeric
N SAccountCode Tax account code Alpha-numeric
O SStockCode Stock Item code Alpha-numeric