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Using TurboCASH

 







EXPORT DATA
EXPORT POSTED DOCUMENT BATCHES TO AN EXCEL SPREADSHEET FILE
  
The Posted Batches records or data are saved in a Microsoft Excel file when the data is exported in the Tools - Export menu option on the Posted Batches tab and the Excel Type is selected. Once the data for general ledger accounts 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 Excel file to analyse and sort this data for your specific requirements.

To access the Microsoft Excel 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. Print preview - click to view this spreadsheet or selected data. Spelling 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. Batch ID. TurboCASH generates a unique number for each batch created. Name or Description of the Batch or Journal. Account number or code. This may be a General Ledger, Debtors or Creditors Account. Tax code or VAT account number. Description or details of the transaction or document type. Line or row number indicates the number of the transaction entered in a document. Date the date of the transaction or document. Accounting period ID. (1 to 13 = Last Year and periods 14 to 26 = This Year). Rows Rows 2 to the end - the data for each transaction on the document. Contra Account number or code. User Name - The name of the User which created the batch, if Users were created in the Setup Access Control menu option. Reference Document number. Transaction amount. Credit amounts are preceded by a minus (-) sign. Font size - click to select a font size. Exported Posted Batches in Microsoft Excel

 

The data fields exported from your document transaction records is exported in columns, and the data, which you have entered in the Input - Documents (Invoices, Credit Notes, Purchases and Goods Returned menu option is displayed in rows (from row 2 onwards). Each transaction 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 transaction data. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for transaction data.

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

Batches List screen:

This screen was accessed when the document was selected on the Tools - Export menu option on the Posted Batches tab and if a document has been selected.



Documents are indicated as True on the Batches List search facility screen in the last column "From Doc" field. These batches were created when documents were generated and the documents are posted or updated to the ledger. The batch types for each of the documents is set in the Setup - System Parameters - Documents menu option. The Batch Types for these documents are as follows:

Debtor or Customer Documents:  
  Invoices Sales Journal
  Credit Notes Sales Journal or Customer / Debtor Allowances
Creditor or Supplier Documents:  
  Purchase documents or Supplier Invoices Purchase Journal
  Goods Returned or Supplier Returns Purchase Journal or Supplier / Creditor Allowances


Invoicing or other Document Entry screen:

The transaction data for a posted document as entered on the Document Entry screen are also exported to the spreadsheet.



Batch Type Details Report:

The data for the transactions posted to documents can also be viewed on the Batch Type Details Report.



The detail for the columns is as follows:

Column Field Account - Details Values
A Batch ID or number TurboCASH generates the Batch ID (or number).  Numerical
B Batch Type The name for the batch type as set in the Setup - System Parameters - Documents menu option. Alpha-numerical
C Account The selected account and tax account (if selected). Alpha-numerical
D Tax Account The Tax Account, which is applicable to a transaction or Stock Item as set in the Edit - Stock Item menu option. Alpha-numerical
E Contra-Account The specified or selected account as set in the Edit - Stock Item menu option. Alpha-numerical
F User name The name of the user if created in the Access Control menu option. Alpha-numerical
G Description The description for the transaction as entered in each line or as set in the Edit - Stock Item menu option. Alpha-numerical
H Line ID or number The line number for the transaction in a document. Numerical
I Date The date of the transaction. Date
J Period ID The ID for the accounting period for the transaction date. Numerical
K Reference TurboCASH generates the Batch ID (or document number) as set in the Setup - System Parameters - Documents menu option. Alpha-numerical
L Amount The amount of the transaction. Amount
M Tax Rate The percentage which applies to the selected Tax Code. Percentage
N Tax Amount The amount is calculated as a percentage of the amount in column L if a Tax Account was applicable for the selected Stock Item code of the transaction. Amount