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Using TurboCASH

 







CREATE A SET OF BOOKS
LET TurboCASH HELP YOU TO CREATE A SET OF BOOKS - RETAIL ENTITY
  
If you did not convert a Set of Books on from a previous version of TurboCASH or in Pastel Version 5.2, to this version of TurboCASH, you need to create a new Set of Books. TurboCASH will guide you through the steps to create a new Set of Books with the Creation Wizard in a matter of minutes. It is a good idea to check that you have all the necessary information regarding your business at hand before you start to create your Set of Books. The Start up Reference for a Retail Entity will assist you to collect all the necessary basic information regarding your business or organisation.

Once you have the necessary information available, you may proceed to create your Set of Books. Should you not have all the information available at this stage, you may go back and enter some of the information at a later stage.

To create a Set of Books:
Click on the File - Create Set of Books menu option or press the key on your keyboard.

 

Click to open an existing Set of Books Click to create a Set of Books. TurboCASH will display 5 options to create a Set of Books and a Pastel 5.2 Conversion option if you have installed the Plug-ins from the CD during the installation. Click to close an open Set of Books. Click to Delete a Set of Books. Click to Save a Set of Books with a different name or in a Different Directory on your System. Click to Backup or Restore a Set of Books. Click to Re-index your Database. Click to switch to any other available language. You will then be able to work in the selected language. Click to exit the TurboCASH program. Click to Open, Create, Close, Delete, Save, Backup, Restore, Data Re-index a Set of Books, to Choose a Different Language or Exit TurboCASH. First open a Set of Books before this menu option can be accessed. First open a Set of Books before this menu option can be accessed. First open a Set of Books before this menu option can be accessed. First open a Set of Books before this menu option can be accessed. Title bar.

The Creation Wizard screen will display the 5 options to create a Set of Books.

Select to convert your data from a previous version of TurboCASH. If not activated, you need to install an earlier version of TurboCASH 3.7 and re-install this version of TurboCASH once your Set of Books has been converted successfully. Click to make an exact copy of a selected set of books. Click to let TurboCASH guide you through the installation process. Click to create a set of books from scratch. Click to convert your data from the Pastel Version 5.2 accounting program. Click for the next step. Cancel - the creation wizard screen will be closed. Title bar. Close button - click to close or exit this screen.
TurboCASH automatically defaults to the Option "Let TurboCASH help you to create a set of books?" as this is the recommended for most users. You only need to check that it is selected.
Click on the button. The following screen of the Creation Wizard will be displayed.

Title bar. Close button - Click to close or exit this screen. Select a Set of Books from the list. Scroll bar - Scroll up or down to view more available Sets of Books. Click to select a Set of Books in a different directory from the Browse for Folder screen. Click to go back to the first screen (Welcome to the Creation Wizard) where you may select another option (create, copy or convert a Set of Books). Click to launch the next step or screen of the Creation Wizard. Click to Cancel the Creation Wizard. The location or directory of the list of Sets of Books. The name of a Set of Books, if selected, will also be displayed. Scroll bar - Scroll to the right or to the left to view more information, if necessary.
Select a Set of Books (template). It is recommended that you select the EXAMPLESA (if you are a South African based user) or EXAMPLEUK (if you are a United Kingdom based user), since these example Sets of Books) are generic for most businesses or organisations. TurboCASH has also included other Sets of Books, which are installed from your TurboCASH installation CD. You may however; select any of the available Set of Books, which you feel most closely, represents your type of business.

If you do not find any of these Sets of Books suitable for your requirements, for example if you wish to use an Afrikaans Set of Books, you may click on the button to Browse for a Set of Books on Browse for Folder screen. The Afrikaans Sets of Books are located in the TurboCASH installation directory (TCASH3/Bin/AfrikaansBoeke) or other directory than TCASH3, which you have specified when you have installed TurboCASH.
Click on the button. The following screen of the Creation Wizard will be displayed.

Title bar. Close button - Click to close or exit this screen. Enter an unique name for the New Set of Books. The name may not be more than 15 characters. Click to select a different destination directory or folder from the Pick a Directory screen. Click to go back to the previous screen where you may select another Set of Books (template). Click to launch the next step or screen of the Creation Wizard. Click to Cancel the Creation Wizard. The location or directory in which the New Sets of Books will be created. The name of any folders and the name for the Set of Books, if entered, will also be displayed.
Enter the name for your Set of Books. The name must not already exist and may not be longer than 15 characters. This name will help you to identify your set of books on your system and you will need to select this name, whenever you need to open the Set of Books or perform some other functions on the Set of Books.

The Directory in which you will create the Set of Books are displayed underneath the Location Browse button. It will usually be the default directory in which TurboCASH is installed (TCASH3) or other directory than TCASH3, which you have specified when you have installed TurboCASH. If you wish to create your Set of Books in any other directory or location on your system, you may click on the button to select any Folder or Drive on the Pick a Directory screen.
Check that your location where you wish to create the Set of Books is correct and click on the button. The following screen of the Creation Wizard will be displayed.

Title bar. Close button - Click to close or exit this screen. The Setup Company screen will be launched. Click to go back to the previous screen where you may select another directory or folder or change the name for the New Set of Books. Click to create the Set of Books. You need to confirm if you wish to create the Set of Books. Click to Cancel the Creation Wizard. Select this option to launch the Setup Reporting Dates screen. Select this option to launch the Setup Batch Type screen. Select this option to launch the Setup Groups screen. Select this option to launch the Setup screens for Documents, Stock Information and Salespersons. The Setup Salesperson screen will be launched, if the Do you sell Stock option is selected.
Select all of the options for the Retail Entity, since your selection will determine which, screens TurboCASH will launch when you click on the Finish button. Click on the button. TurboCASH will now ask you to confirm that you wish to create this set of books.

Title bar. Close button - Click to close or exit this screen. Click to create the Set of Books. The screens in the Setup menu option for the selected options on the last screen of the Creation Wizard will automatically be launched. Click on the No button to cancel or abort the creation process. Check the name for the Set of Books, since you need to select this name to open the Set of Books.
Click on the button. The screens from the following Setup - System Parameters menu options will automatically be displayed as selected on the last screen of the Creation Wizard.
Enter and select the necessary information and settings for the following screens:

Option Description
Company Information Enter all your business' details such as the address, e-mail address, contact numbers and Company and Tax Registration numbers, which you need to display on all documents, reports, and lists. You may also select the Tax method applicable to your VAT registration, whether your default output option for documents; reports and lists are on screen, printer, file, e-mail or fax. You may also load a logo picture to be displayed on your reports or documents, and set your Windows operating system's default date and currency formats.
Reporting Dates This option allows you to set up the number of reporting dates required, and the start date of your financial year period. The periods or dates will be displayed in the format in which you have set your Windows Operating System's default date on the previous screen.
Batch Types This option allows you to create, delete an existing batch type or change the name of an existing batch type in which you wish to enter your and update or post your transactions to the ledger.
Groups This option allows you to set up to 2 Reporting Groups for your general ledger accounts, debtors, creditors, stock and document groups.
Salesperson This option allows you to enter the salespersons, which will be selling your stock items, or selling services.
Documents This option allows you to set up your documents Invoices, Credit Notes, Quotes, Orders, Purchases and Goods Returned documents, you wish to hand to customers (debtors) or suppliers (creditors) when sell or quote or order and purchase physical stock items and services set up in your stock item code file.
Stock Information The option allows you to define the units of stock you sell and the selling price descriptions and to set the Cost of Sales parameters.

This option should be used if you wish use stock and / or wish to generate documents such as invoices, credit notes, quotes, orders, purchases and stock returns. If you do not intend to use documents, or stock or a "dummy stock item" if you are not controlling stock, but do not wish to generate documents do not set your stock information up.

You may click on each of these above mentioned options to read more about the details of each of these Setup menu options.

Before you can commence any processing, it is recommended that you follow the applicable or recommended options as listed in the Start up Reference for a Retail Entity. This should not take lots of your time, but could save you lots of extra work and frustration, since the key to the success in your processing and reports, is in the settings of the TurboCASH program.