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DOCUMENT PROCESSING
PRINT DOCUMENTS
  
This option is used to print the documents, which have not yet been printed or to reprint documents, which have already been printed. You may also print documents, which have already been updated or posted to the ledger. The document types, which may be selected, are Invoices, Credit Notes, and Quotes for your debtors or customers and Purchases, Goods Returned, Quote and Order for your creditors or suppliers. These documents must have been entered in the Input - Documents menu option, but it does not have to be updated or posted to the Ledger.

You may set the auto-post documents on print option in the Setup - System Parameters - Documents menu option to update or post documents automatically once a document is generated and printed. If you use this feature and do not print a document (invoice, credit note, purchase (goods received note) and stock returned documents) once it is generated, you need to update or post the unprinted documents in the Input - Update Ledger menu option.

Once a document has been deleted, the deleted documents you will no longer be able to print or reprint any deleted documents. The deleted document numbers will also not be available to be selected in this option or on the Reports - Document Listing menu option.

 

To Print Documents:
Click on the Input - Documents - Print menu option or press the and keys on your keyboard. The Print Documents screen for Invoices will be displayed.

Title bar - It will change to reflect the name of the selected document type (Invoices, Credit Notes, Quotes, Purchase, Goods Returned documents and Orders). Close button - click to close or exit this screen. The document number for the selected document type. An arrow pointer will indicate the selected document, which is highlighted. Select a document type (Invoices, Credit Notes, Quotes, Purchase, Goods Returned documents and Orders). Select to display a list of the selected document type, which is not yet updated to the ledger. Select a range of document numbers or a specific document. Click to print a selected document or documents. Click to close or exit this screen. Vertical scroll bar - move up or down to view more entries on the list, if any. The date of the listed document type. Will reflect Debtor Account numbers and names for Invoices, Credit Notes and Quotes. For Purchases, Goods Returned documents and Orders Creditor Account numbers and names will be displayed. Select to display a list of the selected document type, which is not yet printed. Send the document to the screen, printer, file, fax or e-mail. Copies can only be selected if the Printer option is selected. Click to select a printer and to do a Page Setup, if a Dot-Matrix Printer is selected. Select the paper type (Pre-printed, Plain A4, Service, Plain Eyeline, Forty) or Till Slip for POS Invoices. The documents listed in the shaded lines are documents which is updated to the ledger, but not yet printed. The documents listed in a red font colour are documents which is printed but not yet updated to the ledger. The documents listed in the shaded lines are documents which is updated to the ledger, but not yet printed.
Select the Document Type, if you wish to print other documents than Invoices. You may select Invoices, Credit Notes, and Quotes for debtors or customers and Purchases, Goods Returned, Quote and Orders for creditors or suppliers. The same screen will change to reflect the selected document descriptions. If you have any documents for the selected Document Type, they will be listed.
Select the Unprinted or Unposted options.

Select the Unprinted field, if you wish to select a document or a range of documents, which have not yet been printed, All the unprinted documents, whether they have been updated or posted to the Ledger, or not, will be displayed. Select a specific document or specify a range of a document numbers to be printed.

If you wish to print only those documents, which have not yet been updated or posted to the Ledger, select the Unposted field. Only those documents, which have not yet been posted or updated to the Ledger, whether, they have been printed, or not, will be displayed. Select a specific document or specify a range of a document numbers to be printed.

If you wish to print only those documents, which have not yet been printed and which is not yet been updated or posted to the Ledger, select both fields (Unprinted and Unposted).
Select a specific document or a range of documents from the list or in the From... To fields. You may delete a specific range of a document, or a selected document.
Select to send the Document either to the Screen, Printer, File, E-mail or Fax. The default output method will be displayed in this field.
Click on the button to generate or print the document.

If Printer is selected or if you select the Printer, you may click on the Printer Setup button to select a different Printer and to do a Dot-matrix Printer Page Setup if a Dot-matrix printer is selected.

Option Description
Copies The number of Copies can only be selected once the Send Report to Printer option is selected.
Printer Setup You may select any available printer on your system from the print screen and also set the properties such as the print quality and type of paper for the selected printer.
Search by Invoice Number You may specify a specific document number to search for.
Type Print Select the Type of Paper on which you wish to print your Documents. The paper type you have selected in the Setup System Parameters Documents menu option on the individual tabs for each document, such as Invoices, etc., should be displayed. You may select any other paper type to print this selected Document. The available options are Pre-printed, Plain A4, Service, Plain Eyeline, Forty and Till Slip
Print This button will send the selected document(s) directly to the selected method, screen, printer, file, e-mail or fax.
Cancel This button will exit the application.


Note that if Till Slip paper type is selected, the Point-of-Sale Invoice, cannot be printed to the screen, but will be printed to the selected printer as configured on the Setup - System Parameters - Point-of-Sales (Printer tab) menu option.