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Using TurboCASH

 







REPEATING BATCH (JOURNAL) TRANSACTIONS
REPEATING / RECURRING TRANSACTIONS (ENTRIES)
  
TurboCASH have the Repeating Entries facility available to enable you to enter transactions, which occur on a periodic basis. They may be weekly, monthly, quarterly or annually, etc. You may enter the transactions once and then when it is due, copy or import the repeating transactions into the normal batch, edit it if amounts have changed, or delete an entry or even add a new entry. This facility will save you lots of time. You may identify those transactions in your business and enter them in this facility. A few examples of these entries are:
  • For entry in the General Journal or alternative batch type.

  • Depreciation of fixed assets

  • Payroll Journals or integration

     

  • For entry in the Payments Journal (Debit orders to third parties)

  • For entry in the Receipts Journal (Debit orders from third parties).
To enter your Repeating transactions:
Click on the Edit - Repeating Entries menu option or press the and and keys on your keyboard. The Batch Type screen listing all the available batch types will be displayed.

Title bar. Close or exit button. Select the sales journal batch entry screen. Select the receipts journal batch entry screen. Select the payments journal batch entry screen. Select the general journal batch entry screen. Select the purchase journal batch entry screen. Select the petty cash journal batch entry screen. Select the salary or payroll journal batch entry screen. Open - will launch the selected batch entry screen. Cancel - close the batch type selection screen. Scroll bar. Scroll to view more batches or journals. Select the sales returns journal batch entry screen. Select the purchase returns journal batch entry screen. The contra account for the sales journal is displayed, if the options for this batch is set. The contra account for the purchase journal is displayed, if the options for this batch is set. The contra account for the receipts journal is displayed, if the options for this batch is set. The contra account for the payments journal is displayed, if the options for this batch is set. The contra account for the general journal is displayed, if the options for this batch is set. The contra account for the sales returns journal is displayed, if the options for this batch is set. The contra account for the purchase returns journal is displayed, if the options for this batch is set. The contra account for the petty cash journal is displayed, if the options for this batch is set. The contra account for the salaries or payroll journal is displayed, if the options for this batch is set. Select the depreciation journal batch entry screen. If you have not set depreciation journals, select the general journal batch entry screen. The contra account for the depreciation journal is displayed, if the options for this batch is set. Do not select the Cost of Sales Journal. The transactions will automatically be written up by TurboCASH when Invoices and Credit Notes for stock items are updated or posted to the Ledger.
Select the Depreciation Journal or General Journal in which you wish to enter the repeating entries from the list displaying the available Batch Types. Click on the button. The Batch Entry screen for the General Journal or other selected Batch Type will be displayed. The Batch Entry screen for the selected journal or batch (e.g. Depreciation Jnl or General Jnl) is indicated as a Repeating Entries batch as follows:
  • In the place of the alias *** Repeating Entries *** will be displayed on the title bar.

  • The rows for the transactions are displayed in a light pink background colour.

If no contra account is displayed on the Batch Type selection screen, you need to set the options for the batch. If you have not yet set the depreciation journal or general journal for depreciation transactions up, or if your requirements should change, click on the speed button or icon to set your batch up.
Enter the transactions in the batch entry screen in the normal way. The screen for Repeating Entries for Depreciation Journal or General Journal for which you have entered Repeating Transactions should reflect as follows:

Minimise button - inactive. Restore button - click to display this screen to full size and click again to restore it to its original size. Title bar. The name of the selected batch is followed by *** Repeating Entries *** to indicate that this is a Repeating Batch or Journal. Double-click to display the screen in full size or to return to the normal size. Close button - Click to close or exit this screen. Click to delete a selected transaction. Click to insert a row or line above a selected transaction. Click to balance the batch, if the batch is not already in balance. Disabled - you cannot post or update the transactions to the ledger. Click to enter transactions Inclusive or Exclusive of VAT. Click to list the entries or transactions entered into the Repeating Batch or Journal. Click to Erase or List the entries in a Repeating Batch or Journal. Click to set the Options for this batch. Enter the reference number for the transaction. Enter or select the date of the transaction. Enter a description for the transaction. Select the General Ledger, Debtors or Creditors accounts. Enter debit amounts for the transactions. Enter credit amounts for the transactions. Scroll bar - scroll to view more transactions entered in the batch.
Click on the speed button or icon or press the key on your keyboard to balance the batch.

Minimise button - inactive. Restore button - click to display this screen to full size and click again to restore it to its original size. Title bar. The name of the selected batch is followed by *** Repeating Entries *** to indicate that this is a Repeating Batch or Journal. Double-click to display the screen in full size or to return to the normal size. Close button - Click to close or exit this screen. Click to delete a selected transaction. Click to insert a row or line above a selected transaction. Click to balance the batch, if the batch is not already in balance. Disabled - you cannot post or update the transactions to the ledger. Click to enter transactions Inclusive or Exclusive of VAT. Click to list the entries or transactions entered into the Repeating Batch or Journal. Click to Erase or List the entries in a Repeating Batch or Journal. Click to set the Options for this batch. Enter the reference number for the transaction. Enter or select the date of the transaction. Enter a description for the transaction. Select the General Ledger, Debtors or Creditors accounts. Enter debit amounts for the transactions. Enter credit amounts for the transactions. Scroll bar - scroll to view more transactions entered in the batch. TurboCASH will generate balancing entries to the selected Contra account.

In the case of the General Journal, the description for the balancing entry is given as "BALANCING ENTRY General Jnl". It is a good idea to overtype this description as it is not very meaningful to an outside auditor or accountant. If you overtype these it will definitely make it easier to trace and reconcile transactions.
  • Overtype the description with a sensible description as to reflect the origin and nature of the contra transaction in the description column.

  • Do not overtype the ******** as it will indicate that these are contra transactions.
Press the key to close or exit this repeating batch. If you do not wish to enter or edit transactions in another repeating batch press the key again to exit or close the Batch Type selection screen.
When you need to import and process the repeating transactions, you need to click on the speed button or icon or press the key or the and and keys on your keyboard. You then need to select the batch type to copy or import the repeating transactions into the same batch type as the batch type in which the repeating transactions was entered.

New transaction can be added, a transaction, which was applicable for the previous periods, may no longer be applicable or amounts may change from time to time. You add a new entry, delete an existing entry or edit the amount on this screen, but it is recommended that you edit your repeating entries in the Edit Repeating Entries menu option to avoid having to change the same issues every time you wish to update a repeating batch.