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Using TurboCASH

 







SYSTEM PARAMETERS SETUP
BATCH TYPE SETUP
  
This option allows you to create, delete an existing batch type or edit / change the name of an existing batch type in which you wish to enter your and update or post your transactions to the ledger. It is recommended that you change the name of the Receipts Journal and Payments Journal, which was included in the Set of Books when you created the Set of Books, to match the name of your primary Bank Account (current account) which your business will be using. This will help you to identify the batch types for this Receipts and Payments Journals from any other, which you may create at a later stage.

Batch Types or Journal Types are the books of prime entry or the auxiliary journals. A business may generate thousands of transactions in the normal course of its business activities. By using the various Batch Types, you will be able to enter and update the transactions of similar nature to the ledger.

TurboCASH has the Sales Journal, Purchase Journal, Receipts Journal, Payments Journal, General Journal and Petty Cash Journal as standard options. You may, according to your specific needs identify additional batch types to capture and enter your data. For example, you may decide to enter all your payroll transactions and depreciation transactions into separate batches. You can create any additional batches by adding them to this list. If you have more than one Bank Account, you need to create a payments and receipts batch for each of the other bank accounts.

 

You may also set or define the defaults for each of the Batch Types to reduce possible errors when entering transactions. For example, you may set the Sales Journal to enter only debit amounts when entering Invoices, and when you enter Credit notes, you may set it to enter only credit amounts. Once conversant with the program, you may set the Sales Journal to allow both debit and credit amounts. You may also decide to have a separate batch type for your Credit Notes. Further you may set a specific contra account for each batch type, to increment reference numbers, to repeat the details of transactions, to consolidate balancing, to enter amounts inclusive or exclusive of VAT, etc. You need to set the defaults for a batch once, but may have to change it, if your requirements change.

The more Batch Types you select and implement the more efficient the reporting mechanisms you will have in place. For example, If you have fixed assets, you may wish to see which transactions you have entered in your set of books, relating to the depreciation of fixed assets, you may wish to create a Depreciation Journal as Batch Type, where you will enter all transactions relating to depreciation. The same applies for the cases where you have substantial personnel related expenditure, or receive information relating to the salary expenses, employers contributions, deductions, net salaries, managing reconciliation and pay-over of Tax, other deductions, etc. If you have initially implemented insufficient batch types, you may at any time implement and enter additional batch types to accommodate your reporting requirements from the date of implementation forward.

To Create a Batch Type:
Click on Setup System Parameters Batch Types menu option or press the and and and keys on your keyboard. The Batch Type screen will be displayed.

Title bar. Exit or Close the screen. Type in a name for a new batch type and click on the Add button. Add button - Click to add or create a new batch type. Edit button - Select a batch type and click on to rename the selected batch type. Delete button - Select a batch and click to remove the selected batch type. A list of all the available batch types. Scroll bar Close button - Click to close or exit this screen.
Enter a name for the new Batch Type or journal.
Click on the button.
Click on the button or press the button on your keyboard to close or exit this screen.

The batch type is ready to be used to enter transactions in the following menu options:
  • Edit Repeating Entries - to add repeating entries, which may be imported and edited in the normal batch entry on the Input - Batch Entry menu option.

  • Input - Batch Entry <F2> - to enter transactions and to update or post the transactions to the ledger.

Payments and Receipts Batch Types for Bank Accounts

If you create a payments or a receipts batch type for a cash-book or bank account, you need to create both batches payments and a receipts batch for the bank account. You also need to go to the Edit - Accounts - Bank Account menu option to create and link the payments and receipts batches to the bank account.

Batch Types for Documents:

If you are selling stock items or service items form your stock item code file or purchasing stock items from your stock code file, TurboCASH will generate the necessary source documents and write up the necessary journals for you. Each of the documents must be linked to a sales or purchase journal. You may check the journals, which is linked to each document of the following documents or change the batch types or journals to suit your requirements in the Setup - System Parameters - Documents menu option.