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Using TurboCASH

 







VIEW REPORTS
VIEW BATCH LIST
  
The batch list may be printed at any time, once transactions have been entered into a batch. The batch list should be printed and checked before a batch is updated or posted to the ledger. It is also recommended that you balance the batch and change the alias before a final batch list is printed. This list of transactions can be used to attach the source documents to support the entries entered in the batch or journal.

The batch list displays the information of the transactions in a similar format as entered in the Batch Entry screen. An example of the Batch Entry Details or Batch List for the transactions entered in the Payments Journal is as follows:

The reference number, e.g. cheque number, etc. The transaction date. The details or description of the transaction. Select Account number. This may be general ledger, creditor or debtor accounts. Select VAT or Tax code. Debit amount if entered. Credit amount if entered.

 

Name of the business. System date and time. Page number. Batch Type report name and the name for the batch from which this report is generated (e.g. Payments Jnl). Name of the Batch or Journal The alias if changed. If the alias have not yet been changed, the same description as the batch name will be displayed. The reference number, e.g. cheque number, etc. The transaction date. Accounting period. The details or description of the transaction. Account number and description or account name for the selected account. This may be general ledger, creditor or debtor accounts. The description or name of the selected Tax code if a tax code was selected for a transaction. Debit - any amounts entered into the debit column of a batch are displayed exclusive of VAT. Credit - any amounts entered into the credit column of a batch are displayed exclusive of VAT. The amounts are displayed Inclusive of VAT. If a VAT / Tax code was not selected or the Zero-rated Tax code was selected, these amounts would be the same as that in the debit or credit columns. Balancing entries generated by TurboCASH to the Contra account and the VAT accounts (if VAT / Tax codes were selected) when the batch is balanced.

In this example, the heading reflected Payments Jnl - [Payments Jnl]. Once the alias has been changed, it reflects [Cheques March 2003]. The details of the transactions will be displayed in 8 columns and is as follows:
  1. Reference Number - This is usually refers to the source document from which the transaction is entered (e.g. the cheque number, deposit number, invoice number, supplier invoice number, etc. as entered in the Reference number field. If a batch is balanced (if the Consolidate Balancing Entries is selected in the Options for this batch), the reference number will be indicated by 8 asterisks (*). This refers to the contra account and should at no circumstances be overtyped or changed before you post the batch.

  2. Date and Period - This is the transaction date as entered in the date field. The period is listed next to the date and indicates the accounting period or reporting dates. When you need to generate reports on the Report Options screens you need to select the accounting period on This Year or Last Year Periods search or lookup facility. For some reports you may select the dates using the Date picker.

  3. Transaction Detail - This is the description of the transaction as entered in the description field. This detail should be entered sensibly as to enable any person or independent auditor to determine the nature of the transaction (what was paid, purchased, sold, etc. When a creditor account or a debtor account was selected, the descriptions should also make sense for the creditor or debtor if Creditor Remittance Advises or Debtor Statements is sent.

  4. Account Code and Description - The account code for the selected General Ledger, Creditor or Debtor Account and the description or account name will be displayed. If a batch is balanced (if the Consolidate Balancing Entries is selected in the Options for this batch), the selected Contra Account (balancing account) will be displayed. If any VAT was applicable to transactions and a Tax Account or Code was selected, the Tax Code and Description would also be displayed as a balancing entry.

  5. Tax - The description for the selected Tax account will be displayed. For payments and purchase journals it should refer to Input Tax and for receipts and sales journals, it should refer to Output Tax.

  6. Debit - The amount of each transaction as entered in the debit column. This should reflect amounts if transactions are entered for payments or purchases or sales returns.

  7. Credit - The amount of each transaction as entered in the credit column. This should reflect amounts if transactions are entered for receipts, sales or purchase returns.

  8. Inclusive Amount - This will display the amount inclusive of VAT if a Tax code is selected. If a Zero-Rated Tax code or the No Tax is applicable to a transaction and was selected, it will reflect the same amount as entered in the debit or credit column.

If you have entered more than one transaction from the same source document, (e.g. paid with a cheque for petrol and maintenance), you should have entered 2 transactions with the same reference number and have selected 2 different account codes (e.g. petrol and maintenance).

Once a batch is posted to the ledger, you may generate a Batch Type Report in the Reports - Batch Type menu option. You may need to select a specific batch type from the Batch List search facility to generate a Batch Type Details Report or to Export Posted Batches. If you do not utilise the feature to change the alias, you may not find it easy to identify the correct batch.