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Using TurboCASH

 







VIEW DEBTOR LEDGER REPORTS
VIEW DEBTOR STATEMENTS
  
The Debtor Statements will display the transactions entered and posted in batches (Sales Journal, Sales Returns Journal, Receipts Journal, etc.). If you are trading in Stock Items, it will also display the transactions for Invoices and Credit Notes, which is updated to the ledger. If you are using the Point-of Sales facility, only the Point-of Sales Invoices for Shifts, which have been closed, will be included in this report.

The Debtor Statements needs to be generated at least monthly and sent to the debtors. This will remind the debtors to pay or settle their account. Some debtors may wish to reconcile your creditor account (in the debtor's books) with their accounting records. You may also receive remittance advises from your debtors, which you may reconcile with the statements or your Debtors Ledger.

The Debtor Statements are generated on the Debtor Statements options screen on which the following selections to determine which information to be included in statements:
  1. Debtor Accounts - Select a specific Debtor account or a range of Debtor accounts using the Debtors Search or lookup facility.

     

  2. You may specify a minimum amount to exclude debtor accounts who owe less than the amount specified (e.g. (R() 100.00) to you.

  3. Select to print the debtor statements according to the account code or name or account description.

  4. Date of Statements - Enter or select the date until which you wish to display or include transactions.

  5. Ageing Headings and Number of periods - Specify the headings to be displayed for the ageing (at the bottom of the remittance advises), if you wish to display other than the default, which is Current, 30 Days, 60 Days and 90 Days). You may also specify the number of accounting periods if you wish to display other than the default, which is 1 accounting period. The accounting periods are set in the Setup - System Parameters - Reporting Dates menu option.

  6. You may also specify to use Open Item for the Debtor Accounts set as Open Item Debtors and to display the contact person and tax transactions.
An example of a Debtors Statement, which include Tax Transactions, is as follows:

The name and postal address as entered on the Edit -  Accounts - Debtor (General Information) menu option. The Debtor account number. Page number. Name of the business. Statement date - transactions and balances will be included until this date. Date of the transaction. Reference number as entered on batches (Sales Journal, Receipts Journal, etc.)  or the document number for Invoices, POS Invoices and Credit Notes. Description or details of the transaction as entered in batches. For documents, the Document type (Invoice and Credit Note will be displayed. Closing balance as on the last date of the Statement. Standard Statement message as entered in the Setup - Statements menu option. Debit transaction amount. If the Show Tax transactions option is selected, the transactions will be displayed as Exclusive and the Tax transaction will be displayed in a Blue font colour. Credit transaction amount. If the Show Tax transactions option is selected, the transactions will be displayed as Exclusive and the Tax transaction will be displayed in a Blue font colour. The message as entered on the Edit - Accounts - Debtors (Statements tab). The closing balance and an analysis of the balance for each selected ageing period. The name and contact details as entered in the Setup - Company Info menu option. The name or description of the Debtor account. The name of the contact person for the Debtor. The Debtor account number. Statement date - transactions and balances will be included until this date.

The Debtor Statements displays the information in the following 4 basic sections:
  1. The Header Section - contains the name of your business, the postal address which was entered on the Edit Accounts - Debtors (General Information tab) for the debtor (customer), the Debtor Account number or code, date of the statement and the number of pages.

  2. The Transaction Section - contains the details of the transactions as entered and posted to the ledger in batches and invoices and credit notes, which have been updated to the ledger (if you are trading in stock items).

    For batches or journals, it would display the date of the transaction, reference number (deposit number, etc.), the description as entered in the description field of the batches or journals, and a debit or credit amount. Any sales journal transactions for sales should display the amounts in the Debit column. Any sales returns entered in the Sales or Sales Returns journal and receipts entered in the Receipts Journal should display the transaction amounts in the Credit column.

    In the case of documents (Invoices and Credit Notes documents) the document date, and document number as generated by TurboCASH is displayed. The Description will display the Document Type as either an Invoice or a Credit Note and any references if entered in the Your Reference field on the Document Entry Header screen. Any Invoice document transactions for sales should display the amounts in the Debit column. Any Credit Note document transactions should display the transaction amounts in the Credit column.

    These amounts would be displayed as Inclusive of VAT unless the Show Tax Transaction option is selected. If the Show Tax Transactions option is selected, the transaction amounts would be displayed as Exclusive of VAT and the Output VAT transaction and amount will be displayed separately in a blue colour directly underneath the transaction.

  3. The Ageing Section - The Carried forward balance (closing balance) at the end or last day of the selected date (which was selected to include transactions up to), will displayed the outstanding closing balance at the end of each of the specified ageing periods. The default descriptions (Current, 30 Days, 60 Days and 90 Days) will be displayed with your own descriptions if you have entered your own on the Debtor Statement options screen.

  4. The Footer Section - contains company address and telephone number as entered on the Setup - System Parameters - Company Info (Address tab) menu option. It will also display the debtor account, date of the statement and would display the contact person, if selected.

The amounts which are displayed in <> indicates a credit or negative figure. You may change this negative amount indicator to a minus sign (-) to prefix your amounts or set it to display a D (for Debit) or a C (for Credit) in the Setup - Preferences - Data Parameters menu option.