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VIEW DEBTOR LEDGER REPORTS
VIEW DEBTOR TRANSACTION REPORT
  
The Debtor Transactions Report Options allows you to view the detailed transactions of a selected debtor account or a range of selected debtor accounts in your Debtors Ledger. The detailed transaction report is a register of all the transactions with each of your debtors. The Debtor Transactions Report will include all transactions for which a debtor account was selected in batches or journals which is posted to the ledger, and documents which is updated to the ledger and Point-of-Sales Invoices for which the Shift is closed. Any Unposted Batches and Documents will be excluded from the Debtor Transactions report.

The total outstanding balance of all your Debtor accounts will be reflected on the Debtors Control Account in the General Ledger. The transactions of the individual debtor accounts in the Debtors Ledger cannot be viewed in the General Ledger Transactions Report.

The Debtor Transactions Report is generated on the Debtor Transaction Report Options screen on which the following selections will determine the format and the information included in the Debtor Transactions Report:

 

  1. Sequence - select to display the accounts according to the Debtor Account Number (Code), Debtor Account Description (Name) or Debtor Groups 1 or 2. If Debtor Reporting Groups 1 or 2 was selected, you may select to display all available reporting groups or only a selected debtor reporting group.

  2. Select to view the transactions for This Year or Last Year. Depending on the selected Year, you may select the accounting periods for a Financial Year using This Year or Last Year Search or lookup facility.

  3. Select to view a specific debtor account or a range of accounts on the Debtors search or lookup facility.

  4. Select to print each period separately (Opening and Closing Balances for each accounting period) or to display totals for each batch or to display details or not.
The following is an example of a Debtor Transaction report generated with details for 1 accounting period (March 2005):

Name of the business. Name of the report. Selected accounting period or periods. System date and time. Page number. Transaction date. The Debtor account number and description or name. The Opening balance for the selected period. The Closing balance for the selected period. The balance as accumulated (increased or decreased) by each transaction. The total of all the closing balances of selected accounts in this report. Accounting periods. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. Debit amounts of transactions. Credit amounts of transactions. Reference number for the transaction. 8 Asterisks (********) indicates that it is a balancing entry. If a document is updated to the ledger, the document number will be displayed. The description or detail of the transactions. If a document is updated to the ledger, the document type will be displayed. The Debtor account number and description or name. The Opening balance for the selected period. The Closing balance for the selected period. Transaction date. Accounting periods. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. Reference number for the transaction. 8 Asterisks (********) indicates that it is a balancing entry. If a document is updated to the ledger, the document number will be displayed. The description or detail of the transactions. If a document is updated to the ledger, the document type will be displayed. Debit amounts of transactions. Credit amounts of transactions. The headings for the columns of this report.

The details of the debtor ledger transaction report will display the account code and name as well as any opening and closing balances for each selected account. The transactions are displayed in 8 columns and is as follows:
  1. Date - This is the transaction date as entered in the date field of a batch entry screen or the date of a document.

  2. Report Range - This is the accounting period for the transaction date.

  3. Batch Type - Sales Journal, Receipts Journal, etc. or any other batch type in which transactions were entered and posted to the ledger. In the case of documents, the Batch Type or journal, which is set for each document type in the Setup - System Parameters - Documents menu option, (Invoices or Credit Notes documents) will be displayed. The Batch Type for Point-of-Sales Invoices as set in the Setup - System Parameters - Point-of-Sales (Settings tab) menu option will also be displayed.

  4. Reference No - The reference number you have allocated to transactions entered on batches, (e.g. deposit number in the receipts journal, etc.). In most cases, it would refer to the source document or supporting document. In the case of documents (Invoices, Credit Notes documents and Point-of-Sales Invoices), the document number as generated by TurboCASH will be displayed.

  5. Detail - The description of the transaction entered on batches, (e.g. Payment Received - Thank you, etc.) to describe the nature of the transaction (e.g. what was sold, received, etc.). In the case of documents (Invoices, Credit Notes documents and Point-of-Sales Invoices), the selected stock item description would be displayed.

  6. Debit - If a debit (sales, interest, charge amount, fixed amount, etc.) was posted to the selected account.

  7. Credit - If a credit transaction (credit note, receipt transaction) was posted to the selected account.

  8. Cumulative Balance - If the opening balance is a debit balance, any amounts in the debit column will be added (increase) and any amounts in the credit column will be subtracted (decrease) this balance and visa versa. Debtor accounts should reflect a debit balance.

If the Each Batch Separately option is selected, the transactions will be grouped according to the batch types / journals and a total for each batch will be displayed.

Name of the business. Name of the report. Selected accounting period or periods. System date and time. Page number. Transaction date. The Debtor account number and description or name. The Opening balance for the selected period. The Closing balance for the selected period. The balance as accumulated (increased or decreased) by each transaction. The total of all the closing balances of selected accounts in this report. Accounting periods. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. Debit amounts of transactions. Credit amounts of transactions. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. Reference number for the transaction. 8 Asterisks (********) indicates that it is a balancing entry. If a document is updated to the ledger, the document number will be displayed. The description or detail of the transactions. If a document is updated to the ledger, the document type will be displayed. Total of the transactions entered in a specific batch. Total of the transactions entered in a specific batch. Reference number for the transaction. 8 Asterisks (********) indicates that it is a balancing entry. If a document is updated to the ledger, the document number will be displayed. The description or detail of the transactions. If a document is updated to the ledger, the document type will be displayed. The Debtor account number and description or name. The Opening balance for the selected period. The Closing balance for the selected period. Transaction date. Accounting periods. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. Reference number for the transaction. 8 Asterisks (********) indicates that it is a balancing entry. If a document is updated to the ledger, the document number will be displayed. The description or detail of the transactions. If a document is updated to the ledger, the document type will be displayed. Total of the transactions entered in a specific batch. Total of the transactions entered in a specific batch. Debit amounts of transactions. Credit amounts of transactions. Transaction date. Accounting periods. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. Reference number for the transaction. 8 Asterisks (********) indicates that it is a balancing entry. If a document is updated to the ledger, the document number will be displayed. The description or detail of the transactions. If a document is updated to the ledger, the document type will be displayed. Credit amounts of transactions. The headings for the columns of this report. Total of the transactions entered in a specific batch. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. Reference number for the transaction. 8 Asterisks (********) indicates that it is a balancing entry. If a document is updated to the ledger, the document number will be displayed. The description or detail of the transactions. If a document is updated to the ledger, the document type will be displayed.

An Invoice or a transaction entered and posted to the Ledger from a Sales Journal, would debit the Debtors account and would credit the Stock Control Account, if it is a Stock Item or an income or other account if it was not a stock item.

If the Each Batch Separately option is selected, the transactions will be grouped according to the batch types / journals and a total for each batch will be displayed.

TurboCASH reports the Debtors ledger accounts in the 3-column format. If you wish to view any of the Debtors ledger accounts in the traditional T-Account format, you may click on the Tools - T-Account Viewer menu option.

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.