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Using TurboCASH

 







VIEW REPORTS FOR DOCUMENTS AND STOCK ITEMS
VIEW DOCUMENT LISTING
  
The document listing will list the documents for a selected document type, e.g. Invoices, Credit Notes, Quotes and Point-of-Sale Invoices for debtors (customers) and Purchase, Stock or Goods Returned documents and Orders for creditors (suppliers) which are generated in the Input - Documents menu option.

The list of documents is generated on the Documents Listing Options screen on which the following options or criteria is specified:
  1. Document Type - only one of the document types (Invoices, Credit Notes, Quotes and Point-of-Sale Invoices for debtors (customers) and Purchases, Stock or Goods Returned documents and orders for creditors (suppliers)) will be displayed at a time. The Invoices include Point-of-Sales Invoices, if you use this feature.

  2. Sequence - the selected document type may be listed according to Document number, Document date, Document Group 1 or 2. To list the documents according to Document Group 1 or 2, you should have created groups in the Setup - System Parameters - Groups (Documents tab).

     

  3. Select the Document number or the range of numbers to be listed, or alternatively, a specific date or the date from and until, which you need to include in the list.
The document listing will list the debtor or creditor account and name (depending on the document type), document date and the total amount for each document. The Invoice totals will display the totals for each document as Exclusive, Tax or VAT total and the Inclusive total. An example of the document listing for Invoices will display as follows:

Name of the business. System date and time. Page number. Name of the document list for each document type - Invoice, Credit Note, Quote, Purchase, Stock Returned document or Orders. The Document numbers for the selected documents generated by TurboCASH. Debtor Account number and name for Invoices, Credit Notes and Quotes. For Purchase, Goods Returned documents and Orders the Creditor Account number and name. The date when the document was created. This is the transaction date. Status - If a document is printed or if Invoices, Credit Notes, Purchase and Goods Returned documents are posted to the ledger. It will also display if Quotes and Orders are confirmed. Blank indicates that the document is not yet posted or printed.  The document total - Exclusive of VAT. The document Tax total. The document total - Inclusive of VAT. The total of all the documents included in this list.

Note that the List of Invoices in the heading of this list will change to reflect the selected document type if any other document type is selected.

 This report displays the details for the listed documents in 7 columns and is as follows:
  1. Number - The document numbers as generated by TurboCASH each time you create a new document. You may have set or changed start document numbers for each of the document types as in the Setup - System Parameters - Documents menu option when you have created your set of books. If you have used a prefix for each of your document types, the prefix will also help you to easily identify the document type. The Point-of-Sales Invoice document numbers are set in the Setup - System Parameters - Point-of-Sales (Settings tab) menu option.

  2. Debtor - The account number and the name of the debtor account will be displayed if Invoices, Credit Notes and Quotes were selected. If Purchases, Stock or Goods Returned documents and Orders were selected, the account number and name of the creditor account will be displayed.

  3. Date - This is the date when the documents were generated or created.

  4. Status - This will indicate whether a document is printed or not. It will also indicate whether a document is posted or updated to the ledger. In the case of Point-of-Sales Invoices, it will reflect posted if a Shift is closed for Point-of-Sales Invoices. If Quotes or Orders is selected, it will indicate whether a Quote is Confirmed (converted to an Invoice) or whether an Order is Confirmed (converted to a Purchase document).

  5. Excl. Total - This is the Total amount of the document Exclusive of VAT. If you are not registered for VAT and if VAT was not applicable to the stock items on the documents, this Total will be the same as the Inclusive Total.

  6. Tax Total - This is the total amount of Tax charged on each document. This total is added to the Exclusive Total to display the Inclusive Total. If you are not registered for VAT and if VAT was not applicable to the stock items on the documents, this field will be blank.

  7. Incl. Total - This is the Total amount of the document Inclusive of VAT. If you are not registered for VAT and if VAT was not applicable to the stock items on the documents, this Total will be the same as the Exclusive Total.

An example of the Document List displaying the Address information in stead of the Account number and Account Name or Description is as follows:

Name of the business. System date and time. Page number. Name of the document list for each document type - Invoice, Credit Note, Quote, Purchase, Stock Returned document or Orders. The Document numbers for the selected documents generated by TurboCASH. Debtor address details for Invoices, Credit Notes and Quotes. For Purchase, Goods Returned documents and Orders the Creditor address details will be displayed. The date when the document was created. This is the transaction date. Status - If a document is printed or if Invoices, Credit Notes, Purchase and Goods Returned documents are posted to the ledger. It will also display if Quotes and Orders are confirmed. Blank indicates that the document is not yet posted or printed.  The document total - Exclusive of VAT. The document Tax total. The document total - Inclusive of VAT. The total of all the documents included in this list.

The address details for Invoices, Credit Notes and Quotes are the address details as entered on the General Information tab of the Debtor Accounts.

The address details for Purchases, Stock or Goods Returned documents are the address details as entered on the General Information tab of the Creditor Accounts. General Information tab of the Accounts.

If the status of a document type (Invoices, Credit Notes and Point-of-Sale Invoices for debtors (customers) and Purchases, Stock or Goods Returned documents for creditors (suppliers)) does not reflect posted, these documents may be edited. If a selected document for the debtor or creditor is edited, the Totals as displayed on this listing report may be change. If Quotes have not yet been confirmed to an Invoice or an Order and Orders have not yet been confirmed to a Purchase document the quotes and orders may also be edited. This will also change the Totals as displayed on this listing report.


This Exclusive Total, Tax Total and Inclusive Totals is refers to Output Tax for sales documents (Invoices, Point-of-Sales Invoices, Credit Notes and Quotes. For Purchase, Stock or Goods Returned documents and Orders, it would refer to Input Tax.

If different VAT rates is applicable to the stock items within documents, you cannot use the Inclusive and Exclusive Totals to calculate the VAT as you can when the percentage for all items in documents is the same (e.g. 10 000 x 14% = 11 400).