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VIEW GENERAL LEDGER REPORTS
VIEW GENERAL LEDGER TRANSACTION REPORT
  
The General Ledger Transactions report is a register of all transactions entered 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 General Ledger Transactions report.

The General Ledger Transaction Report is generated on the Ledger Options screen on which the following selections will determine the format and the information included in the General Ledger Transaction Report:
  1. Sequence - select to display the accounts according Account Number (Code), Account Description (Name), Account Type or Account Groups 1 or 2. If Account Groups 1 or 2 was selected, you may select to display all available account groups or only a selected account 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 general account or a range of accounts on the Accounts 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 General Ledger 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. Transaction date. The 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. 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. Debit amounts of transactions. Credit amounts of transactions. Accounting periods. The batch type or the name of the journal in which the transactions is posted to the ledger.

The details of the 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 are 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, Purchase Journal, Receipts Journal, Payments Journal, Petty Cash Payments 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, Credit Notes, Purchase or Goods Received Notes and Stock or Goods Returned 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. cheque number in the payments journal, 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, Purchase or Goods Received Notes and Stock or Goods Returned documents) and Point-of-Sales Invoices, the document number as generated by TurboCASH will be displayed.

    If 8 asterisks (*) is displayed it indicates that it is a balancing entry generated by TurboCASH (if the consolidate balancing option was selected in the Setup Options for the batch was selected) when the batch was balanced.

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

    If a batch was balanced (if the consolidate balancing option was selected in the Setup Options for the batch was selected) TurboCASH will generate the balancing entries as e.g. "BALANCING ENTRY - PAYMENTS JNL - [PAYMENTS JNL]. If you have not overtyped these descriptions with an applicable description to the balancing entries, you will not be able to optimise this details or description field on the transaction reports.

  6. Debit - If a debit transaction was posted to the selected account.

  7. Credit - If a credit 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.
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. Transaction date. The 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. 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. Debit amounts of transactions. Credit amounts of transactions. Accounting periods. The batch type or the name of the journal in which the transactions is posted or updated to the ledger. 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.

If more than 1 batch or document type is posted to a ledger account, the transactions would be grouped for each batch type and a total will be displayed in the detail column.

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

The total outstanding balance of all your debtor accounts will be reflected in the Debtors Control Account in the General Ledger. The transactions of your individual debtor accounts in the Debtors Ledger can be viewed in the Reports - Debtor - Transactions menu option.

The total outstanding balance of all your creditor accounts will be reflected in the Creditors Control Account in the General Ledger. The transactions of your individual creditor accounts in the Creditors Ledger cannot be viewed in the Reports - Creditor - Transactions 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.