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taken from the Accounting Made Easy e-book








BATCH (JOURNAL) SETUP OPTIONS
SETUP OPTIONS FOR GENERAL JOURNAL
  
TurboCASH allows you to set the options or defaults for a batch to enable you to minimise errors and or to maximise your productivity when you capture or enter transactions in a batch. The batch options or defaults only needs to be set once when you start to enter transactions for the first time, unless your requirements change.

The first time you enter a transaction in the general journal you should set it up according to your requirements. If you select the General Journal Batch on the Batch Type selection screen, the Contra Account of your last Option settings will be displayed for the batch.

To set the Options for the General Journal:
Click on the speed button or icon. You may also press the key on your keyboard. Alternatively you may press the and and keys on your keyboard. The Batch Type screen will be displayed.
Select the General Journal and click on the button. The General Journal Batch Entry screen will be displayed.

Title bar. The name of the selected batch. Title bar. The Alias for the selected batch. Minimise button - inactive. Restore button - click to display this screen to full size and click again to restore it to its original size. Title bar - double-click to display the screen in full size or to return to the normal size. Close button - Click to close or exit this screen. Click to delete a selected transaction. Click to insert a row or line above a selected transaction. Click to balance the batch, if the batch is not already in balance. Click to post or update the transactions to the ledger, if the batch is in balance. Click to enter transactions Inclusive or Exclusive of VAT. Click to list the entries or transactions entered into the batch. Click to access more processing options for the batch. Click to set the Options for this batch. Enter the document or reference number for the transaction in this column. Enter or select the date of the transaction in this column. Enter a description for the transaction. Select the Ledger Account. Select a valid Tax (Input VAT) Account, if you are registered for VAT and VAT is applicable to the transactions. Enter debit amounts for accounts in this column. Enter credit amounts for accounts in this column. Scroll bar - scroll to view more transactions entered in the batch.
If you have not yet set the general journal batch up, or if your requirements should change, click on the button or icon press the key on your keyboard to Set the Options for the General Journal batch. The Options for this batch screen will be displayed.

Select the Contra Account to which you wish to allocate the balancing entry. If you have many transactions, which need to be allocated to different accounts, select this field. If selected, the reference number will increment by a value of 1 for each transaction entered in the batch. Select to enter transactions Inclusive of VAT. This field may be left blank if no Tax or VAT is applicable. If selected, the balancing entries will be summarised into 1 transaction where the contra accounts is the same for more than 1 transaction. If selected, the Description will be the repeated for the next transaction. If selected, you may enter amounts in both the debit or credit column. If selected, you may only enter amounts in the debit column. If selected, you may only enter amounts in the credit column. OK- Your defaults will be saved and this screen will be closed. Cancel - This screen will be closed without saving any changes. Title bar. Close or exit button. Click to set the standard options for the batch. Click to set the advanced options for the batch. Select to hide the tax column and tax account lookup facility if no VAT is applicable to all the transactions in the batch or if you are not registered for VAT Select to reverse the contra transactions.
Set the Standard Options for the General Journal as follows:

Option Description
Contra Account TurboCASH can automatically balance the batch. To do so it needs the "contra account". Select your Applicable Account Number.
Contra Account per Line Leave this field blank if you wish TurboCASH not to allocate a contra account for each line. If you wanted to allocate different transactions to different ledger accounts, you would select this option.
No Tax For most transactions in the General Journal, you may select this field to Hide the Tax column in the batch or journal entry screen as well as the Tax Account Search or Lookup Facility if no VAT is applicable to all transactions entered in the batch or journal or if you are not registered as a VAT Vendor.

Should you need to enter or process any transactions, on which VAT or Tax is applicable, it is recommended that these transactions be entered and processed in the respective batches or journals, if possible. If not, you may leave this field blank.
Increment Reference Number Select this field to increment your Reference Numbers when the next transaction is entered.
Reverse Contra Leave blank.
Consolidate Balancing If this field is selected, the description of the previous line will be repeated in a new line or row. You normally will not select this field, unless your entries are of a very repetitive nature.
Inclusive mode Inclusive mode allows you to set the batch as inclusive or exclusive of VAT.
Repeat Details The repeat description option tells TurboCASH whether to repeat the previous line’s description on a new line. If your journal transactions are of a very repetitive nature, tick this field. You only need to change the description when another description is needed for a specific transaction.
Amount Entry This will allow you to process Debit and Credit transactions in the batch. This will allow you to process Debit and Credit transactions in the batch. You need to carefully plan the nature of your transactions to select the applicable option.

Allow Both: Use this particularly in General Journal where the transactions you enter have both debit and credit transactions which balances out, e.g. as on a trial balance.

Debit: The default is set to the Debit side of the batch.

Use this particularly if you wish to enter various debit transactions to various accounts and credit only one account.

Credit: The default is set to the Credit side of the batch.

Use this particularly if you wish to enter various credit transactions to various accounts and debit only one account

Click on the Advanced tab to set the Advanced settings for the batch or journal.

OK- Your defaults will be saved and this screen will be closed. Cancel - This screen will be closed without saving any changes. Title bar. Close or exit button. Click to set the standard options for the batch. Click to set the advanced options for the batch. Select to balance the batch automatically. Select to remember the tax for the account. Select to disable open item settings for debtor and creditor accounts Select to remember the tax for the contra or account. Select to display All or General Ledger or Debtor or Creditor or Special Ledgers accounts. Select to display All or General Ledger or Debtor or Creditor or Special Ledgers accounts.
Set the following Advanced options for the batch or journal:

Option Description
Always Balance Automatically balance the transactions in the batch or journal.
Not Open Item Batch Select to disable the Open Item Selection and Open Item confirmation messages (only applicable to Open Item Debtor and Creditor Accounts).
Remember Tax on Contra Account Save the settings for tax on the Contra Account.
Remember Contra on Account Save the settings for the Contra Account (Balancing Entry) on the selected Account.
Account code lookup type
Select to filter list of accounts to be displayed in the lookup or search facility:
  • All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Ledgers Special).
  • General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special). Examples would be if only need to enter and process transactions which does not apply to Debtors or Creditor Accounts, e.g. Depreciation or adjustments to General Ledger Accounts in the General Journal.
  • Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and Ledgers Special).
  • Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and Ledgers Special).
  • Ledgers Special - select to display all Ledgers Special Accounts (i.e. General Ledger, Debtors and Creditors).
Contra account code lookup type Select to filter list of accounts to be displayed in the lookup or search facility for Contra Accounts or Balancing Transaction Accounts:
  • All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Ledgers Special).
  • General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special).
  • Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and Ledgers Special).
  • Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and Ledgers Special).
  • Ledgers Special - select to display all Ledgers Special Accounts (i.e. General Ledger, Debtors and Creditors).

Click on the button to proceed with entering your transactions in the General Journal.

The Amount Entry Option for the General Journal or batch should be set as both if you wish to enter both debit and credit transactions of which the total of the debits is equal to the total of the credit transactions. In this case it is not necessary to balance the batch, since the batch should already be in balance when all your transactions are entered in the batch.

In some cases, where you need to debit many different accounts and credit one account, you may set the allow amount entry field to debit. In cases where you need to credit many different accounts and debit one account, you may set the allow amount entry field to credit.

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