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taken from the Accounting Made Easy e-book








BATCH (JOURNAL) SETUP OPTIONS
SETUP OPTIONS FOR PAYROLL (SALARIES / WAGES) 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 salaries or wages journal you should set it up according to your requirements. If you select the Salary 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 Salaries or Wages 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 Salary Journal and click on the button. The Salary 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 General Ledger or Creditor Account. Select a valid Tax (Input VAT) Account, if you are registered for VAT and VAT is applicable to the transactions. Enter the debit amounts for General Ledger or Creditor Accounts. No amounts should be entered for payments in this column. Scroll bar - scroll to view more transactions entered in the batch.
If you have not yet set the salary 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 Salary Journal batch. The Options for this batch screen will be displayed.

Select the Contra Account to which you wish to allocate the balancing entry. 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 Payroll Journal or General Journal as follows:

Option Description
Contra Account TurboCASH can automatically balance the batch. To do so it needs the "contra account". Select your Salary Control 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 need to allocate different transactions to different ledger accounts, you would select this option.
No Tax Select this field, since no Tax should be applicable on Payroll transactions.
Increment Reference Number Select this field to increment your Reference Numbers when the next transaction is entered.
Reverse Contra Leave blank.
Consolidate Balancing If you select consolidate balancing, TurboCASH will consolidate all balancing entries into one entry. Depending on the nature of your transactions, you may leave this field blank.
Inclusive mode Inclusive mode allows you to set the batch as inclusive or exclusive of VAT.
Repeat Details 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. 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 Salary or Wages Journal where the transactions you enter have both debit and credit transactions which balances out, e.g. as on a trial balance.

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 automatically balance the batch. Leave blank. Leave blank. Leave blank. Select to display General Ledger accounts only. Select to display General Ledger accounts only.
Set the following Advanced options for the batch or journal:

Option Description
Always Balance Leave blank.
Not Open Item Batch Leave blank.
Remember Tax on Contra Account Leave blank.
Remember Contra on Account Leave blank.
Account code lookup type
Select General Ledger to display only General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special).
Contra account code lookup type Select General Ledger to display only General Ledger Accounts (excluding Debtors, Creditor and Ledgers Special).

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

If you also have employees being remunerated on a weekly or fortnightly basis, you may also create a batch or journal type for each of your pay groups and set the options similar to the salary journal. The only difference is that you will need to update the transactions on a weekly or fortnightly basis, whereas you will post or update the transactions for salaries on a monthly basis.

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