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taken from the Accounting Made Easy e-book








BATCH (JOURNAL) SETUP OPTIONS
SETUP OPTIONS FOR PETTY CASH PAYMENTS 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.

To set the Options for the Petty Cash Payments Batch:
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 Petty Cash Payments Journal and click on the button. The Petty Cash Payments 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 Account. Select a valid Tax (Input VAT) Account, if you are registered for VAT and VAT is applicable to the transactions. No amounts should be entered for payments in this column. Enter the credit amounts for the Petty Cash Account. Scroll bar - scroll to view more transactions entered in the batch.
If you have not yet set the Petty Cash Payments batch up, click on the button or icon press the key on your keyboard to Set the Options for the Petty Cash Payments batch. The Options for this batch screen will be displayed.

Select the Petty Cash Account. If you have many petty cash payments, 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. Do not select for petty cash payments. Do not select for petty cash payments. Select to enter only credit transactions for petty cash payments. 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 Petty Cash Payments Journal as follows:

Option Description
Contra Account Select the contra account for the applicable Petty Cash Account. If you use more than one Petty Cash Account, it is recommended to set a batch type up for each Petty Cash Account and set each Petty Cash Journal to its own Petty Cash Account.
Contra Account per Line This option must be selected for Petty Cash payments if you are registered for VAT.
No Tax If you are registered as a VAT vendor, this option should NOT be selected, since you need to claim Input VAT on services and goods purchased and returned, provided that the conditions for Input VAT are complied with.

Select only 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.
Increment Reference Number Select this field to increment your Petty Cash Voucher numbers when the next transaction is entered. If you have more than one transaction on the petty Cash Voucher and you need to allocate the transactions to various accounts, you need to use the same reference number for each of these transactions on the Petty Cash Voucher.
Reverse Contra Leave blank.
Consolidate Balancing If you select consolidate balancing, TurboCASH will consolidate all balancing entries for the similar accounts into one entry. You may leave this field blank for Petty Cash Payments batch.
Inclusive mode Inclusive mode allows you to enter amounts inclusive of VAT, when the VAT account is selected. If exclusive of VAT is selected, you may enter the amounts exclusive of VAT. (This is only applicable if you are registered for VAT and the transaction is a taxable VAT item.
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.
Amount Entry Select Credit to enter only the credit transactions for the payments to your petty cash account. Turbo CASH will display the Select Contra Account and the search facility screens on which you may select the individual ledger accounts which you wish to debit the expenses or petty cash payments.

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 only General Ledger accounts. 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 the only General Ledger Accounts in the Search or Lookup facility, since these payments are normally small purchases of payments of a cash nature.

Contra account code lookup type All is the default setting. Changing this setting is optional. You may select General Ledger for the Contra Account, since the balancing entries or transactions will always be generated to a General Ledger Account, i.e. the Petty Cash Account, Purchases or selected General Ledger Account (Assets or Expenses) and Tax Accounts (if tax is applicable to the entries in this batch or journal).

Click on the button to proceed with entering your transactions in the Petty Cash Payments Journal.

You may also choose to create the petty cash account as a Bank Account in which case you need to set the options for the Petty Cash Payments the same as that of the Payments Journal. If you select the Petty Cash Payments Batch on the Batch Type selection screen, the Contra Account will already be displayed for the batch.

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