About TurboCASH

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 sales journal is used to enter the transactions for all Invoices issued to debtors (customers). TurboCASH allows you to set the defaults for each batch type or journal. If the sales journal is correctly set up, TurboCASH will eliminate the incorrect posting of the invoices entered into the sales journal or batch.

Should you have debtor allowances or credit notes (sales returns), etc., you have to group the source documents for debtor allowances or credit notes (sales returns), etc, together and keep them separately from the sales invoices. These source documents have the opposite transactions as that of sales invoices. You have 2 basic options:

Once you have entered the sales invoices in the sales journal and you have updated or posted the normal invoices to the ledger, you need to change the options for the batch for the debtor allowances, credit notes, etc. You may then enter these documents in a new sales journal batch and update or post the sales journal to the ledger. Before you can proceed to enter the transactions for normal sales invoices, you need to set the Options for the Sales Journal back to that of sales invoices.
You may also enter the credit notes or sales returns in the sales journal. If you do this, you need to prefix the amount with a minus sign (-) when entering the amount in the debit column. The amount will automatically be transferred to the credit column.
Alternatively, you may create a new batch type for the debtor allowances (sales returns, credit notes, etc.). You may then only need to set the options for the sales journal batch and set the options for the debtor allowances once.

To set the Options for a Sales Journal Batch:

Click on the

speed button or icon. You may also press the

key on your keyboard. Alternatively you may press the

and

keys on your keyboard. The Batch Type screen will be displayed.

Select the Sales Journal and click on the

button. The Sales Journal Batch Entry screen will be displayed.

If you have not yet set the sales batch up, click on the

button or icon press the

key on your keyboard to Set the Options for the Sales Journal batch. The Options for this batch screen will be displayed.

Set the Standard Options for the Sales Journal:

Option	Description
Contra Account	Select the Sales Account Number or Sub-account number, if you are using sub accounts. TurboCASH will automatically create the balancing entries to the selected contra account when the batch is balanced.
Contra Account per Line	It is recommended that this field be left blank. Usually, you only need to list the debit transactions (invoice number, date, description, debtor account, tax account (if you are registered as a VAT vendor) and the amount in the debit column) for each debtor account for the sales invoices. If you need to allocate different transactions to different ledger sales sub-accounts, you need to select this field.
No Tax	If you are registered as a VAT vendor, this option should NOT be selected, since you need to charge Output VAT on services and goods sold and returned. 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 if you wish to increment the reference (invoice) numbers when the next transaction is entered. If you have many transactions with different descriptions on the same sales invoice for a debtor, and you wish to display each different transaction (description amounts, etc.), you may leave this field blank. For example, if you need to enter more than 2 transactions on each invoice, the invoice number would stay the same for the number of transactions on the invoice, but the descriptions and amounts would be different) you need to enter a the next invoice. You also need to leave this field blank, if you sell services for which different Tax Codes (VAT accounts) apply on the same invoice.
Reverse Contra	Leave blank.
Consolidate Balancing	If you select this field, TurboCASH will consolidate or summarise the balancing entries of the contra account (sales account) into one entry.
Inclusive mode	Select the Inclusive mode to enter transactions inclusive of VAT. (e.g. You would enter an amount of 1 140 (1 000 plus the VAT of 140) in the amount field). If not selected, you need to enter the amounts exclusive of VAT. (e.g. You would enter an amount of 1 000 (1 000 plus the VAT of 140) in the amount field and then TurboCASH will add the amount VAT percentage).
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	For the Sales Journal, you need to select debit: You will only be allowed to enter amounts in the debit amount column of this sales journal batch. When you balance the batch, TurboCASH will create the balancing entries in the credit column. If you do not have many debtor allowances (returns, credit notes, etc.) or you have not created or used a separate batch for the debtor allowances journal (credit notes, sales returns, etc.), you may select credit. You will only be allowed to enter amounts in the credit column of this sales journal batch. When you balance the batch, TurboCASH will create the balancing entries in the debit column.

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

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 Debtor to select only Debtor Accounts (excluding General Ledger, Creditor and Ledgers Special).
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 Sales Account and Tax Accounts (if tax is applicable to the entries in this batch or journal).

Click on the

button to save your settings.

If you have many credit notes, debtor allowances, etc, you may create a separate sales returns or debtor allowances batch, which can be set to have the opposite transactions as that of the sales journal.

It is also a good idea to make a backup before posting, in case there are any incorrect allocations in the batch. If there are, it is easy to simply restore your data from your backup and correct the allocations before updating the transactions to the ledger again.