taken from the
If you sell stock items to your debtors (customers) you need to
enter the transactions in the Input - Documents - Invoices - Enter menu option
and not in the Input - Batch Entry menu option. In this menu option, you may
create new invoices, which is a source document that is handed or sent to the
customer documenting the sales transaction.
Invoices may also be created if quotes have been confirmed and converted to an invoice in the Input - Documents - Confirm menu option or invoices may also be copied from the invoice history in the Edit - Repeating Invoices menu option. These invoices, including the newly created invoices, may be edited, before they are posted or updated to the ledger. It is important to check that invoices are correct (stock items, quantities, pricing, discounts, etc.) before they are posted or updated to the ledger. Once invoices are updated or posted to the ledger, and there are any errors on the invoices, you need process a credit note to correct any incorrect entries on the posted or updated invoice.
PLEASE NOTE
Cost Prices Latest Cost or Average Cost
Before you start to process and update any Invoices or other documents, you need to carefully plan and decide if you should use latest cost or average cost method. This will drastically influence your gross profit (Sales less Cost of Sales) and consequently the net profit. If you are not sure, which method to select, consult with your accountant.
TurboCASH defaults to an average costing basis. This means that if, when purchasing a stock item, the cost price has changed from the price you last specified, simply enter the new cost price. TurboCASH will then average the cost price for you (e.g. if you buy an apple for R1.00 today and tomorrow you buy another apple for R1.50, TurboCASH will calculate the average cost price to be R1.25 per apple).
If you wish to use the latest cost price instead of the average cost price, you need to select the Latest Cost (Cost of Sales) in the Setup - System Parameters - Stock Information (Use Cost of Sales) menu option.
If you do not select Cost of Sales, TurboCASH will not update your cost of sales account and you will not be able to view the gross profit (Sales less Cost of Sales) on your sales transactions. If no cost prices are reflected in the latest or average cost for your stock items, the Cost of Sales Account will be updated with a zero value.
To Create or Edit an Invoice:
Press the <Spacebar> or the 
key on your keyboard. You
may also click on the 
speed button or
icon. You may also click on the down arrow of the Invoice speed button to select
Invoice from the sales document. The Document Entry screen will be displayed.
Select Invoice in the Documents field, if Invoice is not displayed.
Select and enter the applicable information for
the applicable fields:
Once you are finished with the message, the Document Entry Details screen for Invoices and the Stock Items search facility screen will be displayed.
Select the applicable Stock Item or Service Item from the Stock Item
search facility and TurboCASH will automatically display the Item No.,
Description and Unit Amount in the applicable fields. You need to enter the
Quantity in the Ship fields. When the cursor is in the Unit Amount field, the
following screen reflecting your 3 selling prices will be displayed:
If you use 3 different selling prices, the default selling price 1, 2 or 3 as selected on the Edit - Accounts - Debtor (Accounting Information tab) will be selected. You may select any other available selling price, for this invoice, if you wish.
If you have entered any percentage for Customer Discount on the Edit - Accounts - Debtor (Accounting Information tab) and the Apply Invoice Discount field is selected on the Edit - Stock Items menu option for the selected stock item, the customer discount percentage for the selected debtor account will be displayed. Note you may overtype the discount with a zero (0) percentage if you do not wish to allow discount for this transaction. If you wish to grant a lower percentage or higher percentage of discount, you may overtype the percentage with the percentage of discount you wish to allow.
TurboCASH will automatically calculate the amount for the number of items invoiced in the line. If you are registered for VAT and VAT is applicable to the transactions, remember to check that the amounts reflect inclusive or exclusive of VAT correctly.
If you have selected an existing invoice, the details of the transactions will be displayed. You may add any new items, comments, select stock items and edit the selling prices, quantities and discounts, etc.
When you are finished with the Invoice, press the 
button to
close or exit the Stock Item search facility. The following confirmation message
will be displayed:
Click on the 
button to print the document and click on the 
button on the Document Entry Header screen. The document will
be printed to the output method as displayed on the screen.
If you click on the
button on the confirmation screen, you
may print the Invoice later in the Input
- Documents - Print menu option. You may also
re-print the invoice whether it is posted or updated to the ledger, or not.
You may set the auto-post documents on print option in the Setup - System Parameters - Documents menu option to update or post documents automatically once a document is generated and printed. If you use this feature and click on the button not to print a document once it is generated, you need to update or post the unprinted documents in this Input - Update Ledger menu option.
You may proceed to create or edit another invoice or another document,
or you may press the button on your keyboard to exit the Document Entry
screen.
Invoices may also be created if quotes have been confirmed and converted to an invoice in the Input - Documents - Confirm menu option or invoices may also be copied from the invoice history in the Edit - Repeating Invoices menu option. These invoices, including the newly created invoices, may be edited, before they are posted or updated to the ledger. It is important to check that invoices are correct (stock items, quantities, pricing, discounts, etc.) before they are posted or updated to the ledger. Once invoices are updated or posted to the ledger, and there are any errors on the invoices, you need process a credit note to correct any incorrect entries on the posted or updated invoice.
PLEASE NOTE Cost Prices Latest Cost or Average Cost
Before you start to process and update any Invoices or other documents, you need to carefully plan and decide if you should use latest cost or average cost method. This will drastically influence your gross profit (Sales less Cost of Sales) and consequently the net profit. If you are not sure, which method to select, consult with your accountant.
TurboCASH defaults to an average costing basis. This means that if, when purchasing a stock item, the cost price has changed from the price you last specified, simply enter the new cost price. TurboCASH will then average the cost price for you (e.g. if you buy an apple for R1.00 today and tomorrow you buy another apple for R1.50, TurboCASH will calculate the average cost price to be R1.25 per apple).
If you wish to use the latest cost price instead of the average cost price, you need to select the Latest Cost (Cost of Sales) in the Setup - System Parameters - Stock Information (Use Cost of Sales) menu option.
If you do not select Cost of Sales, TurboCASH will not update your cost of sales account and you will not be able to view the gross profit (Sales less Cost of Sales) on your sales transactions. If no cost prices are reflected in the latest or average cost for your stock items, the Cost of Sales Account will be updated with a zero value.
To Create or Edit an Invoice:
Press the <Spacebar> or the key on your keyboard. You
may also click on the speed button or
icon. You may also click on the down arrow of the Invoice speed button to select
Invoice from the sales document. The Document Entry screen will be displayed.
Select Invoice in the Documents field, if Invoice is not displayed.
Select and enter the applicable information for
the applicable fields:| Option | Description | |
| 1. | Debtor | Select the Debtor for whom you wish to create an Invoice or to edit an existing Invoice. |
| 2. | Invoice Number |
Always select NEW to create a new Invoice and TurboCASH
will generate the next Invoice number. If you wish to edit an existing
Invoice you may select the Invoice Number which will be displayed for that
Debtor. Confirmed and Converted Quotes as well as Generated Repeating Invoices may also be selected, if converted or generated for the debtor. |
| 3. | Date | The current date in your system should be displayed. You may enter any other valid date or select a date using the date picker. |
| 4. | Your Reference: | Enter the reference number as supplied by your Debtor, if available. |
| 5. | Salesperson |
The salesperson allocated on the Edit - Accounts - Debtor (General Information tab) will be displayed. If no Salesperson has been allocated
to the specific Debtor, unallocated should be displayed. You may also select any available Salesperson, added in the Setup - System Parameters - Salesperson menu option. |
| 6. |
Document Group 1 / Document Group 2 |
You may select any of the available Document Reporting Groups, which you have created in the Setup - System Parameters - Groups menu option. |
| 7. | Postal Address | The address as entered on the Edit - Accounts - Debtor (General Information tab) will for the specific Debtor will be displayed. |
| 8. | Delivery Address |
The address as entered on the Edit - Accounts - Debtor (Statement tab) for the specific Debtor will be displayed. You may also enter or overtype the address in this field if the delivery address is different. |
| 9. | Available Balance |
Check that the available balance on the credit facilities
is sufficient to accommodate this invoice. If this invoice will exceed the
credit limit, you may need to inform the debtor to make some payment. TurboCASH will automatically calculate the difference between the credit limit and the current balance of your Debtors account. |
| 10. | Message | The message you have entered in the Setup - System Parameters - Documents (Invoices tab) menu option will be displayed. You may enter or overtype this message with another message for this specific invoice. |
Once you are finished with the message, the Document Entry Details screen for Invoices and the Stock Items search facility screen will be displayed.
Select the applicable Stock Item or Service Item from the Stock Item
search facility and TurboCASH will automatically display the Item No.,
Description and Unit Amount in the applicable fields. You need to enter the
Quantity in the Ship fields. When the cursor is in the Unit Amount field, the
following screen reflecting your 3 selling prices will be displayed:
If you use 3 different selling prices, the default selling price 1, 2 or 3 as selected on the Edit - Accounts - Debtor (Accounting Information tab) will be selected. You may select any other available selling price, for this invoice, if you wish.
If you have entered any percentage for Customer Discount on the Edit - Accounts - Debtor (Accounting Information tab) and the Apply Invoice Discount field is selected on the Edit - Stock Items menu option for the selected stock item, the customer discount percentage for the selected debtor account will be displayed. Note you may overtype the discount with a zero (0) percentage if you do not wish to allow discount for this transaction. If you wish to grant a lower percentage or higher percentage of discount, you may overtype the percentage with the percentage of discount you wish to allow.
TurboCASH will automatically calculate the amount for the number of items invoiced in the line. If you are registered for VAT and VAT is applicable to the transactions, remember to check that the amounts reflect inclusive or exclusive of VAT correctly.
If you have selected an existing invoice, the details of the transactions will be displayed. You may add any new items, comments, select stock items and edit the selling prices, quantities and discounts, etc.
When you are finished with the Invoice, press the button to
close or exit the Stock Item search facility. The following confirmation message
will be displayed:Click on the button to print the document and click on the button on the Document Entry Header screen. The document will
be printed to the output method as displayed on the screen. If you click on the
button on the confirmation screen, you
may print the Invoice later in the Input
- Documents - Print menu option. You may also
re-print the invoice whether it is posted or updated to the ledger, or not.You may set the auto-post documents on print option in the Setup - System Parameters - Documents menu option to update or post documents automatically once a document is generated and printed. If you use this feature and click on the
button not to print a document once it is generated, you need to update or post the unprinted documents in this Input - Update Ledger menu option.
You may proceed to create or edit another invoice or another document,
or you may press the button on your keyboard to exit the Document Entry
screen.
