If you trade in stock items or selling your services from your stock item code file, you need to create documents for your debtors (customers) (invoices, credit notes, quotes and documents for your creditors (suppliers) on the Input - Documents menu option. You may also edit any of these documents at any time before you post or update these documents. There are 2 basic screens, which are used to create documents and to process transactions.

1. Document Entry Header - On this screen you may select the document type (if the correct document type is not displayed), the debtor and creditor account, select new document number (or an existing document number, if you need to edit a document) date of the transaction, etc.
   
   
2. The Document Entry Details screen is used select stock items, enter quantities, discounts, comments, etc. and to edit the transactions, discounts, comments, etc.

To Access the Document Entry Screen:
Press the <Spacebar> 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 a specific sales document (invoice, credit notes or quotes) or purchase document (purchase, and orders) or the point-of-sales invoice. In addition to these access options, you may also use various other combinations of shortcut keys, which you may press on your keyboard to access the document entry screen for a specific document type. The Document Entry screen will be displayed.


You need to select (and enter if necessary) the following information:

	Option	Description
1.	Documents	Click on the down arrow to select any of the following documents, if the required document is not displayed: Note that the Document entry screen will change to reflect the descriptions for the selected fields.
2.	Creditor	This will display Creditor for purchases, goods returned or orders and will change to debtors when invoices, credit notes and quotes. If the cursor is in this field, when debtors are displayed, you will be able to select a debtor account on the Debtors search facility. If creditors are displayed, you will be able to select a creditor account on the Creditors search facility.
3.	Invoice number	If you create a new document, you need to select NEW. TurboCASH will generate the next document number for the selected document. It is recommended that you check your document numbers and change the document numbers, if necessary in the Setup - System Parameters - Documents menu option before starting to process your first document. If you wish to edit an existing document, select the document number. All document numbers for a debtor or creditor, which have not yet been updated or posted to the ledger, may be selected.
4.	Date	Enter a valid date or select the date for the transaction using the date picker. If it is a document, which you are editing, the date when the document was created will be displayed.
5.	Your Reference	If you have received a reference number from your debtor (customer) or creditor (supplier), you need to enter their reference number in this field. When printing the documents, the reference number will be displayed and make it easier for the debtors (customers) or creditors (suppliers) to link and trace the transaction in their records.
6.		This button will display the Document Entry Details screen on which you may select stock items, enter quantities, discounts, comments, etc. and to edit the transactions, discounts, comments, etc.
7.	Salesperson	The available salespersons can only be selected for invoices, credit notes and quotes. Salespersons are added or deleted on the Setup - System Parameters - Salespersons menu option.
8.	Document Group 1 / Document Group 2	If you have created any document groups in the Setup - System Parameters - Groups (Documents tab) menu option.
9.	Postal Address	The postal address as entered on the Edit - Accounts - Debtor (General Information) and in the case of creditors in the Edit - Accounts - Creditor (General Information) menu options. You may overtype this address for a specific document, but need to change the address details on the Edit - Accounts menu option if the address for a debtor or a creditor has permanently changed.
10.	Delivery Address	The delivery address if entered on the Edit - Accounts - Debtor (Statements tab) and in the case of creditors in the Edit - Accounts - Creditor (Remittance) menu options. You may enter or overtype this address for a specific document, but need to change the address details on the Edit - Accounts menu option if the address for a debtor or a creditor has permanently changed.
11.	Message	The message if entered for the specific document type on the Setup - System Parameters - Documents menu option will be displayed. In the case of generated invoices, which have been copied from recurring invoices, the message as entered (and if it is selected to replace message by) on the Edit - Repeating Invoices menu option will be displayed.
12.	Current Balance	Turbo CASH will reflect the current account balance for the selected debtor or creditor account.
13.	Credit Limit	The credit limit if entered on the Edit - Accounts - Debtor (Accounting Information tab) and in the case of creditors in the Edit - Accounts - Creditor (Accounting Information tab) menu options.
14.	Available Balance	TurboCASH will calculate and display the amount available on the credit facility Credit Limit minus the Available Balance). If the current balance exceeds the credit facility when you enter transactions, TurboCASH will inform you accordingly.

After selecting and entering the details on this screen, the cursor will when passed through the last message line on the screen display the Document Entry Details screen for the selected document. Once you have entered your transactions, comments, etc. and you exit the Document Entry Details screen, the Document Entry Header screen and following confirmation message (this message will reflect the name for the selected document type; in this example invoice is displayed):


If you click on the button, you may print or re-print the invoice at a later stage in the Input - Documents - Print menu option. Click on the button to print the document. The options to print a document may be set once, but may be changed when your requirements change. The options is as follows:

	Option	Description
1.	Paper Type	Select pre-printed, plain A4. service, plain eyeline and forty. In you select pre-printed paper, no headings for the document will be printed. (e.g. the word Tax Invoice will be displayed on the pre-printed paper and TurboCASH will not print the word Tax Invoice, etc. Pink Software (Pty) Ltd also offers a range of stationery for documents, statements, etc.
2.	Send Report To	You may view any document on screen, print the document on the printer, save a document in a file, send via e-mail or via a fax.
3.	Copies	You may select the number of copies only if the send to printer is selected.
4.	Printer Setup	You may select a different printer than the default printer and set the paper size, margins, etc. if you have selected a dot-matrix printer.
5.	Print	This button will print the invoice to the selected medium (screen, printer, file, e-mail or fax).

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You may at any time select to print your picture logo in stead of the address or (visa versa) on the documents, provided that you have loaded a logo in the Setup - System Parameters - Company Info (Options tab).

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Should you enter an invalid debtor account, TurboCASH will display the following confirmation message:



If you click on the Yes button, the Edit - Accounts - Debtor screen will be displayed in which you may create a new debtor account.

Should you enter an invalid creditor account, TurboCASH will ask you if you wish to create this account. If you click on the button, the Edit - Accounts - Creditor screen will be displayed in which you may create a new creditor account.

You may also click on the button to select the correct account, if an incorrect account was selected.