The General Ledger Account records or data are saved in a
OpenOffice.org Calc Spreadsheet file when the data is exported in the Tools - Export menu option
on the Accounts tab and the OpenOffice SpreadSheet (*.SXC) is selected. Once the data for General
Ledger Accounts have been saved to a file, you may access the file by locating
it in the specific location and file name where you have saved this file on your
system. You may use this OpenOffice.org Calc Spreadsheet file to analyse and sort this data for your
specific requirements or to Import Accounts.
To access the OpenOffice.org Calc Spreadsheet file:
Locate the file on your system. You may use the
Windows Explorer 
.
Double-click on the 
icon
with the name you have saved the specific data for the exported accounts file. The
selected file will be displayed.
The data fields exported from your general ledger account records is exported in columns, and the data, which you have entered in the Edit - Accounts - General Ledger, Bank Accounts and Tax Accounts menu option is displayed in rows (from row 2 onwards). Each general ledger account data is listed in its own row. Row 1 is used for the headings of the TurboCASH data fields.
The vertical scroll bar is located on the right-hand side of the spreadsheet file and is used to view more data for general ledger accounts data. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for general ledger accounts data.
The data fields on the screens in TurboCASH and the columns in which the data is displayed in the Lotus 123 spreadsheet is as follows:
General Ledger Accounts:
The listed data as entered or amended on the Edit - Accounts - General Ledger menu option will be displayed in columns A-G in the spreadsheet. Only for the Account types 0 (i.e. General Ledger accounts) as indicated in Column A of the spreadsheet, Column D will be displayed as True or False. True simply means that the data for the account is set to be an Income / Expense account (which will be displayed on the Income Statement to calculate the net profit / loss). Should this field not be selected, the data in field D will display as False. False simply means that these accounts are by default a balance sheet account (column D = False). The figures of these accounts will be reflected in the balance sheet.
Note that column D (i.e. Income / Expenses) only applies to the General Ledger Accounts screen. For all other account types (Bank and Tax Accounts (Account Types 3 and 4), as indicated in Column A of the spreadsheet, Column D will not be displayed and cannot be edited on the screens. These accounts are by default a balance sheet account (column D = False).
Bank Accounts:
The listed data as entered or amended on the Edit - Accounts - Bank Accounts menu option will be displayed in columns A-G in the spreadsheet.
The detail or names for the payments and receipts batches are listed in columns L and K respectively.
Tax Accounts:
The listed data as entered or amended on the Edit - Accounts - Tax Accounts menu option will be displayed in columns A-J in the spreadsheet. Note that Column D is by default linked to a balance sheet account (Column D = False) for this Account type. For the Account types 4 (i.e. Tax accounts) as indicated in Column A of the spreadsheet, Column D will not be displayed and cannot be edited on the screens. These accounts are by default a balance sheet account (column D = False).
Note that the data you enter on columns H to J are displayed in the spreadsheet. The data in columns H to J are only applicable to Tax (VAT) accounts. Column H indicates the effective date from which and column I indicate the date until when these dates apply. Column J reflects the percentage Tax rate that TurboCASH will use to calculate the VAT for the input or the Output Tax code.
The detail for the columns is as follows:
To access the OpenOffice.org Calc Spreadsheet file:
Locate the file on your system. You may use the
Windows Explorer .
Double-click on the icon
with the name you have saved the specific data for the exported accounts file. The
selected file will be displayed.
The data fields exported from your general ledger account records is exported in columns, and the data, which you have entered in the Edit - Accounts - General Ledger, Bank Accounts and Tax Accounts menu option is displayed in rows (from row 2 onwards). Each general ledger account data is listed in its own row. Row 1 is used for the headings of the TurboCASH data fields.
The vertical scroll bar is located on the right-hand side of the spreadsheet file and is used to view more data for general ledger accounts data. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for general ledger accounts data.
The data fields on the screens in TurboCASH and the columns in which the data is displayed in the Lotus 123 spreadsheet is as follows:
General Ledger Accounts:
The listed data as entered or amended on the Edit - Accounts - General Ledger menu option will be displayed in columns A-G in the spreadsheet. Only for the Account types 0 (i.e. General Ledger accounts) as indicated in Column A of the spreadsheet, Column D will be displayed as True or False. True simply means that the data for the account is set to be an Income / Expense account (which will be displayed on the Income Statement to calculate the net profit / loss). Should this field not be selected, the data in field D will display as False. False simply means that these accounts are by default a balance sheet account (column D = False). The figures of these accounts will be reflected in the balance sheet.
Note that column D (i.e. Income / Expenses) only applies to the General Ledger Accounts screen. For all other account types (Bank and Tax Accounts (Account Types 3 and 4), as indicated in Column A of the spreadsheet, Column D will not be displayed and cannot be edited on the screens. These accounts are by default a balance sheet account (column D = False).
Bank Accounts:
The listed data as entered or amended on the Edit - Accounts - Bank Accounts menu option will be displayed in columns A-G in the spreadsheet.
The detail or names for the payments and receipts batches are listed in columns L and K respectively.
Tax Accounts:
The listed data as entered or amended on the Edit - Accounts - Tax Accounts menu option will be displayed in columns A-J in the spreadsheet. Note that Column D is by default linked to a balance sheet account (Column D = False) for this Account type. For the Account types 4 (i.e. Tax accounts) as indicated in Column A of the spreadsheet, Column D will not be displayed and cannot be edited on the screens. These accounts are by default a balance sheet account (column D = False).
Note that the data you enter on columns H to J are displayed in the spreadsheet. The data in columns H to J are only applicable to Tax (VAT) accounts. Column H indicates the effective date from which and column I indicate the date until when these dates apply. Column J reflects the percentage Tax rate that TurboCASH will use to calculate the VAT for the input or the Output Tax code.
The detail for the columns is as follows:
| Column | Field | Account - Details | Values |
| A | Account Type | General Ledger, Bank and Tax Accounts. |
0=General Ledger 3=Bank Accounts 4=Tax Accounts |
| B | Account Number | General Ledger, Bank and Tax Accounts. | Alpha-numerical |
| C | Description | General Ledger, Bank and Tax Accounts. | Alpha-numerical |
| D | Income / Expenses |
General Ledger Tax and Bank Accounts is by default a Balance Sheet Account. |
True= Income Expenses False= Balance Sheet |
| E | Sub-Account | General Ledger, Bank and Tax Accounts. |
True=Yes False=No Sub-Accounts |
| F | Account Group 1 | General Ledger, Bank and Tax Accounts. | Alpha-numerical |
| G | Account Group 2 | General Ledger, Bank and Tax Accounts. | Alpha-numerical |
| H | Start Date | Tax Accounts only | Date |
| I | End Date | Tax Accounts only | Date |
| J | Rate | Tax Accounts only | Percentage |
| K | Receipts | Bank Accounts only | Alpha-numerical |
| L | Payments | Bank Accounts only | Alpha-numerical |
