Turbo TurboCASH 3.75 - TUTORIAL CASH 3.

75 - TUTORIAL
With thanks to:
Philip Copeman
Pieter Valentijn (Delphidreams)
Malcolm Cheyne (TurboCASH Australia)
Sylvain Ntumba
Faizel Razak
Sylvain Mboumba
The staff of Liandor Trust
ISBN 0-620-30923-7
Tutorial: Dan Van Zyl Tutorial: Dan Van Zyl
1 July 2006 1 July 2006
This document contains proprietary information that is protected by copyright law. All rights are reserved.
No part of this document may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into
any language in any form or by any means, that is electronic, mechanical, magnetic, optical, chemical, manual or
otherwise, in whole or in part, without the prior written consent of Philip Copeman.
WELCOME to TurboCASH
Thank you for choosing the TurboCASH 3.7 program. This program is easy to use, but an exceptionally powerful
accounting program. This program allows you to set up your accounting system according to your own
requirements.
TurboCASH 3.7 can be customised to accommodate virtually any business’ requirements. The program is so
versatile, that, if your business expands and you change to another form of ownership, (e.g., from sole proprietor
to partnership, close corporation or company) or even if need to you register or de-register for VAT/GST/Sales
Tax, TurboCASH can accommodate these changes with ease.
The key to the TurboCASH program is in the setting up of the parameters. Failure to set up the program
correctly will yield incorrect results.
If you are unfamiliar with TurboCASH, please use one of the preset examples rather than creating your own
Set of Books.
If you have never used TurboCASH before, time would be well spent doing the Handyman tutorial before
launching into your own Set of Books.
When TurboCASH is set up correctly, you, as the user, will enjoy the benefits of increased financial control of
your enterprise. Each business entity is different from the next. It is for this reason that the TurboCASH program
was developed with built-in flexibility.
In this book we will be tackling three types of businesses, namely:
1. Businesses, which do not control stock or need to print invoices from the program.
2. Businesses, which do control stock and will, therefore, be creating Invoices and Purchase documents (Goods
Received Notes) through the program.
3. Businesses, which do control stock as well as non-stock items. Such as a beauty salon, which sells stock
items such as lipsticks and moisturisers, and will also charge for services such as facials, on the same
invoice.
We strongly recommend that you work through the tutorial in the book to familiarise yourself with the TurboCASH
program, the thinking and the concepts behind it. We have included the following Sets of Books on the
TurboCASH installation CD, which will be installed, on your system:
- HANDYMAN–A–SA - This is a Set of Books in which the transactions in MODULE E of this tutorial is posted
and updated. You may use this Set of Books to generate reports to check that you have worked correctly
through the Chapters in Modules C to E.
- HANDYMAN–B–SA - This is the same as for HANDYMAN–A–SA or HANDYMAN–C–SA. The transactions
are entered into the batches, but is not updated or posted to the ledger.
- HANDYMAN–C–SA - This is a Set of Books in which the transactions in MODULE F of this tutorial is posted
and updated. You may use this Set of Books to generate reports to check that you have worked correctly
through the Chapters in Modules C, D and F.
If you are not registered for VAT/GST/Sales Tax, the following tutorials are available:
● Accounting Made Easy - No Tax
● Tutorial for Retail Entities - No Tax
● Totorial for Service Entities - No Tax
HOW TO USE THIS BOOK
The book starts with a table of contents, which can be used as a quick reference to the relevant page/s. This is a
step by step guide to performing all the actions associated with TurboCASH. In order to facilitate quick
referencing, the table of contents is comprehensively numbered.

To access more detailed information, on any topic in this book, or on any other issue in the TurboCASH
program, you may click on the key on your keyboard to access the Help Files in the TurboCASH program.
This book is divided into the following 11 modules:
- MODULE A – Introduction to accounting and accounting principles.
- MODULE B – Installing, registering and working with TurboCASH. For the established users of TurboCASH
these Chapters may be skipped.
- MODULE C – Backing up and restoring your data in the event of mistakes or hardware failures.
- MODULE D – Creating a Set of Books, set up and creating your chart of accounts, debtor and creditor
accounts as well as creating tax accounts.
- MODULE E – This is a work-through tutorial, providing “hands-on” knowledge of the TurboCASH system for
how to run a business, which does not control stock, i.e. service entities.
- MODULE F – This is a work-through tutorial, providing “hands-on” knowledge of the TurboCASH system for
how to run a business, which does control stock, i.e. retail entities.
- MODULE G – This is a work-through tutorial, providing “hands-on” knowledge of the TurboCASH system for
how to run a business, which sell stock items and service stock items (e.g. consulting, labour, etc.).
- MODULE H – This is a working tutorial describing the Bank Reconciliation based on the data you have
entered in the payments and receipts batches (journals) or the current bank account in MODULE E or
MODULE F.
- MODULE I – This is a working tutorial of how to enter budgets and to generate reports to view your budget
figures. These budget figures are used as comparative figures on the budget performance report, income
statement, trial balance, user reports, etc. compare your actual income and expenses against the budgeted
figures.
- MODULE J – All available reports are listed and how to generate these reports. The reports from the tutorials
are also included with each tutorial so that you may check your reports after having completed the tutorials. In
Chapter 4 of this MODULE, describes the report writer facility.
- MODULE K – This MODULE lists the basic keyboard shortcuts for those users who prefers to use the
keyboard instead of the mouse to get around TurboCASH.
The set up of a new Set of Books is dealt with in MODULE D and this MODULE is relevant to tutorials in
Modules E and F. MODULE D is a very important as it describes setting up the system information, general
ledger accounts, debtors and creditors for all types of businesses.
Once you have completed MODULE D, you need to choose MODULE E (for Service Entities) or MODULE F
(for Retail Entities), whichever is closest to your needs.
If you need to combine services (e.g. labour, consulting, etc.) with your stock items on the same invoice, you
need to work through Chapter F4 of MODULE F.
Once you have worked through MODULES E or F you may proceed to with MODULE H describing the Bank
Reconciliation in TurboCASH. MODULE I describes how to use the Budget Facility in TurboCASH.
The book has been structured in such a way that if you follow the step by step procedures, you will be able to run
your company’s Set of Books with TurboCASH. The Chart of Accounts represented in this book is a basic
generalised one. You should not use Handyman as a basis for you business, but rather the local set of Book
supplied on your CD or Download. It is up to you to expand and change the Chart of Accounts as per your
particular business requirements (for example, you may need an account called “commissions paid”).
Work as carefully and as accurately as possible, trying to find a mistake afterwards can be difficult.
The following icons have been placed in the text for your convenience:
Create, edit or to perform a specific action.
´Click or select using the mouse.
¯Enter or press a key on the keyboard.
Next action or step.
· Leave a field blank. Go to the next field.
In our experience 95% of all TurboCASH problems are caused by:
1. Inadequate setting up of the program
2. Inadequate knowledge of the program
3. Inadequate computer hardware
4. Most of all - inaccurate data capture (finger problems!)
Workshops for TurboCASH Users
Beginner Workshops are held regularly in the major centres. The duration is 3 hours and it covers basics of
TurboCASH installation and usage, i.e. Setup, Batch Entry, Financial Reports, Debtors Statements, VAT
returns, Bank Reconciliation, Invoicing, etc.
Please feel free to contact TurboCASH to inquire about these workshops at:
- Cape Town - yolanda@pinksoft.co.za
- Johannesburg - louisa@pinksoft.co.za
- Other areas - If you want a Workshop in your area, we will develop these on demand. We will develop
workshops in your area as fast as we can. If you are interested in a work shop in your area contact
philip@pinksoft.co.za
TABLE OF CONTENTS
MODULE A - INTRODUCTION TO ACCOUNTING.................................................................................. 11
A.1- USING A COMPUTER IN ACCOUNTING................................................................................................... 13
A.1.1- INTRODUCTION ................................................................................................................................ 13
A.1.2- THE ACCOUNTING PROCESS.......................................................................................................... 13
A.1.3- METHODS OF RECORDING.............................................................................................................. 13
A.1.3.1- Manual System............................................................................................................................................... 14
A.1.3.2- Computerised System..................................................................................................................................... 15
A.1.4- MANUAL VERSUS COMPUTERISED ACCOUNTING SYSTEMS..................................................... 16
A.2- ACCOUNTING PRINCIPLES...................................................................................................................... 16
A.2.1- BASIC ACCOUNTING PRINCIPLES.................................................................................................. 16
A.2.2- DUAL ENTRY SYSTEM - DEBITS AND CREDITS............................................................................. 17
A.2.2.1- Dual Entry System.......................................................................................................................................... 17
A.2.2.2- What are Debits and Credits?......................................................................................................................... 17
A.2.3- MAIN CLASSIFICATION OF ACCOUNTS / FINANCIAL CATEGORIES............................................ 18
A.2.3.1- Accounting Equation - Income Statement ...................................................................................................... 18
A.2.3.2- Accounting Equation - Balance Sheet ........................................................................................................... 18
A.2.3.3- Accounting Equation - Income Statement and Balance Sheet....................................................................... 19
A.2.4- GROUPS/CLASSIFICATION OF FINANCIAL CATEGORIES............................................................ 19
A.2.4.1- Account Groups for Financial Categories - Income Statement ...................................................................... 19
A.2.4.2- Account Groups for Financial Categories - Balance Sheet.............................................................................20
A.2.5- CHARTS OF ACCOUNTS in TurboCASH........................................................................................... 21
A.2.5.1- Income / Expense Accounts on the Chart of Accounts................................................................................... 21
A.2.5.2- Balance Sheet Accounts on the Chart of Accounts......................................................................................... 22
A.2.6- THE LEDGER..................................................................................................................................... 23
A.2.7- CONTROL ACCOUNTS...................................................................................................................... 23
A.2.8- TRANSACTION LIST - DEBITS AND CREDITS ................................................................................ 25
MODULE B - INTRODUCTION TO TurboCASH.......................................................................................26
B.1- THE TurboCASH PROGRAM..................................................................................................................... 29
B.1.1- DOWNLOAD TurboCASH OR ORDER TurboCASH CD’s?................................................................ 29
B.1.2- TurboCASH FEATURES..................................................................................................................... 30
B.1.2.1- Get Started Easily........................................................................................................................................... 30
B.1.2.2- Accounting Made Easy................................................................................................................................... 30
B.1.2.3- Comprehensive Reporting.............................................................................................................................. 30
B.1.2.4- Powerful.......................................................................................................................................................... 30
B.1.3- ACCOUNTING PROCESS IN TurboCASH......................................................................................... 31
B.1.4- BATCH ENTRY - BASICS in TurboCASH........................................................................................... 32
B.1.4.1- Sales Journal.................................................................................................................................................. 32
B.1.4.2- Purchases Journal.......................................................................................................................................... 32
B.1.4.3- Cash-Book...................................................................................................................................................... 32
B.1.4.3.1- Receipts Journal................................................................................................................. 32
B.1.4.3.2- Payments Journal............................................................................................................... 32
B.1.4.4- General Journal.............................................................................................................................................. 32
B.1.5- ENTERING TRANSACTIONS IN A BATCH (JOURNAL).................................................................... 32
B.1.5.1- Setting up your Batches................................................................................................................................... 33
B.1.5.2- Posting to the Ledger...................................................................................................................................... 34
B.1.6- THE STRUCTURE OF TurboCASH.................................................................................................... 34
B.1.6.1- Sets of Books.................................................................................................................................................. 34
B.1.6.2- Company Information, Defaults and Settings................................................................................................. 34
B.1.6.3- Accounting Periods......................................................................................................................................... 34
B.1.6.4- Accounts ........................................................................................................................................................ 35
B.1.6.5- Transactions.................................................................................................................................................... 35
B.1.6.6- Stock Items..................................................................................................................................................... 35
B.1.6.7- Documents...................................................................................................................................................... 35
B.2- INSTALLING AND REGISTERING TurboCASH......................................................................................... 36
B.2.1- HARDWARE AND SOFTWARE REQUIREMENTS............................................................................. 36
B.2.2- UPDATING TurboCASH .................................................................................................................... 36
B.3- INSTALLING TurboCASH ......................................................................................................................... 37
B.3.1- Autorun Installation ............................................................................................................................. 37
B.3.2- If the Set-up Program does not initiate automatically.......................................................................... 38
B.4- STARTING AND REGISTERING TurboCASH ........................................................................................... 39
B.4.1- Starting TurboCASH............................................................................................................................ 39
B.4.2- Registering TurboCASH ..................................................................................................................... 40
B.5- WORKING IN TurboCASH.......................................................................................................................... 41
B.5.1- THE TurboCASH PROGRAM............................................................................................................. 41
B.5.1.1- Title bar .......................................................................................................................................................... 42
B.5.1.1.1- Title bar on the TurboCASH program................................................................................. 42
B.5.1.1.2- Title bar on various screens in the TurboCASH program .................................................. 42
B.5.1.2- Menu bar ........................................................................................................................................................ 42
B.5.1.2.1- File Menu........................................................................................................................... 42
B.5.1.2.2- Edit Menu .......................................................................................................................... 43
B.5.1.2.3- Input Menu ........................................................................................................................ 43
B.5.1.2.4- Reports Menu..................................................................................................................... 43
B.5.1.2.5- Setup Menu........................................................................................................................ 44
B.5.1.2.6- Tools Menu........................................................................................................................ 45
B.5.1.2.7- Help Menu.......................................................................................................................... 46
B.5.1.3- Speed Toolbar................................................................................................................................................ 47
B.5.1.4- Turbo Menu..................................................................................................................................................... 47
B.5.2- MINIMISE, RE-SIZE AND SWITCH BETWEEN PROGRAMS............................................................ 48
B.5.2.1- Minimise, Restore and Closing of Programs or Screens................................................................................ 48
B.5.2.2- Resizing of Screens on your Desktop............................................................................................................. 48
B.5.2.3- Switching to other Programs on your Desktop................................................................................................ 48
B.5.3- ACCESSING MENU OPTIONS USING SHORTCUT KEYS .............................................................. 49
B.5.4- USING SEARCH OR LOOKUP FACILITIES ...................................................................................... 49
B.5.5- NAVIGATION IN TurboCASH............................................................................................................. 50
B.5.5.1- Yes / No, OK / Cancel, Back / Next and Finish Buttons.................................................................................. 50
B.5.5.2- Moving between Fields on Screens when entering Data................................................................................ 50
B.5.5.3- Arrow Keys...................................................................................................................................................... 50
B.5.5.4- Drop-Down Lists............................................................................................................................................. 50
B.5.5.5- Tick Boxes...................................................................................................................................................... 50
B.5.6- GETTING HELP IN TurboCASH......................................................................................................... 50
B.5.7- CUSTOMISING THE TurboCASH PROGRAM................................................................................... 51
B.5.7.1- Colours............................................................................................................................................................ 51
B.5.7.2- Theme Style.................................................................................................................................................... 51
B.5.7.3- Theme............................................................................................................................................................. 51
B.5.7.4- Select Language............................................................................................................................................. 51
B.6- WORKING WITH BATCHES (JOURNALS)................................................................................................ 52
B.6.1- BASICS OF BATCH PROCESSING .................................................................................................. 52
B.6.2- SELECTING THE BATCH TYPE........................................................................................................ 52
B.6.3- THE BATCH ENTRY SCREEN........................................................................................................... 53
B.6.3.1- Title bar .......................................................................................................................................................... 54
B.6.3.2- Speed Buttons or Icons................................................................................................................................... 54
B.6.3.3- Column Headings and Rows.......................................................................................................................... 54
MODULE C - BACKUP AND RESTORE A SET OF BOOKS................................................................... 55
C.1- BACKUP A SET OF BOOKS...................................................................................................................... 57
C.1.1- CREATING A BACKUP FILE ONTO A DISK OR HARD DRIVE......................................................... 57
C.1.2- CREATING AN E-MAIL BACKUP FILE ............................................................................................. 59
C.2- RESTORE A SET OF BOOKS.................................................................................................................... 59
C.3- THE TurboCASH BACKUP FILE................................................................................................................ 62
C.3.1- RESTORE A SET OF BOOKS - TurboCASH BACKUP.EXE FILE .................................................... 62
C.3.2- RESTORE A SET OF BOOKS - TurboCASH BACKUP.ZIP FILE....................................................... 64
MODULE D - CREATING A SET OF BOOKS AND SETUP..................................................................... 66
D.1- CREATE A SET OF BOOKS USING THE CREATION WIZARD................................................................ 68
D.2- ENTER BASIC INFORMATION AND SELECT DEFAULTS....................................................................... 70
D.2.1- Company Information ......................................................................................................................... 70
D.2.2- Reporting Dates ................................................................................................................................. 72
D.2.3- Batch Type.......................................................................................................................................... 72
D.2.4- Groups................................................................................................................................................ 73
D.3- COMPLETING YOUR SETUP PROCEDURES........................................................................................... 74
D.3.1- SETUP - PREFERENCES.................................................................................................................. 74
D.3.1.1- Backup Path................................................................................................................................................... 74
D.3.1.2- Font................................................................................................................................................................. 74
D.3.1.3- Colours .......................................................................................................................................................... 74
D.3.1.4- Data Parameters............................................................................................................................................. 74
D.3.1.5- Define Labels.................................................................................................................................................. 74
D.3.1.6- Printer............................................................................................................................................................. 74
D.3.2- Theme Style........................................................................................................................................ 75
D.3.3- Theme................................................................................................................................................. 75
D.3.4- SETUP - SYSTEM PARAMETERS..................................................................................................... 75
D.3.4.1- Access Control................................................................................................................................................ 75
D.3.4.2- Batch Types.................................................................................................................................................... 75
D.3.4.3- Company Info................................................................................................................................................. 76
D.3.4.4- Groups............................................................................................................................................................ 76
D.3.4.5- Financial Categories....................................................................................................................................... 76
D.3.4.6- Internet ........................................................................................................................................................... 76
D.3.4.7- Reporting Dates.............................................................................................................................................. 76
D.3.4.8- Statements...................................................................................................................................................... 76
D.3.4.9- Documents...................................................................................................................................................... 76
D.3.4.10- Point-of-Sales............................................................................................................................................... 77
D.3.4.11- Salespersons................................................................................................................................................ 77
D.3.4.12- Stock Information.......................................................................................................................................... 77
D.4- SETTING UP ACCOUNTS .......................................................................................................................... 78
D.4.1- PLANNING YOUR CHART OF ACCOUNTS...................................................................................... 78
D.4.2- EDITING YOUR CHART OF ACCOUNTS.......................................................................................... 80
D.4.2.1- Edit Bank Accounts ........................................................................................................................................ 80
D.4.2.2- Edit General Ledger Accounts........................................................................................................................ 82
D.4.2.2.1- Creating a New Income / Expense Account....................................................................... 82
D.4.2.2.2- Creating a New Balance Sheet Account............................................................................ 82
D.4.2.3- Edit Creditor Accounts.................................................................................................................................... 83
D.4.2.4- Edit Debtor Accounts...................................................................................................................................... 85
D.4.2.5- Edit Tax Accounts........................................................................................................................................... 87
D.4.3- PRINTING LISTS OF ACCOUNTS, DEBTORS, CREDITORS AND STOCK..................................... 89
D.4.3.1- Chart of Accounts........................................................................................................................................... 89
D.4.3.2- Debtors Listing................................................................................................................................................ 90
D.4.3.3- Creditors Listing.............................................................................................................................................. 91
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK).......................................92
E.1- INTRODUCTION TO SERVICE ENTITIES................................................................................................. 94
E.2- ENTERING OPENING BALANCES............................................................................................................ 94
E.2.1- CAPTURING YOUR TRIAL BALANCE............................................................................................... 95
E.2.2- GENERATING A TRIAL BALANCE ................................................................................................... 99
E.3- PROCESSING TRANSACTIONS AND REPORTS................................................................................... 101
E.3.1- CAPTURING YOUR CASHBOOK..................................................................................................... 101
E.3.1.1- Entering your Payments................................................................................................................................ 102
E.3.1.2- Entering your Receipts.................................................................................................................................. 105
E.3.2- CAPTURING YOUR SALES............................................................................................................. 107
E.3.2.1- Entering your Invoices.................................................................................................................................. 107
E.3.2.2- Updating Sales to the Ledger ...................................................................................................................... 110
E.3.3- RECEIVING PAYMENTS FROM YOUR DEBTORS......................................................................... 112
E.3.3.1- Entering Payments from your Debtors ......................................................................................................... 112
E.3.3.2- Posting the Receipts Batch........................................................................................................................... 114
E.3.4- CAPTURING THE REST OF YOUR PAYMENTS............................................................................. 116
E.3.4.1- Entering the Rest of your Payments ............................................................................................................ 116
E.3.4.2- Posting the Payments Batch ........................................................................................................................ 117
E.3.5- PETTY CASH PAYMENTS............................................................................................................... 119
E.3.5.1- Entering your Petty Cash Payments............................................................................................................. 119
E.3.5.2- Posting the Petty Cash Batch ...................................................................................................................... 122
E.3.6- REPEATING TRANSACTIONS......................................................................................................... 124
E.3.6.1- Entering Repeating Transactions.................................................................................................................. 124
E.3.6.2- Updating Repeating Transactions................................................................................................................. 127
E.4- IMPORTANT REPORTS........................................................................................................................... 129
E.4.1- Trial Balance..................................................................................................................................... 129
E.4.2- Income Statement............................................................................................................................. 131
E.4.3- Balance Sheet................................................................................................................................... 133
E.4.4- Debtors Age Analysis........................................................................................................................ 135
E.4.5- Debtors Statements........................................................................................................................... 136
E.4.6- Other Debtors / Creditors Reports .................................................................................................... 137
E.4.7- Batch Type Details Report................................................................................................................. 138
E.4.8- General Ledger Reports.................................................................................................................... 139
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)................................................... 140
F.1- ENTERING YOUR OPENING BALANCES............................................................................................... 142
F.1.1- CAPTURING YOUR TRIAL BALANCE............................................................................................. 143
F.1.2- GENERATING A TRIAL BALANCE .................................................................................................. 147
F.1.3- TAKING ON STOCK ITEMS.............................................................................................................. 149
F.1.3.1- Entering Opening Quantities on Hand and Cost Prices................................................................................. 149
F.1.3.2- Generating a Stock Item Listing Report......................................................................................................... 150
F.2- WORKING WITH STOCK.......................................................................................................................... 151
F.2.1- BASICS OF STOCK......................................................................................................................... 151
F.2.1.1- Stock Purchases........................................................................................................................................... 151
F.2.1.2- Stock Sales................................................................................................................................................... 151
F.2.2- STOCK SETTING AND PARAMETERS........................................................................................... 153
F.2.2.1- Edit Menu Required Accounts and Settings.................................................................................................. 153
F.2.2.1.1- Accounts (Cost of Sales).................................................................................................. 153
F.2.2.1.2- Accounts (Stock Control).................................................................................................. 153
F.2.2.1.3- Debtors - Linking Salespersons to your Debtor Accounts................................................ 153
F.2.2.1.4- Creating a Cash Customer............................................................................................... 153
F.2.2.2- Setup - System Parameters.......................................................................................................................... 153
F.2.2.2.1- Batch Types..................................................................................................................... 154
F.2.2.2.2- Groups.............................................................................................................................. 154
F.2.2.2.3- Documents....................................................................................................................... 154
F.2.2.2.4- Stock Information.............................................................................................................. 155
F.2.2.2.5- Salespersons.................................................................................................................... 156
F.3- PROCESSING TRANSACTIONS AND DOCUMENTS............................................................................. 156
F.3.1- CAPTURING YOUR CASHBOOK..................................................................................................... 157
F.3.1.1- Entering your Payments................................................................................................................................ 159
F.3.1.2- Entering your Receipts.................................................................................................................................. 162
F.3.2- PROCESSING CREDITORS - ORDERS AND PURCHASES.......................................................... 164
F.3.2.1- Creating an Order......................................................................................................................................... 164
F.3.2.2- Confirming an Order - Converting an Order to a Goods Received Note.......................................................166
F.3.2.3- Creating a Purchase Document or a Goods Received Note.........................................................................167
F.3.2.3.1- Editing a Purchase Document Confirmed from an Order.................................................. 167
F.3.2.3.2- Creating a New Purchase Document................................................................................ 168
F.3.2.4- Updating Purchases (GRN’s) to the Ledger.................................................................................................. 170
F.3.3- PROCESSING DEBTORS - QUOTES AND INVOICES................................................................... 172
F.3.3.1- Creating a Quote........................................................................................................................................... 172
F.3.3.2- Confirming a Quote - Converting a Quote to an Invoice............................................................................... 174
F.3.3.3- Creating an Invoice ...................................................................................................................................... 175
F.3.3.3.1- Editing an Invoice Confirmed from a Quote....................................................................... 175
F.3.3.3.2- Creating a New Invoice..................................................................................................... 176
F.3.3.4- Updating your Invoices to the Ledger........................................................................................................... 179
F.3.4- RECEIVING PAYMENTS FROM YOUR DEBTORS......................................................................... 182
F.3.4.1- Entering Payments from your Debtors ......................................................................................................... 182
F.3.4.2- Posting the Receipts Batch........................................................................................................................... 184
F.3.5- CAPTURING THE REST OF YOUR PAYMENTS............................................................................. 186
F.3.5.1- Entering the Rest of your Payments ............................................................................................................ 186
F.3.5.2- Posting the Payments Batch ........................................................................................................................ 187
F.3.6- PETTY CASH PAYMENTS............................................................................................................... 189
F.3.6.1- Entering your Petty Cash Payments............................................................................................................. 189
F.3.6.2- Posting the Petty Cash Batch ...................................................................................................................... 192
F.3.7- REPEATING TRANSACTIONS......................................................................................................... 194
F.3.7.1- Entering Repeating Transactions.................................................................................................................. 194
F.3.7.2- Updating Repeating Transactions................................................................................................................. 197
F.4- IMPORTANT REPORTS........................................................................................................................... 200
F.4.1- Trial Balance...................................................................................................................................... 200
F.4.2- Income Statement............................................................................................................................. 202
F.4.3- Balance Sheet................................................................................................................................... 204
F.4.4- Debtors Age Analysis........................................................................................................................ 206
F.4.5- Debtors Statements........................................................................................................................... 207
F.4.6- Other Debtors / Creditors Reports .................................................................................................... 208
F.4.7- Batch Type Details Report................................................................................................................. 209
F.4.8- General Ledger Reports.................................................................................................................... 210
F.4.9- Reports to Manage and Analise Stock, Sales and Purchases .......................................................... 210
F.4.9.1- Stock Item Reports........................................................................................................................................ 210
F.4.9.2- Sales Analysis Reports................................................................................................................................. 211
F.4.9.3- Purchase Analysis Reports........................................................................................................................... 211
MODULE G - COMBINING STOCK AND NON-STOCK SALES............................................................ 212
G.1- COMBINING STOCK AND NON-STOCK SALES.................................................................................... 214
G.2- SETTING UP A STOCK ITEM FOR SERVICES....................................................................................... 214
G.3- PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS................................................. 215
MODULE H - BANK RECONCILIATION................................................................................................. 218
H.1- INTRODUCTION TO THE BANK RECONCILIATION.............................................................................. 220
H.2- BANK RECONCILIATION IN TurboCASH................................................................................................ 220
H.2.1- Hints when doing the Bank Reconciliation:....................................................................................... 220
H.2.2- Reconciling your Cashbook with Bank Statements........................................................................... 221
H.3- BANK CHARGES...................................................................................................................................... 222
H.4- CHECKING YOUR BANK RECONCILIATION.......................................................................................... 223
MODULE I - BUDGETING....................................................................................................................... 225
I.1- BUDGETING.............................................................................................................................................. 227
I.2- ENTERING THE BUDGET FIGURES........................................................................................................ 228
I.3- GENERATING A BUDGET REPORT......................................................................................................... 229
MODULE J - REPORTS.......................................................................................................................... 230
J.1- INTRODUCTION TO REPORTS............................................................................................................... 232
J.2- SUMMARY OF STANDARD REPORTS ................................................................................................... 232
J.3- GENERATING REPORTS......................................................................................................................... 232
J.3.1- Send to Screen.................................................................................................................................. 232
J.3.2- Send to Printer................................................................................................................................... 233
J.3.3- Send to File........................................................................................................................................ 233
J.3.4- Send to E-mail................................................................................................................................... 233
J.3.5- Send to Fax........................................................................................................................................ 233
J.4- REPORT WRITER..................................................................................................................................... 234
J.4.1- INTRODUCTION TO USER REPORTS............................................................................................. 234
J.4.2- HOW TO WRITE AN INCOME / EXPENSE REPORT....................................................................... 235
J.4.2.1- Setting up the Report Header........................................................................................................................ 235
J.4.2.2- Setting up the Row Types............................................................................................................................. 236
J.4.2.3- Setting up the Column Headings................................................................................................................... 237
J.4.3- GENERATING THE USER REPORT................................................................................................ 238
MODULE K - LIST OF SHORTCUT KEYS............................................................................................ 239
K.1- Function Keys on the TurboCASH Main Program..................................................................................... 241
K.2- Function Keys on the Batch Entry Screens............................................................................................... 241
K.3- Function Keys on the Document Entry Screens........................................................................................ 241
K.4- Shift and Function Keys............................................................................................................................. 241
K.5- Alt and Function Keys............................................................................................................................... 241
K.6- Ctrl and Function Keys ............................................................................................................................. 242
K.7- Ctrl and Alphabetical Character Keys........................................................................................................ 242
K.8- Ctrl and Alt Keys and Alphabetical Character Keys................................................................................... 242
MODULE A - INTRODUCTION TO ACCOUNTING
IN THIS MODULE
MODULE A - INTRODUCTION TO ACCOUNTING.................................................................................. 11
A.1- USING A COMPUTER IN ACCOUNTING................................................................................................... 13
A.1.1- INTRODUCTION ................................................................................................................................ 13
A.1.2- THE ACCOUNTING PROCESS.......................................................................................................... 13
A.1.3- METHODS OF RECORDING.............................................................................................................. 13
A.1.3.1- Manual System............................................................................................................................................... 14
A.1.3.2- Computerised System..................................................................................................................................... 15
A.1.4- MANUAL VERSUS COMPUTERISED ACCOUNTING SYSTEMS..................................................... 16
A.2- ACCOUNTING PRINCIPLES...................................................................................................................... 16
A.2.1- BASIC ACCOUNTING PRINCIPLES.................................................................................................. 16
A.2.2- DUAL ENTRY SYSTEM - DEBITS AND CREDITS............................................................................. 17
A.2.2.1- Dual Entry System.......................................................................................................................................... 17
A.2.2.2- What are Debits and Credits?......................................................................................................................... 17
A.2.3- MAIN CLASSIFICATION OF ACCOUNTS / FINANCIAL CATEGORIES............................................ 18
A.2.3.1- Accounting Equation - Income Statement ...................................................................................................... 18
A.2.3.2- Accounting Equation - Balance Sheet ........................................................................................................... 18
A.2.3.3- Accounting Equation - Income Statement and Balance Sheet....................................................................... 19
A.2.4- GROUPS/CLASSIFICATION OF FINANCIAL CATEGORIES............................................................ 19
A.2.4.1- Account Groups for Financial Categories - Income Statement ...................................................................... 19
A.2.4.2- Account Groups for Financial Categories - Balance Sheet.............................................................................20
A.2.5- CHARTS OF ACCOUNTS in TurboCASH........................................................................................... 21
A.2.5.1- Income / Expense Accounts on the Chart of Accounts................................................................................... 21
A.2.5.2- Balance Sheet Accounts on the Chart of Accounts......................................................................................... 22
A.2.6- THE LEDGER..................................................................................................................................... 23
A.2.7- CONTROL ACCOUNTS...................................................................................................................... 23
A.2.8- TRANSACTION LIST - DEBITS AND CREDITS ................................................................................ 25
USING A COMPUTER IN ACCOUNTING
A.1- USING A COMPUTER IN ACCOUNTING
A.1.1- INTRODUCTION
“I am having sleepless nights! I get summonses and demand letters from everywhere! I started my business
with 100 000! What happened to the money? Why can't I pay my bills? Why are my sales dropping? What will
happen if I get investigated by The Receiver? Why are my expenses getting out of hand? Why don’t my debtors
pay me? What is the value of my stock? Who has wasted my money and resources? Who is mismanaging my
business? I will have to close down! My business may be liquidated!”
It is of utmost importance to evaluate financial information with a view to judging business performance
accurately. Where no accurate information is kept, things quickly get out of hand.
Businesses fail, each year as a result of incorrect decisions taken. You may be surprised that some businesses
fail because of brilliant decisions taken on incorrect or outdated financial information.
Have you ever heard the expression: "You need to have money to make money"? Any business or organisation
utilises money or resources to make money. This is also the reason why businesses exist. However, certain
organisations do not wish to make a profit. These organisations exist to achieve certain benefits by making the
most of the limited funds or resources.
A.1.2- THE ACCOUNTING PROCESS
Imagine if you have to make decisions based on boxes and boxes of slips and documents!
Financial information is the summary of all this financial data into the following two basic reports:
- An Income and Expenses Report or Income Statement reflecting how well or poor the business or
organisation has performed over a specific period.
- A Balance Sheet reflecting the business or organisations financial position as at a specific date.
Additional summarised information with respect to certain items and budgets may also be necessary to
determine performance or financial position. TurboCASH contains many of these reports and includes a report
writer to supplement your own reports.
A.1.3- METHODS OF RECORDING
Accounting may be done either manually (by hand) or with the aid of a computer, either way, the processes are
basically the same:
1. Input
2. Process
3. Output
4. Safeguarding of records
It is a good idea to make a comparison between these two methods.
TurboCASH - Accounting Made Easy - 13
MODULE A - INTRODUCTION TO ACCOUNTING
A.1.3.1- Manual System
In this system all the transactions are manually or physically written up by hand. The manual system can be
illustrated as follows:
The basic processes in a manual system is as follows:
1. Input All transaction data (i.e. cash slips, deposits, cheques, invoices, etc.) are sorted
according to transaction type and written into specific journals by hand.
2. Process The journals are balanced, posted to the general ledger and subsidiary ledgers,
which are in turn balanced. This process is very time consuming.
3. Output A trial balance listing all the debit and credit balances is drafted to check the
arithmetic accuracy and financial reports and statements are then drafted. Some
reports are:
- Income Statement
- Balance Sheet
- Debtor Statements
- Creditor Remittance Advice, etc.
4. Safeguard records The books of account and supporting documents need to be safeguarded from
unauthorised access, fire, theft, etc.
14 - TurboCASH - Accounting Made Easy
Computerised System
A.1.3.2- Computerised System
All records and transactions are captured or entered and processed in the accounting system via a computer
keyboard and a mouse. Any transactions captured or entered automatically update all applicable records,
when the transactions are posted. The computerised system can be illustrated as follows:
The basic processes in a computerised system is as follows:
1. Input All transaction data (source documents i.e. cash slips, deposits, cheques, invoices, etc.)
are sorted according to the type of transaction, physically entered into specific journals
using a computer keyboard and / or mouse.
2. Process All the transaction data is automatically stored in the computerised accounting program on
your system:
- The journals are balanced off, posted to the general ledger and subsidiary ledgers (i.e.
debtor's ledger, creditor's ledger, stock records, etc.) by a mouse-click or by pressing a
key on your keyboard.
- The general ledger and subsidiary ledgers are automatically updated and balanced off.
3. Output A Trail balance and a host of reports are readily available at the pressing of a few keys on
the computer keyboard or a few mouse-clicks. Some reports are:
- Income Statement; Balance Sheet; Debtor Statements;Creditor Remittance Advises,
etc.
4. Backups The books of account and supporting documents needs to be safeguarded from
unauthorised access, fire, theft, etc.
TurboCASH - Accounting Made Easy - 15
MODULE A - INTRODUCTION TO ACCOUNTING
A.1.4- MANUAL VERSUS COMPUTERISED ACCOUNTING SYSTEMS
The steps to be followed in a hand system and a computerised system have many similarities. The basic steps
in the accounting process for a business is as follows:
Steps Hand System Computerised System
1. Planning and opening an accounting system. Planning and opening an accounting system.
2. Entering of the first transactions or opening
balances.
Entering of the first transactions or opening balances.
3. Preparation of source documents - to write them
up in the auxiliary journals or books of first entry.
Coding of source documents - to enter them in the
auxiliary journals or books of first entry.
4. Bank Reconciliation. Bank Reconciliation.
5. Closing off of the auxiliary journals or books of first
entry and post them to the ledger accounts.
Posting of the auxiliary journals or books of first entry
to the ledger accounts.
6. Compile the Trial Balance. Print the Trial Balance.
7. Finalising of the Accounts and Adjustments. Finalising of the Accounts and Adjustments.
8. Compiling of Financial Statements and other
Reports.
Printing of Financial Statements and other Reports.
Since we have briefly compared the four basic processes and the steps to be followed in a hand system versus
a computerised system it is apparent that using a computerised accounting system has much more advantages
than that of a manual accounting system.
It is apparent that the processes for both systems are basically the same. Some of the processes in the
computerised system are automated. We can clearly see that some of the time consuming processes are
eliminated in the computerised system. Furthermore, a computerised accounting system is pre-programmed
and some defaults may also be set to eliminate human errors.
On the computerised system, any transactions or data are automatically updated and reports are readily
available at any time. Once data is entered, retrieval or generation of reports is easy and can be done with a
few keystrokes or clicks of the mouse. These reports can be used for analyses and interpretation to make
decisions regarding your business financial performance and position.
Another huge advantage is that multiple hard copies can be made very simply if necessary, they are not bulky,
and can be conveniently stored in a safe place/s of your choosing.
Spreadsheets are a modern variation of a manual system. Many of you may have come from a spreadsheet
system and when, confronted with the daunting prospect of leaning accounting you may want to rush back to
the comfort of your spreadsheet.
There are a lot more rules and restrictions on data validation in an accounting package, but the end result
will give you a much more powerful view of your data.
Stick with TurboCASH, the end will be worth it.
A.2- ACCOUNTING PRINCIPLES
A.2.1- BASIC ACCOUNTING PRINCIPLES
Many accounting systems have come and gone off the market, that proported to “make accounting easy”. The
main function of any accounting system is to present the financial reports or statements to possible investors,
bank managers, creditors, consultants, etc. They need the financial information be in an understandable format.
Systems that short cut these rules have all failed because the fail to communicate the information to
Accountants. Accountants speak a language. If TurboCASH seems obscure at first, it is because you are not
familiar with this language. You don't need to be fluent in it, but you do need to understand the basics.
TurboCASH is a Generally Accepted Accounting Practice (GAAP) compliant system. Fortunately there are
steps in TurboCASH to point you in the right direction and to minimise the need for accounting knowledge.
16 - TurboCASH - Accounting Made Easy
DUAL ENTRY SYSTEM - DEBITS AND CREDITS
A.2.2- DUAL ENTRY SYSTEM - DEBITS AND CREDITS
A.2.2.1- Dual Entry System
For 300 years accounting systems have operated on the basic rule of the dual entry system. For each
transaction you will have debit and credit entries, which will be of equal value. When a transaction is entered
or processed in the accounting system a credit is entered for each debit of equal value, and vice versa.
A.2.2.2- What are Debits and Credits?
Any transaction is based on a give and receive principle. If you give something you should receive something
of equal value in return.
Business transactions are always written up or entered into two accounts. The principle is to Debit the
Receiver and Credit the Giver. If you know where your left-hand side and right-hand side is, you already know
something about accounting. Debit is always on your left-hand side and a credit is always on your right-hand
side.
Debit Credit
The account receiving the value is debited. The account giving the value is credited.
The following example illustrates debits and credits:
On 1 March your business sells goods to the value of R 100 to a customer, Tom on credit and issues a sales
invoice for the transaction:
On 1 March the customer receives the goods to the value of R 100 from the business.
On 1 March the business gives the goods to the value of R 100 to the customer.
The customer account debit is debited and the sales account is credited.
What happens if the customer settles his account with the business on 20 March? Your business will issue a
receipt of R 100 as a source document.
On 20 March Tom gives the money to the value of R 100 to the business.
On 20 March the business receives the money to the value of R 100 from Tom.
You will debit the bank and credit the customer account.
Only transactions between the business and another entity (i.e. the purchasing of a computer for office use)
should be recorded, any personal transactions made by the owner of a company (i.e. the purchase of a
computer for gaming at home) should not be entered. As a rule, the owner and the business are seen as two
separate entities in the eyes of the law.
TurboCASH - Accounting Made Easy - 17
MODULE A - INTRODUCTION TO ACCOUNTING
A.2.3- MAIN CLASSIFICATION OF ACCOUNTS / FINANCIAL CATEGORIES
A.2.3.1- Accounting Equation - Income Statement
The income statement reflects all the income accounts and expense accounts of the business. These income
and expense accounts are also known as the nominal accounts. It consists of two basic Financial Categories:
Financial Category What do they tell us? Examples of accounts
Income accounts
(Nominal accounts)
These accounts reflect the income sources
of the business.
Sales
Interest received
Expense accounts
(Nominal accounts)
These accounts reflect the expenses that
the business incurs to generate the income.
Motor vehicle expenses
Rent
Telephone
Salaries and wages
Water and Lights
The difference between the total of the income and the total of the expense accounts will reflect how much
profit/loss the business made.
The profit is the return or remuneration the owner or owners of the business receives on their investment in
the business. This difference (Profit / Loss) is transferred to the Balance Sheet (Retained Earnings Account)
as it will increase the owner / owners equity (interest) in the business.
PROFIT = INCOME – EXPENSES
A.2.3.2- Accounting Equation - Balance Sheet
There are three types of accounts, which are normally, reflected in the balance sheet, proprietary accounts,
asset accounts and liabilities accounts. These accounts will reflect what the business is worth as at a specific
date. Owner’s equity and loan accounts will also be reflected, as will monies owed and the value of assets
held (e.g. stock, motor vehicles, plant and machinery).
Financial Category What do they tell us? Examples of accounts
Proprietary Accounts These accounts are used to enter all the
personal transactions between the owner(s) of
the business and themselves. This reflects how
much the owner(s) has invested in the business
and how much they have taken out of the
business.
Capital
Drawings
Retained Earnings
Asset Accounts These accounts will reflect all the assets owned
by the business, which is used in the activities of
the business.
Land and buildings
Vehicles
Equipment
Furniture and fittings
Machinery
Debtors
Bank
Petty cash
Trading stock
Liability Accounts These accounts will reflect all the liabilities of the
business, to which the business owes money.
Loans
Bank overdrafts
Creditors
CAPITAL = ASSETS – LIABILITIES
The balance sheet reflects a list of all the assets that the business owns and a list of how these assets are
financed. The balance sheet is nothing more than a list of the sources used to finance the assets of the
business and a list of the assets, which were financed.
Owner's equity or interest in the business is the capital invested by the owner in the business. Capital and
liabilities finance all assets the business has acquired and are also known as the “sources of financing” or
“capital employed”. On the other hand, the assets that the business owns, is known as the “employment of
capital”.
18 - TurboCASH - Accounting Made Easy
Accounting Equation - Income Statement and Balance Sheet
A.2.3.3- Accounting Equation - Income Statement and Balance Sheet
All transactions have an influence on either the assets, liabilities, capital, income or expense items. Sales
increase assets (the bank or debtors) and income. On the other hand expenses, such as advertisements,
decrease the assets (cash in the bank) or increase the liabilities (creditors). Income will increase the profit
and expenses will decrease the profit. Since most of the transactions have an effect on both the Income
Statement and the Balance Sheet, we have to look at the full accounting equation or expand the accounting
equation. The accounting equation will then be as follows:
ASSETS + EXPENSES = INCOME + CAPITAL + LIABILITIES
DEBITS = CREDITS
Assets and Expenses (DEBITS) are equal to, Income, Capital and Liabilities (CREDITS)
A.2.4- GROUPS/CLASSIFICATION OF FINANCIAL CATEGORIES
In order to facilitate the generation proper reports, our template sets of books have been divided into financial
categories, which may be further divided into account groups.
A.2.4.1- Account Groups for Financial Categories - Income Statement
Each of the Income Statement Financial Categories INCOME and EXPENSES, are further classified or
grouped as follows:
FINANCIAL
CATEGORY
REPORTING GROUPS FOR
ACCOUNTS
DESCRIPTION DR / CR
NET PROFIT RETAINED INCOME * Income received is greater than
Incurred expenses.
CREDIT
/ NET LOSS Incurred expenses are greater than
Income received.
DEBIT
INCOME INCOME


OTHER INCOME
Revenue generated from the sale of goods
and services.
Revenue from ventures and activities
outside the “normal”
CREDIT
CREDIT
EXPENSES EXPENSES Incurred in the normal business activities
to generate income.
DEBIT
*RETAINED INCOME, at the beginning of the financial year, the income/expense accounts are zeroed and
the resulting balance transferred to the retained income account.
Income / Expense accounts created (in TurboCASH) should be assigned to an appropriate reporting group
and linked to a financial category in TurboCASH (INCOME or EXPENSES).
The Financial Results influence the net worth of a business. A profit will increase the capital value of a
business; the opposite is true for a loss.
TurboCASH - Accounting Made Easy - 19
MODULE A - INTRODUCTION TO ACCOUNTING
A.2.4.2- Account Groups for Financial Categories - Balance Sheet
Each of the Balance Sheet Financial Categories CAPITAL, ASSETS and LIABILITIES, are further classified
or grouped as follows:
FINANCIAL
CATEGORY
REPORTING GROUPS FOR ACCOUNTS DESCRIPTION DR / CR
CAPITAL CAPITAL
MEMBERS' CONTRIBUTION
SHARE CAPITAL
The value of the owners’ equity.
Sole Proprietor or Partnership
Close Corporation
Companies
CREDIT
ASSETS FIXED ASSETS


CURRENT ASSETS
Physical items with a value,
E.g. Land and Buildings, Plant and Machinery,
Motor Vehicles, Furniture and Fittings,
Computers, etc.
Cash in the Bank, Petty Cash, and Value of the
Debtors ledger, stock holding and prepaid
expenses.
DEBIT
LIABILITIES LONG-TERM LIABILITIES

CURRENT LIABILITIES
All amounts owed to third parties or financial
obligations repayable normally more than one
year.
All amounts owed by the business to Creditors,
Taxes payable, accounts payable and
provisions for expenses.
CREDIT
Each Balance Sheet account type created in TurboCASH should be assigned to an appropriate REPORTING ACCOUNT
GROUP and linked to a FINANCIAL CATEGORY in TurboCASH (CAPITAL, ASSETS or LIABILITIES).
20 - TurboCASH - Accounting Made Easy
CHARTS OF ACCOUNTS in TurboCASH
A.2.5- CHARTS OF ACCOUNTS in TurboCASH
TurboCASH has ready created Sets of Books, (templates) for use when you create your own Set of Books.
These Sets of Books were installed on your system along with TurboCASH. All the necessary settings are
already pre-set for your convenience.
In TurboCASH, the chart of accounts that is created or selected may be customised to suit your specific needs.
All accounts in your chart of accounts must be linked to either a Balance Sheet or Income Statement category.
It may be a good idea to print the Chart of Accounts and to check that all the accounts necessary for your
business appear. You may add/delete accounts to cater for your specific requirements.
In the Example-SA Set of Books, the chart of accounts (listed below) is split into the two parts i.e. Income
Statement Accounts and Balance Sheet Accounts, for your convenience:
A.2.5.1- Income / Expense Accounts on the Chart of Accounts
The first part reflects the Income / Expense type of accounts, which is reported on the Income Statement:
NETT PROFIT / NET LOSS = INCOME – EXPENSE ACCOUNTS
Income Statement Financial Categories - (Income and Expenses):
Account Description Account Group1 Type
G010 Sales INCOME Inc / Exp
G050 Other Sales INCOME Inc / Exp
G060 Bad Debts Recovered OTHER INCOME Inc / Exp
G065 Cash Discount Received OTHER INCOME Inc / Exp
G070 Interest Received OTHER INCOME Inc / Exp
G075 Profit/Loss- Sale of Fixed Assets OTHER INCOME Inc / Exp
G080 Sundry Income OTHER INCOME Inc / Exp
G100 Cost of Sales COST OF SALES Inc / Exp
G180 Delivery Charges EXPENSES Inc / Exp
G200 Accountancy Fees EXPENSES Inc / Exp
G205 Advertising EXPENSES Inc / Exp
G210 Audit Fees EXPENSES Inc / Exp
G215 Bad Debts Written-off EXPENSES Inc / Exp
G220 Bank Charges EXPENSES Inc / Exp
G225 Cleaning EXPENSES Inc / Exp
G230 Commissions Paid EXPENSES Inc / Exp
G235 Consultancy Fees EXPENSES Inc / Exp
G240 Depreciation EXPENSES Inc / Exp
G245 Entertainment EXPENSES Inc / Exp
G250 Finance Charges EXPENSES Inc / Exp
G255 Gifts and Donations EXPENSES Inc / Exp
G260 Insurances EXPENSES Inc / Exp
G262 Interest Paid EXPENSES Inc / Exp
G265 Legal Fees EXPENSES Inc / Exp
G270 Lights and Water EXPENSES Inc / Exp
G275 Medical Expenses EXPENSES Inc / Exp
G280 Motor Vehicle Expenses EXPENSES Inc / Exp
G280001 Fuel EXPENSES Inc / Exp
G280005 Motor Repairs EXPENSES Inc / Exp
G280010 Motor Costs - Other EXPENSES Inc / Exp
G285 Printing Postage and Stationery EXPENSES Inc / Exp
G290 Rent Paid EXPENSES Inc / Exp
G295 Repairs and Maintenance EXPENSES Inc / Exp
G300 Salaries - Directors EXPENSES Inc / Exp
G305 Salaries - Staff EXPENSES Inc / Exp
G310 Salaries/Wages- Employers Contrib. EXPENSES Inc / Exp
G315 Subscriptions EXPENSES Inc / Exp
G320 Telephone and Fax EXPENSES Inc / Exp
G330 Travelling Expenses EXPENSES Inc / Exp
TurboCASH - Accounting Made Easy - 21
MODULE A - INTRODUCTION TO ACCOUNTING
A.2.5.2- Balance Sheet Accounts on the Chart of Accounts
The second part reflects the Balance Sheet (Assets, Capital and Liabilities) type of accounts, which is
reported on the Balance Sheet:
CAPITAL = ASSETS – LIABILITIES
Balance Sheet Accounts - Financial Categories (Capital, Liabilities and Assets):
Account Description Account Group1 Type
G505 SHARE CAPITAL CAPITAL
G510 RETAINED INCOME CAPITAL Retained Income
G550 Long Term Loans LONG TERM LIABILITIES
G560 Installment Sale - Creditors LONG TERM LIABILITIES
G600 FURNITURE AND FITTINGS FIXED ASSETS
G600010 Furniture and Fittings at Cost FIXED ASSETS
G600020 Furniture/Fittings Accum. Deprec. FIXED ASSETS
G610 OFFICE EQUIPMENT FIXED ASSETS
G610010 Office Equipment at Cost FIXED ASSETS
G610020 Office Equipment Accum. Depreciation FIXED ASSETS
G620 MOTOR VEHICLES FIXED ASSETS
G620010 Motor Vehicles at Cost FIXED ASSETS
G620020 Motor Vehicles Accum. Depreciation FIXED ASSETS
G700 DEBTORS CONTROL ACCOUNT CURRENT ASSETS Debtors Control
G730 DEPOSITS PAID CURRENT ASSETS
G735 POS-Cash Transfer Account CURRENT ASSETS
G740 POS-Till Account CURRENT ASSETS
G745 POS-Cheque Payments Account CURRENT ASSETS
G750 STOCK CONTROL ACCOUNT CURRENT ASSETS
B810 CURRENT BANK ACCOUNT CURRENT ASSETS Bank Account
B820 PETTY CASH CURRENT ASSETS Bank Account
G900 CREDITORS CONTROL ACCOUNT CURRENT LIABILITY Creditors Control
G920 SALARIES CONTROL CURRENT LIABILITY
G920001 Salaries CURRENT LIABILITY
G920005 UIF Payable CURRENT LIABILITY
G920010 PAYE Payable CURRENT LIABILITY
G920015 Skills Development Levy CURRENT LIABILITY
G950 VAT CONTROL ACCOUNT CURRENT LIABILITY
T950005 Output (Sales) VAT 14% CURRENT LIABILITY Tax Account
T950010 Input VAT (Exp) - 14% CURRENT ASSETS Tax Account
T950015 Zero Rated VAT - 0% CURRENT LIABILITY Tax Account
G950100 VAT PAYMENT ACCOUNT CURRENT LIABILITY
G999 SUSPENSE ACCOUNT CURRENT LIABILITY
The chart of accounts may be customised to suit your specific needs. You may change descriptions, add
new accounts and sub-accounts. TurboCASH allows you to create up to 999 main accounts. For each of
these main accounts you may also create up to 999 sub-accounts.
22 - TurboCASH - Accounting Made Easy
THE LEDGER
A.2.6- THE LEDGER
The Ledger consists of the General Ledger (Chart of Accounts), the Debtor's Ledger; the Creditor's Ledger and
the Stock Ledger (if you are trading in Stock Items). The ledger can be illustrated as follows:
The outstanding balances of the individual accounts and records in the Debtor's Ledger, the Creditor's Ledger
and the Stock Ledger is automatically updated and reported in the respective Control Accounts in the General Ledger.
It can be illustrated as follows:
A.2.7- CONTROL ACCOUNTS
In the General Ledger, you would only have one debtor’s account and one creditors account. If you sell on credit
to your customers, how will you keep track of each of the individual debtors’ accounts? If you buy on credit from
your suppliers, how will you keep track of each of the individual creditors’ accounts? If you trade with stock
items, how will all the hundreds of stock items fit into the General Ledger? How will they fit into your Chart of
Accounts? Only the total of all individual debtor's accounts and the total of all individual creditor's accounts and
the total of your individual stock item records are listed in the Trial Balance and in the financial statements.
Imagine what the size of your General Ledger would be if you have 800 debtor accounts, 400 creditor accounts
and 200 stock items. If you open ledger accounts for each of your individual debtors and creditors and stock
items in the respective subsidiary ledgers, your General Ledger would have approximately 1400 less accounts.
Now you will have three more ledgers in which you can manage and store specific information regarding each of
the accounts for your debtors, creditors and stock items. Only the total of each of these three ledgers will be
reflected in your General Ledger, Trial Balance and Balance Sheet. You will also have a separate list of all your
debtors, creditors and stock items.
Another benefit of control accounts is, that in large business enterprises, you may delegate the subsidiary
ledgers to the debtor's clerk who can manage and balance the debit and credit entries in the individual ledger
accounts and compile a list of the balances at the end of a period. These balances must then balance with the
debtors control account. The debtor's clerk can also use the ledger accounts for credit control and to collect the
debt. The same principles may apply for the purchases department.
In the General Ledger you would keep the control accounts regarding your debtor accounts, creditor accounts
TurboCASH - Accounting Made Easy - 23
Debtor's Ledger - consists of the individual debtor accounts. Each individual
debtor's account contains the contact information, messages and accounting
information. The total outstanding balance of all the debtor accounts in the
debtor's ledger is automatically updated and reported in the Debtor's Control
Account in the General Ledger.
Stock Ledger - consists of the individual stock item records. Each individual
stock item records contain specific information, such as quantities, cost prices,
selling prices, units, re-order levels, etc. The total outstanding cost price value of
all the stock item records in the stock ledger is automatically updated and
reported in the Stock Control Account in the General Ledger.
General Ledger - consists of the Income and Expense accounts and Capital,
Assets and Liabilities (Balance Sheet) accounts. It also includes a control
account for the debtors, creditors and stock items.
Creditor's Ledger - consists of the individual creditor accounts. Each individual
creditor's account contains the contact information, messages and accounting
information. The total outstanding balance of all the creditor accounts in the
creditor's ledger is automatically updated and reported in the Creditor's Control
Account in the General Ledger.
MODULE A - INTRODUCTION TO ACCOUNTING
and the stock items (if you trade in stock items). The details are kept in the individual subsidiary ledgers
(debtor's ledger, creditor's ledger and stock ledgers). The subsidiary ledgers and the General Ledger can be
illustrated as follows:
1. Debtors Control Account
The debtors control account reflects the total amount owed by all the individual debtors. The balance of
the debtor’s control account must equal the total of the debtors’ list, which represents the amounts owed
by the individual debtors obtained from the individual balances in the various subsidiary ledger accounts
for each debtor. This subsidiary ledger is known as the debtors' ledger.
In the debtors' ledger, the transaction details and additional information regarding each debtor such as
their personal and contact information, credit limit, terms, etc. may be stored. This debtors' ledger is also
a register of each and every transaction that you and a specific debtor entered into.
2. Creditors Control Account
The creditors control account reflects the total amount owed to all the individual creditors. The balance of
the creditor’s control account must equal the total of the creditors list, which represents the amounts
owed by the individual creditors obtained from the individual balances in the various subsidiary ledger
accounts for each creditor. This subsidiary ledger is known as the creditors' ledger.
In the creditors' ledger, the transaction details and additional information regarding each creditor such as
their personal and contact information, credit limit, terms, etc. may be stored. This creditors' ledger is also
a register of each and every transaction that you and a specific creditor entered into.
3. Stock Control Account
The stock control account reflects the total amount or value of all stock items. The balance of each of the
individual stock item ledger accounts or records must equal the total of the stock item list, which
represents the amounts or value of the individual stock items obtained from the individual balances in the
various subsidiary ledger accounts for each stock item. This subsidiary ledger is known as the stock
ledger.
In the stock ledger, the transaction details and additional information regarding each stock item such as
the cost prices, selling prices, quantities, and location on the shelves, etc. may be stored. This stock
ledger is also a register of each and every stock transaction, how many items are purchased, sold, etc.
24 - TurboCASH - Accounting Made Easy
TRANSACTION LIST - DEBITS AND CREDITS
A.2.8- TRANSACTION LIST - DEBITS AND CREDITS
The following list of most commonly used transactions illustrates the debit and credit transactions on the double
entry accounting principle:
TRANSACTION DEBIT CREDIT
Capital - cash contribution Assets - Bank Capital
Sales - cash Assets - Bank Income
Sales - credit Assets - Debtors Income
Purchases - cash Assets - applicable Assets - Bank
Purchases - credit Assets - applicable Liabilities - Creditors
Expenses - cash Expenses - applicable Assets - Bank
Expenses - credit Expenses - applicable Liabilities - Creditors
Debtors - receipts Assets - Bank Assets - Debtors
Creditors - payments Liabilities - Creditors Assets - Bank
TurboCASH - Accounting Made Easy - 25
MODULE B - INTRODUCTION TO TurboCASH
IN THIS MODULE
MODULE B - INTRODUCTION TO TurboCASH.......................................................................................26
B.1- THE TurboCASH PROGRAM..................................................................................................................... 29
B.1.1- DOWNLOAD TurboCASH OR ORDER TurboCASH CD’s?................................................................ 29
B.1.2- TurboCASH FEATURES..................................................................................................................... 30
B.1.2.1- Get Started Easily........................................................................................................................................... 30
B.1.2.2- Accounting Made Easy................................................................................................................................... 30
B.1.2.3- Comprehensive Reporting.............................................................................................................................. 30
B.1.2.4- Powerful.......................................................................................................................................................... 30
B.1.3- ACCOUNTING PROCESS IN TurboCASH......................................................................................... 31
B.1.4- BATCH ENTRY - BASICS in TurboCASH........................................................................................... 32
B.1.4.1- Sales Journal.................................................................................................................................................. 32
B.1.4.2- Purchases Journal.......................................................................................................................................... 32
B.1.4.3- Cash-Book...................................................................................................................................................... 32
B.1.4.3.1- Receipts Journal................................................................................................................. 32
B.1.4.3.2- Payments Journal............................................................................................................... 32
B.1.4.4- General Journal.............................................................................................................................................. 32
B.1.5- ENTERING TRANSACTIONS IN A BATCH (JOURNAL).................................................................... 32
B.1.5.1- Setting up your Batches................................................................................................................................... 33
B.1.5.2- Posting to the Ledger...................................................................................................................................... 34
B.1.6- THE STRUCTURE OF TurboCASH.................................................................................................... 34
B.1.6.1- Sets of Books.................................................................................................................................................. 34
B.1.6.2- Company Information, Defaults and Settings................................................................................................. 34
B.1.6.3- Accounting Periods......................................................................................................................................... 34
B.1.6.4- Accounts ........................................................................................................................................................ 35
B.1.6.5- Transactions.................................................................................................................................................... 35
B.1.6.6- Stock Items..................................................................................................................................................... 35
B.1.6.7- Documents...................................................................................................................................................... 35
B.2- INSTALLING AND REGISTERING TurboCASH......................................................................................... 36
B.2.1- HARDWARE AND SOFTWARE REQUIREMENTS............................................................................. 36
B.2.2- UPDATING TurboCASH .................................................................................................................... 36
B.3- INSTALLING TurboCASH ......................................................................................................................... 37
B.3.1- Autorun Installation ............................................................................................................................. 37
B.3.2- If the Set-up Program does not initiate automatically.......................................................................... 38
B.4- STARTING AND REGISTERING TurboCASH ........................................................................................... 39
B.4.1- Starting TurboCASH............................................................................................................................ 39
B.4.2- Registering TurboCASH ..................................................................................................................... 40
B.5- WORKING IN TurboCASH.......................................................................................................................... 41
B.5.1- THE TurboCASH PROGRAM............................................................................................................. 41
B.5.1.1- Title bar .......................................................................................................................................................... 42
B.5.1.1.1- Title bar on the TurboCASH program................................................................................. 42
B.5.1.1.2- Title bar on various screens in the TurboCASH program .................................................. 42
B.5.1.2- Menu bar ........................................................................................................................................................ 42
B.5.1.2.1- File Menu........................................................................................................................... 42
B.5.1.2.2- Edit Menu .......................................................................................................................... 43
B.5.1.2.3- Input Menu ........................................................................................................................ 43
B.5.1.2.4- Reports Menu..................................................................................................................... 43
B.5.1.2.5- Setup Menu........................................................................................................................ 44
B.5.1.2.6- Tools Menu........................................................................................................................ 45
B.5.1.2.7- Help Menu.......................................................................................................................... 46
B.5.1.3- Speed Toolbar................................................................................................................................................ 47
B.5.1.4- Turbo Menu..................................................................................................................................................... 47
B.5.2- MINIMISE, RE-SIZE AND SWITCH BETWEEN PROGRAMS............................................................ 48
B.5.2.1- Minimise, Restore and Closing of Programs or Screens................................................................................ 48
B.5.2.2- Resizing of Screens on your Desktop............................................................................................................. 48
B.5.2.3- Switching to other Programs on your Desktop................................................................................................ 48
B.5.3- ACCESSING MENU OPTIONS USING SHORTCUT KEYS .............................................................. 49
B.5.4- USING SEARCH OR LOOKUP FACILITIES ...................................................................................... 49
B.5.5- NAVIGATION IN TurboCASH............................................................................................................. 50
B.5.5.1- Yes / No, OK / Cancel, Back / Next and Finish Buttons.................................................................................. 50
B.5.5.2- Moving between Fields on Screens when entering Data................................................................................ 50
B.5.5.3- Arrow Keys...................................................................................................................................................... 50
B.5.5.4- Drop-Down Lists............................................................................................................................................. 50
B.5.5.5- Tick Boxes...................................................................................................................................................... 50
B.5.6- GETTING HELP IN TurboCASH......................................................................................................... 50
B.5.7- CUSTOMISING THE TurboCASH PROGRAM................................................................................... 51
B.5.7.1- Colours............................................................................................................................................................ 51
B.5.7.2- Theme Style.................................................................................................................................................... 51
B.5.7.3- Theme............................................................................................................................................................. 51
B.5.7.4- Select Language............................................................................................................................................. 51
B.6- WORKING WITH BATCHES (JOURNALS)................................................................................................ 52
B.6.1- BASICS OF BATCH PROCESSING .................................................................................................. 52
B.6.2- SELECTING THE BATCH TYPE........................................................................................................ 52
B.6.3- THE BATCH ENTRY SCREEN........................................................................................................... 53
B.6.3.1- Title bar .......................................................................................................................................................... 54
B.6.3.2- Speed Buttons or Icons................................................................................................................................... 54
B.6.3.3- Column Headings and Rows.......................................................................................................................... 54
THE TurboCASH PROGRAM
B.1- THE TurboCASH PROGRAM
B.1.1- DOWNLOAD TurboCASH OR ORDER TurboCASH CD’s?
TurboCASH is Open Source Accounting Software. TurboCASH is published under the GNU GPL. This
guarantees you rights that TurboCASH will always be FREE as a download on Sourceforge, our Open Source
Software partners.
If you have version 3.72 or later installed on your system, you may download and install the update (4Mb). If
you have earlier versions of TurboCASH installed on your system, you need to download and install the full
program (63MB).
Alternatively, the TurboCASH CD can be purchased at a special price. For this special price, you will receive 2
CD's which include:
1. TurboCASH.Seven CD - TurboCASH Program and Source, Open Source Software, etc.
2. TurboCASH.Seven Plug-ins CD - This CD includes the following:
- Documents - This Tutorial in OpenOffice, and PDF (electronic book formats). UK versions are also
available.
- Host of Plug-ins including-
× Online Banking
× Pastel Converter
× Razor Accounting Servant
× TC Drill Down
× TC Data Utility
× SQL Browser
× Bank Import
× XML Audit file export
Third party developers develop TurboCASH Plug-ins. The are usually not Open Source components. They offer
developers an opportunity to add specialised features to TurboCASH.
TurboCASH - Accounting Made Easy - 29
You may order the TurboCASH CD and the TurboCASH Plug-ins CD via e-mail or online.
Order via E-mail
- South Africa (SA) yolanda@pinksoft.co.za
- United Kingdom (UK)
info@turbocashuk.com
- Netherlands
pvalentijn@delphidreams.nl
- All Other Countries
philip@pinksoft.co.za
Online
- www.turbocash.co.za
- www.turbocashuk.com
- www.turbocash.nl
MODULE B - INTRODUCTION TO TurboCASH
B.1.2- TurboCASH FEATURES
The TurboCASH program is an exceptionally powerful accounting program yet easy to use. TurboCASH 3.7
helps you to get started quickly and automates many time consuming processes.
B.1.2.1- Get Started Easily
× Easy step-by-step installation.
× Use our templates or create your own Set of Books.
× Comprehensive manuals and tutorials.
B.1.2.2- Accounting Made Easy
× Batch -driven entries allow mistakes to be edited before posting to the ledger.
× Bank Reconciliation before cash-book transactions are posted.
× Import and Export Batches
× T-Account viewer
× Online Registration
× Interactive Help System
× No month -end procedures
× Generate Repeating Transactions and Invoices.
× Multiple Language - English, Afrikaans, Netherlands, Español, French, German, Gibberish, Indonesian,
Italian, Xhôsa, etc.
B.1.2.3- Comprehensive Reporting
All reports can be viewed on screen, printed, saved or exported in a file format, send via e-mail or faxed.
Standard reports include:
× Bank Reconciliation.
× Budget Performance.
× Sales and Purchase Analysis.
× Trial Balance.
× Income Statement.
× Balance Sheet.
In addition to the standard reports, you may design your own customised user reports with the powerful Report
Writer. The new Report Designer allows you to write your own external reports and documents using the data
in a Set of Books in TurboCASH.
B.1.2.4- Powerful
× Up to 256 Batch Types
× 10 Bank Accounts
× 250 Reporting Groups
× 40 000 Debtors / Creditors
× 64 000 Stock Items
30 - TurboCASH - Accounting Made Easy
ACCOUNTING PROCESS IN TurboCASH
B.1.3- ACCOUNTING PROCESS IN TurboCASH
If you choose to work with one of the pre-created sets of books in TurboCASH, most of the settings and
defaults have already been set. Getting started entails little more than the entry of a few basic details and the
selection of some basic options:
1. Create your Set of Books
TurboCASH allows you to create a Set of Books within minutes by copying an existing structure.
2. Set the System Parameters and Defaults
TurboCASH will use these parameters and defaults to display and perform certain functions for you.
a) Company Information
Enter your contact information and registration details and set the defaults for your Tax (if you are
registered for VAT/GST/Sales Tax.)
b) Reporting Dates
Set the starting date for your financial year and the accounting periods for which you wish to generate
financial reports.
c) Reporting Account Groups
Add or edit any reporting account groups for your Accounts to further classify the 5 Financial
Categories.
d) Financial Categories
Link your Reporting Account Groups (e.g. Income, Other Income, Expenses, Capital, Long-term
Liabilities, Current Liabilities, Fixed Assets and Current Assets) to the 5 Financial Categories (i.e.
Income, Expenses, Capital, Assets and Liabilities).
e) Batch Types
Add, edit or delete any batch types (journals) in which you wish to enter transactions.
f) Access Control and Passwords (Optional)
Set passwords and access control for your users.
g) Internet Set-up (Optional)
Configure your e-mail account to send reports, lists and documents over the Internet.
h) Documents Set-up (only for Documents and Point-of-Sale)
Set the Document numbers, messages and check the Batch Types for your Documents (Invoices,
Credit Notes and Quotes for Customers or Debtors and Purchases, Supplier Returns and Orders for
Creditors or Suppliers).
i) Salespersons (only for Documents and Point-of-Sale)
Add any salespersons that may sell your stock.
j) Stock Information (only applicable to if Documents and Point-of-Sale is used)
Define your selling prices and units of stock. You also need to set the Cost of Sales settings for your
Stock Items.
k) Set Preferences
i. Backup: Select the drive/path/folder for your backup files.
ii. Printer : Set the default printer and paper sizes.
iii. Data : Set the defaults for both entry and display.
3. Customise your Chart of Accounts
Your Set of Books will have a standard Chart of Accounts, which should reflect all your Income accounts
and Expense accounts.
4. Create Debtors
Create accounts for your Debtors (customers)
5. Create Creditors
Create accounts for your Creditors (suppliers)
6. Create Stock Items
Create your Stock items if you trade in Stock Items.
7. Enter Opening Balances/start processing your daily transactions
Enter opening balances for your accounts and stock items, if you trade in stock.
8. Generate Reports to evaluate your activities.
TurboCASH - Accounting Made Easy - 31
MODULE B - INTRODUCTION TO TurboCASH
B.1.4- BATCH ENTRY - BASICS in TurboCASH
These are so named because all transactions of the same type are grouped together as a “batch” (for example,
all the receipts or, all the purchases).
B.1.4.1- Sales Journal
This journal or book is used to record your sales for the day. You would record the invoice number, date of
invoice, invoice details, the debtor (who you sold to), Output VAT/GST/Sales Tax (if you are registered for
VAT/GST/Sales Tax) and the amount you charged the customer - including or excluding VAT/GST/Sales Tax,
depending on your requirements.
B.1.4.2- Purchases Journal
This journal is used to record all the purchases, which were made in the normal operation of your business.
Details which would be recorded include the invoice number (as a reference), the date of the purchase,
purchase details, from whom you purchased, Input VAT/GST/Sales Tax (if you are VAT/GST/Sales Tax
registered and if applicable) and the amount you were charged, including or excluding VAT/GST/Sales Tax,
depending on your requirements.
B.1.4.3- Cash-Book
This is made up of both the Receipts and Payments Journals. The Receipts and Payments Journals of the
Cashbook are reconciled with a bank statement.
B.1.4.3.1- Receipts Journal
All deposits, along with the date of the deposit, the name of the depositor and the amount are recorded in
this book. For debtors it would have the effect of debiting the bank account and crediting the debtor, after
the debtor has been debited through the Sales Journal.
B.1.4.3.2- Payments Journal
All payments made, along with the date, detail and amount are recorded here. Payments would have the
effect of debiting the creditor or the expense, and crediting the bank.
B.1.4.4- General Journal
This book is used to enter all your opening balances, correct any errors you have made and process items
like depreciation of assets and the payroll. Depending on the need, the payroll (or any other journal) for
example, can be set up as separate batch type and it will then be possible to generate a separate report for
that function will then be generated. Other journals that may be required are the sales returns or debtor
allowances journal, petty cash journal, depreciation journal or payroll journal.
B.1.5- ENTERING TRANSACTIONS IN A BATCH (JOURNAL)
You will need to enter the following information:
- Reference: (such as the cheque number or invoice number)
- Date: (the date of the transaction)
- Description: (description of the transaction)
- Account: (appropriate general ledger account or debtor or creditor)
- Tax: (whether Input VAT/GST/Sales Tax, Output VAT/GST/Sales Tax or no tax applies) If no
Tax (VAT/GST/Sales Tax) is applicable to all of the transactions in the batch, you may
hide the Tax column and the Tax lookup facility in the Batch Setup Options.
- Amount: (as either a DEBIT or a CREDIT).
The descriptions entered in the description fields should be entered sensibly; they should enable anybody to
determine the origin and nature of the transaction.
32 - TurboCASH - Accounting Made Easy
Setting up your Batches
B.1.5.1- Setting up your Batches
Because of the double-entry accounting concept each debit transaction requires an equal credit transaction
and vice-versa. The following are 3 options available for creating this contra transaction:
1. You can enter the equal but opposite transaction (CONTRA ACCOUNT) yourself.
2. You can set up the whole batch to have one CONTRA ACCOUNT.
3. You can set up each transaction to have a CONTRA ACCOUNT.
If you set up a contra account for the entire batch, when you balance the batch, TurboCASH will generate the
transaction to the contra account for the total amount of all the transactions. For example in the SALES
JOURNAL you would set up the contra account to be the SALES account and enter all the DEBIT
transactions for the various debtors. When you balance the batch, TurboCASH generates a CREDIT
transaction to the sales account.
If you set up the contra account per line, each time you select an account, you to also select a contra
account. In this way you can select a different contra account for each transaction. When you balance the
batch, TurboCASH will generate all the transactions to all the contra accounts. In the case of the Payments
and Receipts Journal, the contra account is always the Bank Account and cannot be changed.
TurboCASH also allows you to set the following advanced options for each batch or journal to make the
entering and processing of transactions easier, faster and more accurate:
1. Always Balance - Automatically balance the transactions in the batch or journal
2. No Tax - Hide the Tax column in the batch or journal entry screen as well as the Tax Account Search
or Lookup Facility. This option should only be used if no VAT/GST/Sales Tax is applicable to all
transactions entered in the batch or journal or if the user is not registered as a VAT/GST/Sales Tax
Vendor.
3. Not Open Item Batch - Disables the Open Item Selection and Open Item confirmation messages
4. Remember Tax on Contra Account - Save the settings for tax on the Contra Account.
5. Remember Contra on Account - Save the settings for the Contra Account (Balancing Entry) on the
selected Account.
6. Account code lookup type - Select to filter list of accounts to be displayed in the lookup facility:
E All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Special
Ledgers).
E General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor
and Special Ledgers). Examples would be if only need to enter and process transactions
which does not apply to Debtors or Creditor Accounts, e.g. Depreciation or adjustments to
General Ledger Accounts in the General Journal. Other examples would be cash purchases
in the Payments Journal or Petty Cash Payments Journal which need to be allocated to the
Expense and Asset Accounts).
E Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and
Special Ledgers). An example would be if only sales invoices are batched and entered into
the Sales Journal for which you only need to select the Debtor Accounts. Another example
would be if you only batch or group deposits (receipts) for payments received from Debtors.
E Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and
Special Ledgers). An example would be if only purchase invoices (received from creditors)
are batched and entered into the Purchase Journal for which you only need to select the
Creditor Accounts. Another example would be if you only batch or group a payments (cheque
counterfoils or payment remittance advises) for payments made to Creditors.
E Special Ledgers - select to display all Special Ledger Accounts (i.e. General Ledger,
Debtors and Creditors).
7. Contra Account code lookup type - Select to filter list of accounts to be displayed in the lookup
facility for Contra Accounts or Balancing Transaction Accounts:
E All - select to display all accounts (i.e. General Ledger, Debtors, Creditors and Special
Ledgers).
E General Ledger - select to display all General Ledger Accounts (excluding Debtors, Creditor
and Special Ledgers).
E Debtors - select to display only Debtor Accounts (excluding General Ledger, Creditors and
Special Ledgers).
E Creditors - select to display all Creditor Accounts (excluding General Ledger, Debtors, and
Special Ledgers).
E Special Ledgers - select to display all Special Ledger Accounts (i.e. General Ledger,
Debtors and Creditors).
TurboCASH - Accounting Made Easy - 33
MODULE B - INTRODUCTION TO TurboCASH
Once the batch is in balance, it is POSTED to the ledger. This will update the entire general ledger accounts
(chart of accounts) which you have set up.
Remember that it is easy to correct a transaction while it is still in the batch, but once it is posted, you will
have to post an opposite transaction to correct it. For this reason it is a good idea to complete all your
transactions and do your bank reconciliation BEFORE posting your payments and receipt batches (Note that,
if you are working on a network version of TurboCASH, you cannot reconcile unposted items created on the
“client machines”).
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.
B.1.5.2- Posting to the Ledger
Once all your transactions have been captured, they must be posted to the Ledger. The General Ledger
records all transactions into “T” accounts. Each “T” account is represented by a Chart of Accounts number
(see planning your Chart of Accounts). Each Chart of Account number represents an expense or income
account, an asset or liability.
After posting your transactions to the Ledger, the General Ledger, Debtor's Ledger, Creditor's Ledger and
Stock Ledger will automatically be updated. You may then generate a trial balance for the general ledger
accounts giving you a list of the accounts and the value of the transactions as well as a profit / loss analysis.
You may also generate a host of reports for the General Ledger, Debtor's Ledger, Creditor's Ledger and
Stock Ledger.
Note: In trying to bridge the gap between manual and computerised bookkeeping, TurboCASH has been
written and designed to work as closely to manual books as possible.
B.1.6- THE STRUCTURE OF TurboCASH
TurboCASH is very easy to set up and to use, providing you with a user-friendly interface. Most functions can
be performed with a few mouse clicks and a little typing.
The TurboCASH file system consists of Sets of Books with its own Company Information, Setup and Defaults,
Periods, Accounts and Stock Items and Transactions. A brief description of the main components of the
TurboCASH file system will be dealt with in the following paragraphs.
B.1.6.1- Sets of Books
TurboCASH allows you to keep up to 999 sets of books. The full accounting records for a business entity or
an organisation are kept in a Set of Books.
TurboCASH stores each Set of Books in a separate directory or folder on your system. The list of these Sets
of Books is kept in the Books.db file (database file) in the TurboCASH Program Directory. Each Set of
Books must have approximately 40 Paradox Files. TurboCASH uses the Borland Database Engine (BDE) to
read these files.
B.1.6.2- Company Information, Defaults and Settings
For each Set of Books the entity's information (Company information) and defaults or settings are stored. The
information will be reflected on reports and the defaults or settings will be used to enter, process and to report
on the data.
B.1.6.3- Accounting Periods
Financial activities are usually measured over a financial year, which is further divided into accounting
periods, usually 12 periods, representing the calendar months. All the transactions of an entity must be
recorded in the accounting period in which the transactions occurred.
The file Totals.db contains period totals for each period (usually 12) for this year and last year. These act as
a cross-reference for balancing the Set of Books. The totals for any period for accounts must balance to zero,
as a transaction must have a debit and a credit of equal value. Debits are positive numbers and Credits are
negative numbers.
34 - TurboCASH - Accounting Made Easy
Accounts
B.1.6.4- Accounts
The core to a Set of Books is the Chart of Accounts. This data is kept in the Accounts.db file. There are 5
types of Accounts, which contain fields of information specific to each type of file:
Type of
Accounts
Specific Information
General Ledger Income or expense accounts
Bank Accounts Cash book payments and receipts batch
Creditors Creditor contact information, remittance advise messages, credit limits, charge
amounts, tax references, groups, etc.
Debtors Debtor contact information, statement messages, credit limits, charge amounts,
interest percentage, tax references, groups, etc.
Tax Accounts Percentages for VAT/GST/Sales Tax and effective dates in which these
percentages apply
B.1.6.5- Transactions
All transactions are entered in batches and these batches are posted to the ledger. The information of each
transaction is kept in the Trans.db file. This information would include the batch type, the date and period of
the transaction, reference number, description, amount, tax amounts, account and contra account.
B.1.6.6- Stock Items
If you are trading in stock items, TurboCASH stores specific data of your stock items in the Stock.db file.
This data would include codes, descriptions, selling prices, and bar codes, tax accounts, sales, cost of sales
and stock account information.
B.1.6.7- Documents
Documents like Invoices, Credit Notes, Purchases, Supplier Returns are kept in the files DocHeader.db and
DocLine.db The contain stock details and quantities. When Documents are posted TurboCASH creates
transactions and posts them to accounts. This saves you having to figure out complicated transaction
relationships.

TurboCASH - Accounting Made Easy - 35
MODULE B - INTRODUCTION TO TurboCASH
B.2- INSTALLING AND REGISTERING TurboCASH
B.2.1- HARDWARE AND SOFTWARE REQUIREMENTS
In order to run TurboCASH you will need, as a minimum, the following:
- An IBM compatible computer running Microsoft Windows 95B, Windows 98, Windows 2000, Windows ME,
Windows NT or Windows XP.
- 32 MB of RAM (64MB strongly recommended) for a single user and 128 MB for a multi-user.
- 36 Speed or higher CD ROM
- SVGA screen (800x600 screen resolution).
- Approximately 80MB hard disk space.
Recent decreases in the cost of hardware have made even the simplest of modern machines, orders of
magnitude better than older machines. TurboCASH is a database. It will run more securely on a better machine.
The costs saved by using an old machine will soon be at risk given the time and effort that it will take to
construct a Set of Books and re-enter the data.
B.2.2- UPDATING TurboCASH
TurboCASH will only update the program. Sets of books will only be converted when you open them with the
current version. Database changes in TurboCASH are small.
Versions prior to TurboCASH 3.6i (2000, 2.01, 2.02, and 2.03) Up to 2001 can only be converted by
TurboCASH 3.6 Earlier versions will need to go through a two step process.
Early TurboCASH --> 2.03 -->3.6i -->3.7--> latest
! ! WARNING ! !
MAKE SUFFICIENT BACKUPS AND PRINT ALL THE NECESSARY REPORTS BEFORE UNINSTALLING
YOUR PREVIOUS VERSION OF TurboCASH (Version 2.01, 2.02, 2.03 or TurboCASH 2000).
36 - TurboCASH - Accounting Made Easy
INSTALLING TurboCASH
B.3- INSTALLING TurboCASH
B.3.1- Autorun Installation
If you have autorun enabled on your personal computer, insert the TurboCASH Version 3.7 disk in your CD-
ROM drive and wait for it to run automatically. The following screen is automatically displayed:
You may also select the following options to be installed from this screen:
- Install Screen Saver - A Demo Screen saver of the TurboCASH program.
- Install OpenOffice V2 - The world’s leading Open Source Office Software. It includes a powerful Word
processor, Spreadsheet, Presentations, Drawing, Formula Editor and a HTML Editor for web pages. It is
also compatible with Microsoft Office. It can open any file created with Microsoft and save files in the
Microsoft Office format. It uses XML as its data standard. In fact, this document was created using
OpenOffice.org V2.0.
- Install TurboCASH 2000 - (Version 2.03), which is a DOS based accounting system.
- Install Mozilla - This is an award winning open source Web Browser and e-mail client. You can now get
browsing and e-mail facilities without the many viruses that target Microsoft's Internet Explorer. Because it
is open source, it can also be used as a developer’s tool.
- Browse the CD - A number of extras are included on this CD. Click to browse and locate the extras on the
CD. You may also select to install Acrobat Reader and WinZip.
´To install TurboCASH, with the Sets of Books, etc. for your country, select the language for the Installation.
´Click on the Install TurboCASH T3 option. The Select Setup Language screen is displayed:

´Select the language of your choice and click on the OK button. The TurboCASH Setup Wizard screen will
be displayed.
´Click on the Next button. The License Agreement will be displayed.
Read the License Agreement carefully by scrolling down.
TurboCASH - Accounting Made Easy - 37
The path, which you type in the Open field, is not case
sensitive.
MODULE B - INTRODUCTION TO TurboCASH
´Select “I accept the terms in the license agreement” and click on the Next button. (Note: If you do not
accept the terms in the license agreement, and click on the Cancel button, you will cancel or terminate the
Setup process).
´The Select Destination Location screen will be displayed. TurboCASH will install the program in the
C:\TCASH3 directory or folder by default. Should you wish to select a different directory or folder to install
TurboCASH, click on the Browse button and select the destination directory.
´The Select Start Menu Folder screen will be displayed. TurboCASH will install the program in the
C:\Programs\Pink Software folder by default. Should you wish to select a different directory or folder for the
Start menu, you may enter a different name than Pink Software or click on the Browse button and select
the Start menu folder. Click on the Next button.
´The Select Additional Tasks screen will be displayed. You may select to create an icon on your Desktop
and / or the Quick Launch menu of your system. You may, if these icons have been installed, click on these
icons to start or launch the TurboCASH program. Click the Next button.
The Ready to Install screen will be displayed. Make sure that the correct directory or folder in which
TurboCASH is to be installed, and that the correct Start menu folder and Additional Tasks (Desktop icon
and Quick Launch icon) is selected.
´Click on the Next button.
´Once the setup process is finished, click on the Finish button. The TurboCASH program will be started if
you did not remove the tick on the Launch TurboCASH field of the Completing the TurboCASH Setup
wizard screen before clicking on the Finish button.
B.3.2- If the Set-up Program does not initiate automatically
You will have the following two options:
¯On your Start - Run menu type the following path X:\TurboCASH3SETUP.EXE where X:\ is the letter
representing the CD-ROM drive on your computer, e.g.:
´If you click on the OK button, the TurboCASH Set-up
program will be initiated. Or
´Locate and open the folder TurboCASH3 on the TurboCASH CD. Double-click on the setup
icon to start the TurboCASH installation process.
38 - TurboCASH - Accounting Made Easy
STARTING AND REGISTERING TurboCASH
B.4- STARTING AND REGISTERING TurboCASH
B.4.1- Starting TurboCASH
´To start TurboCASH, double click on the icon created for you on your Desktop.
Or select TurboCASH T3 on the Start Menu - Programs - Pink Software - TurboCASH T3
The following screen will display a progress indicator.

The TurboCASH program will be launched. If your program is not registered, you will be asked if you wish to
register the program.
Once you have opened TurboCASH, you see a main menu bar at the top of the screen. At first only the items
under the File menu are open to you. Before you can select any of the menu options, you will need to “Open a
Set of Books” (File - Open Set of Books).
TurboCASH - Accounting Made Easy - 39
MODULE B - INTRODUCTION TO TurboCASH
B.4.2- Registering TurboCASH
If you start TurboCASH via one of the above-mentioned options, TurboCASH will display a confirmation screen
asking you if you wish to now register your copy of TurboCASH.
If you do not register, you will receive this message every time you start TurboCASH.
´If you click on the Yes button, the Register your TurboCASH screen is displayed:
You may register to get your serial number and unlocking code via the following options:
✔ Telephonically during office hours (Mondays to Fridays from 08h30 to 16h30) by phoning TurboCASH on
Telephone number +27 11 646-5702
✔ Register on the Internet on the following options while connected to the Internet:
➢ Click on the the Get it Online button of the Register your TurboCASH screen.
➢ Click on the Register button of the Welcome screen
➢ Click on the Register option on our Website at http://www.turbocash.co.za.
➢ Enter our Registration page’s web address http://www.turbocash.nl/register/registerdll.dll in the
address bar of your Web Browser.
´Once you have received your serial number and an unlocking code, enter the Company Name (the owner
of this copy of TurboCASH to be registered. You may also enter your personal name if you are the owner of
the business).and the the serial number and unlocking code.
´Once the details and codes are entered, click on the OK button.
If for any reason you cannot be unlocked or registered immediately, you can continue to work in TurboCASH.
You will not lose your data or the company parameters that you have set up in TurboCASH.
40 - TurboCASH - Accounting Made Easy
If you have not initiated this Registration screen at this stage,
you may later access this screen from the Help - Register
your TurboCASH menu option.
WORKING IN TurboCASH
B.5- WORKING IN TurboCASH
In this chapter we will be looking into the basics and the structure of the TurboCASH program and how to get
around in the program.
B.5.1- THE TurboCASH PROGRAM
TurboCASH offers many features and options. To enhance your effectiveness and efficiency to perform your
tasks in the program, it is important that you can access the required options as quickly and effortlessly as
possible. The TurboCASH program screen will be briefly discussed:
TurboCASH offers you three different tools, which you may use to access the different features and options:
- Menus
- Speed Toolbar
- The Turbo Menu
In addition to these menu options, you may use shortcut keys to navigate and access the various options in
TurboCASH.
TurboCASH - Accounting Made Easy - 41
Minimise
Close
Title bar Restore
Main Menu bar
Speed Toolbar bar
Turbo Menu
Scroll bar
Click to read the topics.
Navigation links back and next
The location and name of the file for an
open Set of Books will be displayed.
The progress indicator will be displayed if
the program is busy with certain functions.
MODULE B - INTRODUCTION TO TurboCASH
B.5.1.1- Title bar
The title bar can be used to minimise, maximise or close the program or any screens. In the TurboCASH
program you will find that all screens have a title bar.
B.5.1.1.1- Title bar on the TurboCASH program
The title bar displays the following information about the TurboCASH program:
- The word Unregistered if the program is not yet registered.
- As soon as the program is registered, the serial number and to whom the program is registered.
- If a Set of Books is open in the system, the company's name.
B.5.1.1.2- Title bar on various screens in the TurboCASH program
All the screens accessed in TurboCASH have a title bar containing information or the name of the option or
screen. Some of the screens can only be closed with the button (on the top right-hand corner of the
screen.) Clicking "close", or pressing Esc on your keyboard, exits the screen you are currently working on.
B.5.1.2- Menu bar
The various features or options in which you may choose to work may be accessed from 7 menu options in
the main menu. Clicking on each of these main menu options, it will display a list of items for that menu.
Pressing Alt together with any of the underlined letters in the main menu allows access to the options through
the keyboard. A list will be displayed. Each of these menu options also has 1 underlined character. While
keeping the Alt key down, you may press the underlined character to select or access the required menu
option.
B.5.1.2.1- File Menu
This menu lists all the functions, which you can perform with TurboCASH, relating to Sets of Books:
Menu option Brief description
1. Open Set of Books - Open an existing Set of Books in any valid folder on the
system.
2. Create Set of Books - Create, copy or convert a Set of Books using the
creation wizard. (TurboCASH allows you to create up to 999 sets of books,
which can be managed from the File menu).
3. Close Set of Books - Close an open Set of Books.
4. Delete Set of Books - Delete a Set of Books permanently from the system.
5. Save As - Save an existing Set of Books as an exact copy.
6. Backup / Restore Set of Books - Backup or restore a Set of Books from a
backup file or disk.
7. Data Re-index - Re-index the data or rebuild the data in an existing Set of
Books.
8. Switch Language - Choose to work in English, Afrikaans, French, German,
Netherlands, etc.
9. Exit TurboCASH - Exit or Close the TurboCASH program.
42 - TurboCASH - Accounting Made Easy
Menu bar
B.5.1.2.2- Edit Menu
This menu lists all the functions, which you can perform to create edit or delete master records.
Menu option Brief description
1. Accounts - Create, edit and delete bank, creditor, debtor, ledger and tax
accounts.
2. Budgets - Enter or edit any budget figures for the ledger accounts.
3. Contact - Create or edit contact information for debtor and creditor accounts.
4. Delete - Delete contacts, user reports and documents.
5. Repeating Transactions - Enter any transactions, which occur frequently in
batches (journals).
6. Repeating Invoices - Select invoices to repeat from the invoice history.
7. Stock Items - Create a new stock item or edit or delete existing stock items.
8. User Reports - Create a new user report or edit any existing user reports. User
Reports may also be exported and saved or inported from a valid file format .
B.5.1.2.3- Input Menu
This menu lists the functions for the daily or periodic processing of transactions in a Set of Books. You will
access options on this menu to capture transactions in journals from source documents, generate invoices,
etc. and to post it to the general ledger.
The various input or process options are available for Stock Items, Batch Entry, Documents, Open Item Link,
Bank Reconciliation and to update the Ledger. In the case of Documents, an arrow indicates that there are
more options available. These options include documents Invoices, Point-of-Sales Invoices, Credit Notes and
Quotes for debtors and Purchases, Supplier Returns and Orders for creditors. You may also select to confirm
a Quotes and Orders and to update the transactions to the ledger.
Menu option Brief description
1. Adjust Stock - Take-on of stock items and adjust quantities, cost and selling prices.
2. Batch Entry - Enter, capture, import and process transactions in different batches
(journals).
3. Documents - Generate documents such as Invoices, Credit Notes, Purchases,
Supplier Returns, Orders, Quotes and Point-of-Sale Invoices, etc. You may also print
documents, delivery notes and confirtm quotes and orders.
4. Open Item Link - Link receipts or payments to specific invoices for debtors and
creditors. You may also process open item likns for General Ledger Accounts.
5. Reconcile Bank - Reconcile a bank account in TurboCASH with the bank statement.
6. Update Ledger - Update (post) transactions in documents and batches to the
ledger.
7. Calendar - Powerful feature to schedule and manage appointments (general,
debtors and creditors), tasks, repeating invoices and contacts.
The Documents menu option should only be used if you are trading in stock items and have set-up Stock
Items, and documents. It may also be used if you do not trade in stock items, but wish to generate documents
and have set up a service stock item.
B.5.1.2.4- Reports Menu
This menu lists all the standard reports in TurboCASH, which are required to manage the information in a Set
of Books. Special reports, which you may have set up or created on the Edit - User Reports menu option,
may also be generated.
TurboCASH - Accounting Made Easy - 43
MODULE B - INTRODUCTION TO TurboCASH
The various reports options are available, the  arrow indicates that there are more options available.
Menu option Brief description
1. Batch Type - Reports of transactions in batches and documents posted to the ledger.
2. Creditor - Ageing, remittance advice, labels, transactions and listing reports for
creditors
3. Contact Listing - Lists contact information for creditor and debtor accounts.
4. Debtor - Ageing, statements, labels, transactions and listing reports for debtors.
5. General Ledger - Budgets, lists, cash flow, transactions, movements, trial balance and
financial statements (Income Statement and Balance Sheet).
6. Bank Reconciliation - Reports of bank accounts reconciled with bank statements.
7. Document Listing - Lists all documents (invoices, credit notes, quotes, purchases,
returns and orders).
8. Stock - Stock activity, back orders, movements, labels, re-order, and item listing.
9. Sales Analysis - 10 standard reports to analyse your sales by stock item,
salespersons, debtors, etc.
10. Point-of-Sale - Cash-up and Sales Reports.
11. Purchase Analysis - Analyse purchases by supplier or product.
12. Tax - Reports on the Tax (VAT) for transactions if you are registered for VAT.
13. User Reports - Specific reports, which you may have designed for your specific
requirements.
TurboCASH will display a Report Options screen for each of these reports. You only need to select the
information you wish to include in a report. When the cursor is in certain fields on these report options
screens, a lookup facility will display a list of valid codes and descriptions for that field to help you find what
you need. In some fields, a drop down list will display the valid options to select from.
B.5.1.2.5- Setup Menu
This menu option allows you to configure TurboCASH to suit your specific requirements. This menu option is
the second option you need to set or confirm the defaults when you set up a Set of Books.
There are two basic items on this menu, i.e. Preferences and System Parameters. It is important to set
certain preferences and the parameters up correctly, before you start to create or edit any accounts and start
to process transactions in a Set of Books. Once this is done you may only need to access certain menu
options from time to time.
The Preferences menu option lists the following menu items:
Menu option Brief description
1. Backup Path - Set the default backup drive and folders on your system on which you
wish to create backup files or disks.
2. Fonts - Set the default fonts in which you wish the reports and documents to be
displayed.
3. Colours - Select one of 7 colour schemes in which the program can be displayed.
4. Data Parameters - Select the indicators for debit and credit, number of decimals to be
displayed on reports and documents as well as the number of decimals to be stored.
You may also specify the symbol for large numbers (e.g. 1000 to be displayed as 1,000 if
a comma is specified) and / or select to display the default system currency symbol. If you
are generating documents, (invoices, credit notes, quotes, purchases, supplier returns and
orders for your stock items, you may specify the number of documents to be printed.
Select 1 of 2 methods for reconciling bank statements with the transactions in your
cashbook (receipts and payments batches).
5. Define Labels - Define labels for creditors, debtors and stock items.
6. Printer - Select the default printer on which reports and documents are printed.
7. Theme Style - Select WindowsXP (default) or OfficeXP as the theme style.
8. Theme - Select one of 15 themes or background pictures to be displayed in the program.
You may also add your own favourite background pictures.
44 - TurboCASH - Accounting Made Easy
Menu bar
The System Parameters menu option lists the following menu items:
Menu option Brief description
1. Access Control - Set the passwords, users and access to certain menu options for each
of your users.
2. Batch Types - Create or delete batch types or journals in which you wish to enter the
transactions.
3. Company Information - Enter the company information (name, address telephone, fax
numbers e-mail address) and registration numbers for the Company and VAT/GST/Sales
Tax, if applicable.
You also need to set the default tax method and output method for reports (to screen,
printer, file, e-mail or fax).
Load your logo or picture, which you wish to be displayed on the documents.
Set the default currency format and date format in your Windows Operating System.
4. Documents - Set the defaults for documents, such as the numbers, batch types,
headings and messages.
Set the page and margin size of paper used on for Dot-Matrix Printers.
5. Financial Categories - Link your Ledger Account Groups to Assets, Capital, Expenses,
Income or Liabilities.
6. Groups - Set up to 2 Groups for ledger Accounts, Debtors, Creditors, Stock Items and
Documents for generating reports.
7. Internet - Configure your Internet, e-mail accounts to send reports, lists and documents
via the internet or to configure a network server.
8. Point-of-Sale - Set the Point-of-Sale parameters, configure printers, peripherals, etc.
9. Reporting Dates - Set the start date of your financial year and the periods in a financial
year. You may also close a specific period for posting transactions to the ledger.
10. Salespersons - Add or remove any salespersons, which will be selling your stock items or
cashiers operating Point-of-Sale.
11. Statements - Select the paper type and enter any messages to be displayed on
Statements you wish to send to your debtors.
12. Stock Information - Add or delete the units in which you wish to sell stock items and
define up to 3 selling price descriptions. You may also set the parameters for Cost of
Sales (account, batch type, whether you will be using average or latest cost).
B.5.1.2.6- Tools Menu
This menu option allows you to access various utilities. You may also perform the global processes in a Set
of Books to transfer transactions from a selected account to another, perform year-end procedures and to
clear or reset the transactions and balances. The global processes should only be performed under certain
circumstances.This menu option allows you to access various utilities. You may also perform the global
processes in a Set of Books to transfer transactions from a selected account to another, perform year-end
procedures and to clear or reset the transactions and balances. The global processes should only be
performed under certain circumstances.
TurboCASH - Accounting Made Easy - 45
MODULE B - INTRODUCTION TO TurboCASH
Menu option Brief description
1. Calculator - Launches the calculator.
2. Global Processes - Transfer transactions from a selected account to another,
perform year-end procedures, clear or reset the transactions and balances, update a
server, reverse the transactions in posted batches (journals) and documents or copy
the data from a selected Set of Books..
3. Search - Helps you search and / or filter for specific data.
4. Report Designer - Design you own layout files for documents from TurboCASH
data.
5. T-Account Viewer - View the accounts in the traditional T-Account format.
6. Export - Export data to a file - documents, accounts, debtors, creditors, stock items
and posted batches.
7. Import - Import data from a file - documents, accounts, debtors, creditors and stock
items.
8. Data Integrity Check - Checks the integrity of the data for selected Set of Books.
9. Script Engine - Launches the Pascal Script Engine.
10. Customise Language - Customise the labels of the program.
11. Generate Reportman Dirs - Reportman still under development - to be advised.
12. Plug-ins - Online Banking, TCASH Data utility and the Pastel Conversion utility, etc.
You need to install the plug-ins from the TurboCASH CD before the Online Banking; TCASH Data utility and
the Pastel Conversion utility can be accessed. You may also uninstall the utilities.
B.5.1.2.7- Help Menu
This menu allows you to access the comprehensive help files, view information regarding the TurboCASH
program and information regarding support. You may register TurboCASH on the Internet, Update or upgrade
your TurboCASH program or even go directly to the TurboCASH support page on the Web.
Menu option Brief description
1. Help - Launch the TurboCASH Help System where you may locate topics on
TurboCASH.
2. About TurboCASH - View the version and release date of the program and the
version of your Operating System.
3. Support - View contact information of Pink Software or go to the Support page via
the Internet.
4. Show Welcome - View the Welcome to TurboCASH and other useful information
and links.
5. Online Registration - Register the TurboCASH program via the Internet.
6. Online Update - Download the latest update installation files from the Internet to
upgrade your program.
7. Register your TurboCASH - Enter your Registration details, or register TurboCASH
via the Internet.
8. Forum - Visit our Forum to find sollutions or to post comments, etc.
9. Bug-report (sourceforge) - View and report any bugs on our bug-tracking system
at sourceforge details or register TurboCASH via the Internet..
Your Internet connection must be activated before any link can be made to the Registration and Support or
online update web pages of Pink Software.
46 - TurboCASH - Accounting Made Easy
Speed Toolbar
B.5.1.3- Speed Toolbar
This toolbar allows you to quickly access the following most frequently used options without accessing the
options using the menu lists:
Moving the mouse cursor over an option will highlight that option. Clicking on that option will open a screen
enabling you to perform that function. A brief description of the options follows:
Icon Brief description
The Open Set of Books screen will be displayed on which you need to select a Set of Books or to
browse for a Set of Books on any folder on your system.
The Backup / Restore screen will be displayed on which you need to select if you wish to backup an
existing Set of Books or if you wish to restore a Set of Books. You may also specify a file or folder or a
disk on which to restore a Set of Books on your system.
The Batch Type screen will be displayed on which you need to select any of the available batches or
journals in which you need to enter or capture your source documents.
The Invoicing screen will be displayed on which you may start processing invoices. You may also select
to process any of the following documents:
 Sales Documents (Invoices, Credit Notes and Quotations)
 Purchase Documents (Purchases, Supplier Returns and Orders)
The Reconcile Bank Account screen will be displayed on which you need to select the bank account to
reconcile with a bank statement. You also need to select the date until which you wish to reconcile and
the closing balance of the bank statement.
The Open Item Link screen will be displayed on which you need to select if you wish to edit the links for
open item debtors or creditors accounts.
You may also process Open Item Links for General Ledger Accounts if you have specifies the Account
Codes in the Setup - Preferences - Data Parameters menu option.
Launches the Search Investigator screen, on which you may define search criteria to search for specific
data or information in a Set of Books.
This icon will only be displayed on the Speed Toolbar, if the OSC-Plug-in has been installed. You may
download this plug-in on our page at the Sourceforge website.
Open Source Commerce (OSCommerce) plug-in is now available to do online trading at their website.
When ordering goods you have the option to configure TurboCASH and import goods as stock items and
generate documents for the goods purchased on the online store.
B.5.1.4- Turbo Menu
The Turbo Menu will display the last 10 – 25 screens or menu options recently accessed when working in the
TurboCASH program. To access the Turbo Menu, you need to right-click anywhere underneath the speed
button or icon bar on the TurboCASH program screen.
TurboCASH - Accounting Made Easy - 47
MODULE B - INTRODUCTION TO TurboCASH
B.5.2- MINIMISE, RE-SIZE AND SWITCH BETWEEN PROGRAMS
B.5.2.1- Minimise, Restore and Closing of Programs or Screens
The following buttons are found on the right side of the title bar:
– Minimise - Click on this button to minimise the program in the Windows Taskbar.
– Restore - Click on this button to display the TurboCASH program in a smaller screen on your desktop.
This button will change to a single square and by clicking on this button the TurboCASH program will be
restored to its original size.
If the Restore button is displayed in a title bar, you may double-click anywhere on the title bar
to display the screen in the full size of your desktop and double-click again to return to it’s
original size.
– Close - This button will exit the TurboCASH program. It has the same function as the File - Exit
TurboCASH menu option on the File menu.
B.5.2.2- Resizing of Screens on your Desktop
Pressing , in the title bar will re-size TurboCASH to the full screen option. On the bottom left corner of the
TurboCASH program screen will change to .
You may resize the screen to any size on your desktop by moving the mouse pointer to any place on the
edge of the TurboCASH screen or window. When the mouse pointer changes to a double-sided arrow, click
on the mouse and drag the edge of the screen to desired size.
B.5.2.3- Switching to other Programs on your Desktop
Sometimes you may work in TurboCASH and in other programs, such as word processors or spreadsheets at
the same time. Instead of minimising TurboCASH using the Minimise button on the Title bar and restoring
another program from the Windows Taskbar, you may easily switch to another program as follows:
1. Press the Alt-Tab keys simultaneously on your keyboard and the following screen, listing all the active
programs on the Windows Taskbar, is displayed:
2. Repeat releasing and pressing the Tab key until the desired program is selected.
3. While keeping the Alt key down you may release the Tab key and press it again to select the next
program.
4. Release the Alt-Tab keys and the selected program will be restored and ready to work in.
48 - TurboCASH - Accounting Made Easy
ACCESSING MENU OPTIONS USING SHORTCUT KEYS
B.5.3- ACCESSING MENU OPTIONS USING SHORTCUT KEYS
Any menu option can be accessed or initiated from the keyboard, by keeping the Alt key down, and pressing
the underlined characters of any other item displayed on a menu list.
In addition to this facility, TurboCASH has also provided other shortcut keys to select or access certain menu
options from your keyboard. These may include only of pressing the function keys F1 to F11 keys, the Alt or
Ctrl or Shift keys in combination with the function keys or alphabetical keys A to Z.
For your convenience, a list of the keys for the following are listed in MODULE K at the end of this book:
1. Function Keys F1 to F11on the Main TurboCASH Program
2. Function Keys F5 to F11 on Batch Entry Screens
3. Function Keys F5 to F11 on Document Entry Screens
4. Shift Key and Function Keys F1 to F11
5. Alt Key and Function Keys F1 to F11
6. Ctrl Key and Function Keys F1 to F10
7. Ctrl Key and Alphabetical Character A to Z Keys
8. Ctrl and Alt Keys and Alphabetical Keys.
B.5.4- USING SEARCH OR LOOKUP FACILITIES
When the cursor is in various fields on a screen of the TurboCASH program, TurboCASH will automatically
display the lookup screen for that specific field. A lookup screen is basically a list of all the valid entries or
master records in a Set of Books from which you need to select one item from the list.
All of the lookup facility screens are basically similar of appearance:
You may right-click on any area of the lookup facility to enable or disable the filter.
If the Use filter is enabled, the Use filter context menu will display a tick as follows - . To
disable the filter, click on the menu to remove the tick. If the filter is enabled, you may locate and select
accounts, stock items, periods, etc. on the lookup facilities with ease.
You may also right-click in the scroll bar to launch a context menu on which you may scroll or search for an
entry on the lookup facility.
TurboCASH - Accounting Made Easy - 49
The following lookup facility screens are available in
TurboCASH:
- Accounts
- Bank Accounts
- Creditor Accounts
- Debtor Accounts
- Tax Accounts
- Batches List
- Stock Items
- All Years, This Year and Last Year Periods
- Date Picker
- Point-of-Sales Lookup
- Click to scroll to the selected entry on the list.
- Click to scroll to the first entry on the list.
- Click to scroll to the last entry on the list.
- Click to scroll to one page up in the viewable area.
- Click to scroll to one page down in the viewable area.
- Click to scroll to to the top or first entry of the entries displayed in the viewable area.
- Click to scroll to to the top or last entry of the entries displayed in the viewable area.
MODULE B - INTRODUCTION TO TurboCASH
The following shortcut keys on your keyboard may be used to search and select an entry:
Key Description
Home The first entry will be displayed on the list according to Code or Description depending on
the whether Code or Description is selected in the Search by field.
End The last entry will be displayed on the list according to Code or Description depending on
the whether Code or Description is selected in the Search by field.
Up arrow The previous entry will be highlighted.
Down arrow The next entry on the list will be highlighted.
B.5.5- NAVIGATION IN TurboCASH
B.5.5.1- Yes / No, OK / Cancel, Back / Next and Finish Buttons
These options may be selected with a mouse click, or, by pressing the key corresponding to the first letter of
the command, e.g.:
Yes = Y or Enter
No = N or Esc
Next = N
Back = B
Cancel = C, etc.
B.5.5.2- Moving between Fields on Screens when entering Data
Once data has been entered, pressing Tab or Enter, will shift the cursor to the next field, this can also be
achieved by clicking with the mouse cursor. To move to the previous field, use the mouse or press the Shift
and Tab keys simultaneously.
B.5.5.3- Arrow Keys
Whenever a lookup facility is listed on your screen, and you need to select an account, use the mouse or the
Up and Down keys to scroll through the accounts. To select the required account, click with your mouse or
simply press the Enter key on your keyboard.
B.5.5.4- Drop-Down Lists
A Drop-down list is represented by a small block, with a down arrow or three dots (…) on the right-hand side
of the respective field. By clicking on this button, a list will be displayed. Examples are reporting groups,
selling prices, salespersons, etc.
B.5.5.5- Tick Boxes
You will come across many fields where you have to place tick to select certain options. An example of a tick
box is as follows:
If a tick box is active, TurboCASH will display rectangular dots around the label. The
Spacebar on your keyboard allows you to toggle between a tick and a blank space in the tick box.
B.5.6- GETTING HELP IN TurboCASH
To access the help file, you have 2 options:
- Press the F1 key on your keyboard.
- Click on the Help - Help menu option or press the Alt and H keys on your keyboard.
50 - TurboCASH - Accounting Made Easy
CUSTOMISING THE TurboCASH PROGRAM
B.5.7- CUSTOMISING THE TurboCASH PROGRAM
B.5.7.1- Colours
You may choose between Classic, Brilliant, Pastel, New South Africa, Pink and Windows Default colour
schemes.
To select a Colour scheme:
Click on Setup - Preferences - Colours and choose the colour scheme you like the best.
B.5.7.2- Theme Style
This option allows you to choose between WindowsXP (default) and OfficeXP themes.
B.5.7.3- Theme
This option allows you to choose between Classic, Beach, ClassicBMP, Dolphins, Future House, Gotham,
Motor Madness, Sumarai, Sands of Time, Space, Wasteland and Random themes.
These themes are background pictures, which will make your program more colourful and pleasant to look at.
If you choose Random, a new picture will appear on your screen each time you create a new invoice or open
a batch.
To select a Theme:
Click on Setup - Preferences - Themes and choose the background picture you like the best.
B.5.7.4- Select Language
This option allows you to choose between any available language - English, Afrikaans, Español, French,
German, Gibberish, Indonesian, Italian, Netherlands, Xhôsa, etc. as the language you wish to work in a Set of
Books.
To Choose a Language:
Click on File - Switch Language and select the language of your choice.
TurboCASH - Accounting Made Easy - 51
MODULE B - INTRODUCTION TO TurboCASH
B.6- WORKING WITH BATCHES (JOURNALS)
B.6.1- BASICS OF BATCH PROCESSING
All source documents such as receipts, cheque counterfoils, etc. are entered in their respective batches or
books of prime entry.
To enter or capture data in a batch consists basically of 7 easy steps, once you have selected the required
batch:
1. Set the options or defaults for the batch. (You only need to set the options once, unless your requirements
change).
2. Select whether you wish your transactions to be inclusive or exclusive of VAT/GST/Sales Tax (If you do not
use VAT/GST/Sales Tax, you may ignore this option). If no Tax (VAT/GST/Sales Tax) is applicable to all of
the transactions in the batch, you may hide the Tax column and the Tax lookup facility in the Batch Setup
Options.
3. Enter the transactions in the batch. (“Capture” the data).
4. Balance the batch.
5. Change the alias for the batch. (This will help you to identify the batches when generating batch type
reports).
6. List the batch and retain the batch listing with your source documents.
7. Post the batch to the ledger.
TurboCASH allows you to enter or capture your transactions whenever you wish. You may capture the
transactions on a daily basis and exit the batch screen without posting the batch to the ledger before
proceeding to steps 5 and 6. The data will not be lost.
It is a good idea to check the data entered in a batch from the batch listing before posting it to the ledger. If
you have made any mistakes, now is the time to fix them. To correct errors within posted batches, another
Batch Entry needs to be generated.
B.6.2- SELECTING THE BATCH TYPE
To select and open a batch:
´Click on the Batch Entry icon. You may also click on the Input - Batch Entry menu option or press the
F2 key on your keyboard. The Batch Type screen is displayed:
52 - TurboCASH - Accounting Made Easy
Colour Coding of Batch Types Blue - Payment
and Receipt Batch Types or Journals, which are
linked to Bank Accounts.
Black - All other batches (journals).
Grey - Batches or Journals, for which a user’s
access have been restricted or blocked in the
Setup - System Parameters - Access Control
menu option.
Right-click on any of these batches to access the
Batch Processing options from a context menu. -
see paragraph B.1.2.1 of MODULE B
SELECTING THE BATCH TYPE
Once the options for a batch or journal has been set up, the Contra Account code and name or description,
will be displayed. If the options for a batch or journal, which have not yet been, setup, it will display no
Contra Account.
If you access a batch type and the contra -account is for example, displayed as the Sales Account (010), you
may change the contra account when you set the options for a batch.
If any transactions have been entered into a batch (journal), the total amount of the transactions entered in
the debit column and / or the total amount of the transactions entered in the credit column will be displayed
as unposted.
If the batch is in balance (amounts of equal value is entered in the debit and credit columns or if the batch
has been balanced), the debit and credit amounts will reflect the same value.
´Select the batch from the list and click on the Open button. The Batch Entry screen for the selected Batch
Type will be displayed.
B.6.3- THE BATCH ENTRY SCREEN
In this section we will explain the basic layout and principles of the Batch Entry screen.
TurboCASH - Accounting Made Easy - 53
Title bar
For each transaction, you need a source document from which you will
enter the basic information in a Batch Entry screen. We would enter the
cheque number, date, to whom the payment is made, for what, and the
amount of the transaction.
Restore
Minimise
Rows
Close
Column headings
Selected account code and description.
Information of the
batch settings and
transactions entered
into the batch.
Lookup facility
Total amount of all transactions in the debit and
credit column of the batch.
Scroll bar
Speed buttons
MODULE B - INTRODUCTION TO TurboCASH
B.6.3.1- Title bar
- Title bar - Displays the name of the selected batch accessed from the batch type screen. The name of the
selected batch (between square brackets in the title bar), may be changed in the Change Alias option to
reflect the batch name for the specific transactions entered into the selected batch. Once the batch is
posted or updated to the ledger, the batch name will make it easier if you need to identify the specific
batch to generate a batch type report, export the posted transactions in the posted to a file or to reverse
the posted batch.
- Close - Click to close the Batch Entry screen.
B.6.3.2- Speed Buttons or Icons
These speed buttons or icons are conveniently placed below the title bar on the Batch Entry screen to allow
you to access the most frequently used options with ease. Each of the speed buttons has a shortcut key to
access the required option from your keyboard.
B.6.3.3- Column Headings and Rows
Column headings - Show where to enter the basic information:
Column Heading Description
Reference number: The number of the document, which contains the details of the transaction. It may
be a cheque, deposit, receipt, invoice, etc.
Date: The date of the transaction. This date must be a valid date within any accounting
period within a financial year.
Description: A brief description of the details of the transaction.
Account: The account which must be debited or credited with the transaction.
Tax: The tax account - the correct tax code must be selected if you are registered as a
VAT/GST/Sales Tax Vendor and / or if VAT/GST/Sales Tax is not applicable to an
entry or transaction. The Tax amount will be calculated automatically based on the
percentage of the selected tax code.
If you are not registered as a VAT/GST/Sales Tax Vendor, and / or if
VAT/GST/Sales Tax is not applicable to all the transactions in the batch or journal,
you may select to hide the Tax column for the specific batch or journal.
Amount: The amount of the transaction. if VAT/GST/Sales Tax is applicable, it may be
inclusive or exclusive of Tax (VAT/GST/Sales Tax),
Rows - For each source document or transaction you need to enter the basic information in a row on the
Batch Entry screen. Should you, for example, make one payment or issue a cheque for petrol and repairs
and wish to allocate the petrol to one account and the repairs to another account, you need to enter each of
these items (parts of a transaction) in 2 separate rows. You will still need to use one reference number (same
cheque number) for both transactions. You will then have one source document (cheque) with 2 entries
representing 2 transactions with the same party.
54 - TurboCASH - Accounting Made Easy
MODULE C - BACKUP AND RESTORE A SET OF BOOKS
IN THIS MODULE
MODULE C - BACKUP AND RESTORE A SET OF BOOKS................................................................... 55
C.1- BACKUP A SET OF BOOKS...................................................................................................................... 57
C.1.1- CREATING A BACKUP FILE ONTO A DISK OR HARD DRIVE......................................................... 57
C.1.2- CREATING AN E-MAIL BACKUP FILE ............................................................................................. 59
C.2- RESTORE A SET OF BOOKS.................................................................................................................... 59
C.3- THE TurboCASH BACKUP FILE................................................................................................................ 62
C.3.1- RESTORE A SET OF BOOKS - TurboCASH BACKUP.EXE FILE .................................................... 62
C.3.2- RESTORE A SET OF BOOKS - TurboCASH BACKUP.ZIP FILE....................................................... 64
BACKUP A SET OF BOOKS
C.1- BACKUP A SET OF BOOKS
C.1.1- CREATING A BACKUP FILE ONTO A DISK OR HARD DRIVE
The File - Backup / Restore option will backup your data onto disk or your hard drive in a tcBackup.exe file.
This option uses the Pkzip to compress or zip the size of files contained in the backup file.
Backup files are used to Restore a Set of Books to the set of data from which the Backup File was created.
Backups are copies of your data that you make on a regular basis. You will need backups in case of file
corruption, hardware failures and other errors.
TurboCASH also allows you to create a backup file and send it directly via e-mail. You may also select to create
the tcBackup.exe (self-executable) or a tcBackup.zip file format. The zip backup file format allows you to send a
backup file via e-mail in cases where your Internet firewall settings will not allow you to send and receive *.exe
files.
As a general rule, it is good practice to back up often, preferably upon closing the program. Backing up can be
to CD-ROM, stiffy disk or floppy disk. Backing up to your hard disk is also a good practice but the best backup is
not stored on your computer. (In case of a hard drive failure!!)
It is also recommended that you complete a BACKUP in the following instances:
• Prior to performing any major processes, such as Delete a Set of Books and Data Re-Index on the File
menu and Global Processes (Clear / Reset, Do Year End, Transfer Balances) on the Tools menu.
• Old data on your previous version of TurboCASH or other accounting package (Pastel 5.2) prior to
conversion to TurboCASH.
• On a regular basis: Depending on your need and volume of work. The following minimum is
recommended:
• 2 - 3 sets daily re-used weekly or every 3
rd
to 4
th
day.
• 2 weekly sets - re-used every 3
rd
week.
• 12 Monthly sets - done at the end of each month, and re-used each year.
• 1 set prior to year-end and kept permanent.
The very same backup disks or backup files on your hard drive are used to restore your data in your Set of
Books. In this version of TurboCASH, you may also restore a Set of Books from a valid tcBackup file stored on a
Network Server, if a Network Server has been set up and configured on your system. If you do not make regular
backups, you may have to re-enter thousands of transactions and general ledger, debtor, creditor and stock
information.
To create a Backup file:
Click on File - Backup/Restore Set of Books menu option or you could also click on the
Backup/Restore icon. If a Set of Books is open on your system, TurboCASH will automatically close the Set
of Books and the Backup Set of Books screen is displayed:
TurboCASH - Accounting Made Easy - 57
MODULE C - BACKUP AND RESTORE A SET OF BOOKS
Select the Backup option, if not already selected.
Select the Name of the Set of Books you wish to Backup.
You may over type the tcBackup File Name with a name of your own.
The date and time of your operating system is automatically inserted in the file name (e.g.
tcBackup200603261433) after the default tcBackup file name. (In this example, the date and time format is
YYYYMMDD followed by the Hour and Minutes. The format may differ if your operating system's short date
style or format is set different.)
It is recommended that this date and time not be over typed, if you enter a name for your backup file.
You may then later select that file name to restore a Set of Books from.
TurboCASH will by default create a tcBackup file in the *.exe file format. If you need to create the Backup file in
the *zip file format remove the tick in the field.
Select the Drive to Backup to. The default backup path (drive or folder) for a Set of Books as set in the
Setup - Preferences - Backup Path menu option will be displayed. If you have not set the default backup
path, the default system drive (normally this would be the Stiffy Drive A) will be displayed. You may select any
other drive or folder on your system.
Click on the Backup button to start the backup process. While the Backup process is running, the files are
backed up from and added on your backup disk or location on your hard drive or network drive will be
displayed. When the backup process is completed, the following Information screen is displayed:
Click on the OK button and click on the Cancel button on the Backup Set of Books screen. You may also
press the Esc key on your keyboard to exit the Backup Set of Books screen.
58 - TurboCASH - Accounting Made Easy
CREATING AN E-MAIL BACKUP FILE
C.1.2- CREATING AN E-MAIL BACKUP FILE
This is a new feature in this version of TurboCASH. To use this option, your computer system must be properly
set up and the Internet Account with your Internet Service Provider. The process to create a backup file must be
followed.
To Send a Backup file via e-mail:
Select the option on the Backup Set of Books screen. When the backup process is
finished, your e-mail program will automatically be launched.
The e-mail address of Pink Software will automatically be entered in this field. Should you wish to change it
to a different e-mail address, (e.g. that of your auditor or consultant), you may enter a valid e-mail address to
that field.
Add a description to the subject if you wish (e.g. your company name).
The file is automatically attached to the e-mail message. You may attach another document to the e-mail.
Note that your Internet Service Provider may limit your e-mail message (e.g. including attachments to 1.2MB). If
the message is larger than the allowed message, your message may not reach the recipient and may be
returned.
Enter your message.
Launch your Internet connection and click on the Send button your E-mail program will automatically be
launched.
C.2- RESTORE A SET OF BOOKS
This option will restore your data for a specific Set of Books or your hard drive or in a valid folder on your
system. This option uses the Pkzip to uncompress or unzip the size of files contained in the backup file. To
Restore a Set of Books from a Backup, a valid Backup (tcBackup.exe or tcBackup.zip) file must exist.
If your data becomes corrupt for some reason, restoring from backup will fix this. It will be necessary to re-enter
all the data from the date of the last backup to the present. It can be seen that backing up often is a good habit
that can potentially save a lot of work. If you do not make regular backups, you may have to re-enter thousands
of transactions and general ledger, debtor, creditor and stock information. It is also important to keep record of
your backup disks or files or to label your backup disks to prevent restoring a Set of Books from an incorrect
backup disk or file. It is recommended that you keep a record of which data is backed up and which is not, to
prevent re-entering data that is already on your backup disks.
To Restore a Set of Books:
Click on File - Backup / Restore Set of Books menu option or click on the Backup/Restore icon. If a Set
of Books is open on your system, TurboCASH will automatically close the Set of Books. The Backup Set of
Books screen is displayed:
TurboCASH - Accounting Made Easy - 59
MODULE C - BACKUP AND RESTORE A SET OF BOOKS

Select the Restore option. The Backup screen will change to the Restore Set of Books screen.
Select the Name of the Set of Books you wish to restore.
Select the Drive to Restore from. The default backup path (drive or folder) for a Set of Books as set in the
Setup - Preferences - Backup Path menu option will be displayed. If you have not set the default backup path,
the default system drive (normally this would be the Stiffy Drive A) will be displayed. You may select any other
drive or folder on your system. (If the Stiffy drive is used, TurboCASH will prompt you to insert the next disk until
the restore process is completed. You could also choose to Restore from your hard drive or any available drive
on your network. TurboCASH also allows you to restore from a CD, provided that you have a CD writer installed
on your system and the backup is correctly done.
You may also browse for a folder to select the folder on your hard drive or network drive in which your
backup data is stored when you click on the icon on the right hand side of the Restore To field.
Select a valid folder and click on the OK button.
Click on the Restore button.
60 - TurboCASH - Accounting Made Easy
RESTORE A SET OF BOOKS
The following Information screen is displayed:
Click on the Yes button, to start the restore process. If you click on the No button, the operation will be
cancelled. When the backup process is completed, the following Information screen is displayed:
Click on the OK button and click on the Cancel button on the Backup Set of Books screen. You may also
press the Esc key on your keyboard to exit the Backup Set of Books screen.
× Error - File not found
If no valid Backup file exists, TurboCASH will display an Error message that the Backup file could not be
found.
- Click on the OK button. Try to relocate the tcBackup.exe file.
TurboCASH - Accounting Made Easy - 61
MODULE C - BACKUP AND RESTORE A SET OF BOOKS
C.3- THE TurboCASH BACKUP FILE
TurboCASH Backup creates a tcBackup.exe file, which is an executable file or a tcBackup.zip file. These files will
be displayed as an icon in the selected folder in which a file is backed up.
In addition to restore a Set of Books on the File - Backup / Restore menu option, you may also restore a Set of
Books from the tcBackup.exe or tcBackup.zip files on your system. These tcBackup files may be created on your
system with the Backup option of TurboCASH or you may have downloaded a backup file from the Web or have
received them via e-mail.
C.3.1- RESTORE A SET OF BOOKS - TurboCASH BACKUP.EXE FILE
To Restore a Set of Books using the tcBackup.exe file:
Click on the tcBackup.exe icon in the selected folder on your system. The TurboCASH T3 Self-
Extracting Backup screen is displayed:
Click on the Restore button on the TurboCASH T3 Self-Extracting Backup screen. TurboCASH will extract
all the files into the selected directory. When the process is finished, the following screen is displayed:
Click on the OK button.
You may then open the Set of Books to commence working in the restored Set of Books.
62 - TurboCASH - Accounting Made Easy
RESTORE A SET OF BOOKS - TurboCASH BACKUP.EXE FILE
Click on the Browse button to select a different folder than the folder displayed in the Restore to field, should
you wish to restore the Set of Books elsewhere on your system. The Extract to: screen is displayed:
Select the directory and click on the OK button.
You may also click on the New... button to create a new folder (sub-directory) in which you wish to restore a
Set of Books.
Enter a new directory than the current directory displayed on this screen and click on the OK button.

TurboCASH - Accounting Made Easy - 63
MODULE C - BACKUP AND RESTORE A SET OF BOOKS
C.3.2- RESTORE A SET OF BOOKS - TurboCASH BACKUP.ZIP FILE
To use this feature you already need to have WinZip or any other application with which you may create zip files
or unzip a selected zip file, installed on your system. The tcBackup.zip feature should be used if your firewall
settings is set not to allow sending, receiving or downloading of executable files (*.exe) files. TurboCASH has
also included WinZip version 8.1 in the Extras folder on the TurboCASH Installation CD, for your convenience.
To Restore a Set of Books using the tcBackup.zip file:
Click on the tcBackup.zip icon in the selected folder on your system. The WinZip Wizard screen
is displayed:
Select the Unzip or install from tcBackup.zip or other name as entered in the File Name field of the Backup
Set of Books screen (e.g. Backup1703). When the process is finished, the following screen will be displayed:
Click on the Next button. The Unzip Now screen is displayed:
By default it will unzip the files for the Set of Books) in the Unzipped folder on your system. You may click
on the Select different folder... button to change the folder and select a folder on your system in which you
need to restore the Set of Books.
64 - TurboCASH - Accounting Made Easy
RESTORE A SET OF BOOKS - TurboCASH BACKUP.ZIP FILE
If you click on the Select different folder... button, the Select Folder screen is displayed:
Select the directory and click on the OK button.
Once the folder or directory is selected, click on the Unzip Now button. All the backed up files in the zip
folder will automatically be extracted to the selected directory on you system.
You may then open the Set of Books to commence working in the restored Set of Books.
TurboCASH - Accounting Made Easy - 65
Click on the Browse button to create a new folder or
directory, if the folder or directory, in which you need
to restore the Set of Books, does not exist on your
system.
MODULE D - CREATING A SET OF BOOKS AND SETUP
IN THIS MODULE
MODULE D - CREATING A SET OF BOOKS AND SETUP..................................................................... 66
D.1- CREATE A SET OF BOOKS USING THE CREATION WIZARD................................................................ 68
D.2- ENTER BASIC INFORMATION AND SELECT DEFAULTS....................................................................... 70
D.2.1- Company Information ......................................................................................................................... 70
D.2.2- Reporting Dates ................................................................................................................................. 72
D.2.3- Batch Type.......................................................................................................................................... 72
D.2.4- Groups................................................................................................................................................ 73
D.3- COMPLETING YOUR SETUP PROCEDURES........................................................................................... 74
D.3.1- SETUP - PREFERENCES.................................................................................................................. 74
D.3.1.1- Backup Path................................................................................................................................................... 74
D.3.1.2- Font................................................................................................................................................................. 74
D.3.1.3- Colours .......................................................................................................................................................... 74
D.3.1.4- Data Parameters............................................................................................................................................. 74
D.3.1.5- Define Labels.................................................................................................................................................. 74
D.3.1.6- Printer............................................................................................................................................................. 74
D.3.2- Theme Style........................................................................................................................................ 75
D.3.3- Theme................................................................................................................................................. 75
D.3.4- SETUP - SYSTEM PARAMETERS..................................................................................................... 75
D.3.4.1- Access Control................................................................................................................................................ 75
D.3.4.2- Batch Types.................................................................................................................................................... 75
D.3.4.3- Company Info................................................................................................................................................. 76
D.3.4.4- Groups............................................................................................................................................................ 76
D.3.4.5- Financial Categories....................................................................................................................................... 76
D.3.4.6- Internet ........................................................................................................................................................... 76
D.3.4.7- Reporting Dates.............................................................................................................................................. 76
D.3.4.8- Statements...................................................................................................................................................... 76
D.3.4.9- Documents...................................................................................................................................................... 76
D.3.4.10- Point-of-Sales............................................................................................................................................... 77
D.3.4.11- Salespersons................................................................................................................................................ 77
D.3.4.12- Stock Information.......................................................................................................................................... 77
D.4- SETTING UP ACCOUNTS .......................................................................................................................... 78
D.4.1- PLANNING YOUR CHART OF ACCOUNTS...................................................................................... 78
D.4.2- EDITING YOUR CHART OF ACCOUNTS.......................................................................................... 80
D.4.2.1- Edit Bank Accounts ........................................................................................................................................ 80
D.4.2.2- Edit General Ledger Accounts........................................................................................................................ 82
D.4.2.2.1- Creating a New Income / Expense Account....................................................................... 82
D.4.2.2.2- Creating a New Balance Sheet Account............................................................................ 82
D.4.2.3- Edit Creditor Accounts.................................................................................................................................... 83
D.4.2.4- Edit Debtor Accounts...................................................................................................................................... 85
D.4.2.5- Edit Tax Accounts........................................................................................................................................... 87
D.4.3- PRINTING LISTS OF ACCOUNTS, DEBTORS, CREDITORS AND STOCK..................................... 89
D.4.3.1- Chart of Accounts........................................................................................................................................... 89
D.4.3.2- Debtors Listing................................................................................................................................................ 90
D.4.3.3- Creditors Listing.............................................................................................................................................. 91
MODULE D - CREATING A SET OF BOOKS AND SETUP
D.1- CREATE A SET OF BOOKS USING THE CREATION WIZARD
Upon initiating the TurboCASH program a menu bar at the top of your screen will be displayed. To create a Set
of Books only takes a few minutes. The creation wizard will help you to create a new Set of Books.
´ Click on the File menu option and select the Create Set of Books menu option. You may also press
the F10 key on your keyboard.
The Creation Wizard screen is displayed giving you 5 options to create a Set of Books.
´ Check that it is selected and click on the Next button.
On the next screen, TurboCASH will ask you: “Which Chart of Accounts you wish to use?”
´ For the purposes of this tutorial, select HANDYMAN and click on the Next button.
On the next screen, TurboCASH will ask you to enter the “Name for a new Set of Books".
68 - TurboCASH - Accounting Made Easy
CREATE A SET OF BOOKS USING THE CREATION WIZARD
¯ For the purposes of this tutorial, type in your own name.
´ Click on the Next button, or press the Enter key on your keyboard.
On the following screen TurboCASH, will give you the following options to select:
´For the purpose of this tutorial, see that "Do you sell Stock?" option is not selected.
´ Click on the Finish button.
´TurboCASH will now ask you to confirm that you wish to create this Set of Books.
´ Click on the Yes button to confirm.
TurboCASH - Accounting Made Easy - 69
MODULE D - CREATING A SET OF BOOKS AND SETUP
D.2- ENTER BASIC INFORMATION AND SELECT DEFAULTS
TurboCASH will automatically launch the screens from the Setup menu as selected in step to enable you
to set the basic information and defaults for the Set of Books.
D.2.1- Company Information
To enter and set the Company Information and Defaults:
The Company Information screen is automatically displayed:
¯Enter the relevant details of your company in the available fields.
± Company Reg. No.:
If you are registered as a company, a close corporation or a non-profit organisation, the
relevant registration number must be entered.
± Tax Reg. No.:
If you are registered as a VAT/GST/Sales Tax vendor, the VAT/GST/Sales Tax registration
number must be entered.
For the purpose of this manual, the relevant company details are already entered in the HANDYMAN Set of
Books we have selected.
´ Click on the Options button. The Options screen is displayed:
70 - TurboCASH - Accounting Made Easy
Company Information
´On this screen you may set your Tax Method (Invoice
Based or Payments Based) if you are registered for VAT/GST/Sales Tax.
´You may also select your default output options for screen, printer, file, fax or e-mail. We recommend that we
use screen for this tutorial.
´Click on the Set Windows Date Format/Style button to set the date format of your operating system.
It is important to check your Windows Date Format, since this format will determine the format in which you will
enter your dates for your transactions. It will also determine the format in which your dates will be displayed in
the lookup facilities, screens, reports, debtor statements, etc.
The date for 1 March 2006 may be displayed in one of the following formats:
- YY/MM/DD - 06/03/01
- DD/MM/YY - 01/03/06
- YYYY/MM/DD - 2006/03/01
- DD/MM/YYYY - 01/03/2006
The DD/MM/YYYY (01/03/2006) is the format, which is used in this tutorial.
´Click on the OK button to save your changes.
TurboCASH - Accounting Made Easy - 71
If you have a company logo or picture, which
includes the address, you may right-click on the
Company logo to load the logo from a valid file
format on your system.
This logo can be selected to display on documents
(invoices, etc.) and statements.
.
If the Set Windows Date Format/Style button
does not launch your operating system's (version
of Windows™), Regional Settings, you need to
open the in the Control Panel to set the
format of the Short Date and the correct Currency
Symbol.
MODULE D - CREATING A SET OF BOOKS AND SETUP
D.2.2- Reporting Dates
To Set the Reporting Dates:
The Reporting Dates screen is automatically displayed:
Number:
¯This is the number of accounting periods in your financial year. We recommend that you use
12 for 12 months of the year. Type 12.
Start date: This is the start date of your financial year. The format of the date is DD/MM/YYYY or the
Windows™ format that you have set. Usually your financial year will start on either 01/01/YYYY,
or 01/03/YYYY, or 01/07/YYYY.
´For this example type 01/03/2006 and press the Enter key or use the date picker to select
the start date by clicking on the down arrow on the right-hand side of this field.
Open for Posting?
Post to Last year?
Leave the fields next to “Post to last year?” and “Open for posting?” ticked.
´Press the Enter key and click on the OK button. The program will automatically calculate the month end
dates for you.
D.2.3- Batch Type
Batch Types are the journals in which you will enter (capture) the source documents of your transactions. You
may enter all your invoices in the sales journal, deposits or receipts in the receipts journal, cheques or
payments in the payments journal, etc. After you have entered, your transactions from the source documents,
you need to check them and post or update these batches to the ledger.
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Batch Type
To check the Batch Types:
The Batch Type screen is automatically displayed:
´Check the batch types and click on the Close button.
D.2.4- Groups
To set the Groups:
The Groups screen is automatically displayed:
´ Check the Account Groups and click on the OK button.
If you did not remove the tick in the “Do you sell Stock?” option in step of this chapter, the Documents
Setup, Stock Information and Salesperson screens will be displayed.
Close or exit these screens for the purposes of this tutorial. These setup options will be discussed in Chapter
F2 of MODULE F .
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MODULE D - CREATING A SET OF BOOKS AND SETUP
D.3- COMPLETING YOUR SETUP PROCEDURES
We have created a Set of Books and done the basic setup processes for it. It is good practice to check all the
available menus in Setup, before moving to the next step. This will take a few minutes of your time, but it will save
you problems in future. We will therefore discuss the Setup menu options briefly. Before you may start with this
process you need to Open your Set of Books.
To Open your Set of Books:
´Click on the File - Open Set of Books main menu option or click on the Open icon. You may also press
the Alt and O keys on your keyboard.
´Select the Set of Books which you were creating and click on the Open button.
D.3.1- SETUP - PREFERENCES
D.3.1.1- Backup Path
This option allows you to select the drive and / or the folders on which you wish to make your Backups. This is
normally your Stiffy Drive, but you could also make backups in any available folder or directory on your hard
drive.
D.3.1.2- Font
This option allows you to select any one of the available fonts, for use in viewing and printing reports,
statements and lists. Some of the fancy fonts may look good, but our experience shows that they are not as
practical as a simple one such as “Arial”.
D.3.1.3- Colours
This option allows you to choose between Classic, Brilliant, Pastel, New South Africa Pink, Windows Default
and Windows 2004 colour schemes.
D.3.1.4- Data Parameters
This option allows you to set the options for debit and credit amounts to be displayed on your reports. You can
also set the number of decimals to be stored in the Set of Books in TurboCASH and to be displayed for the
amounts on reports and documents. If you wish to display a separator in large numbers (e.g., to display 1000
as 1,000) you may specify the symbol (e.g. comma). You may also select to display the default currency
symbol of your Windows operating system on screens and reports and documents.
A new feature has been added where you may select to enter transactions from a bank statement into a screen
similar to the Batch Entry screen or to import bank statements from a valid file format.
D.3.1.5- Define Labels
This option allows you to define label specifications in order to print debtors and creditors names and
addresses onto labels. You need to set the label specifications such as the number of labels across and down,
and their height and width, gap between labels, etc.
D.3.1.6- Printer
This option allows you to select the default printer for this program. You may have two or more printers on your
system, for example a Dot-Matrix and a Laser printer and wish to print some reports on the Dot-Matrix printer
and others on the Laser printer. If this is the case, it is recommended that you select the printer with which you
intend to print most of your reports and / or documents.
Should you have more than one printer; clicking on the "Printer Setup" icon, you can access a "select
printer" screen. From this screen, it is also possible to access the setup page for pre-printed paper used with
dot-matrix printers.
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Theme Style
D.3.2- Theme Style
This option allows you to choose between WindowsXP (default) and OfficeXP themes.
D.3.3- Theme
This option allows you to choose between Classic, Beach, ClassicBMP, Dolphins, Future House, Gotham, Motor
Madness, Sumarai, Sands of Time, Space, Wasteland and Random themes.
D.3.4- SETUP - SYSTEM PARAMETERS
D.3.4.1- Access Control
This option allows you to set the security options for a specific Set of Books. User passwords and access levels
may also be set. You may have as many users to work on a Set of Books as you wish. You may set differing
passwords for each user, in order that they are enabled to perform only the function/s assigned to them. Many
new features have been added to access control, i.e.:
- Standard Security - Create users and set passwords and e-mail addresses for each user. Allow or block
access to System Setup, Global Processes, and Bank Reconciliation menu options, to which users have no
access, can also be hidden.
- Reports Access - Allow or block access to print and view Debtor, Creditor, General Ledger, Stock and / or
User Reports.
- Batches Access - Allow or block access to posting of transactions, entering transactions in batches
specific batches or journals, documents (Invoices and Credit Notes, Purchases and Supplier Returns).
- Block Accounts - Allow or block access to specific accounts for each of your users.
- Edit Master Files - Allow or block access to create, edit or delete General Ledger, Debtor, Creditor, Tax
and / or Bank Accounts as well as to create, edit and delete Stock Items and / or User Reports.
- Mode - Set the mode or profile or an user to allow access to all functions (invoicing and accounting), only
accounting or only Point-of-Sale functions.
- Link Users to Salespersons - If you are selling stock items (generating Invoices in TurboCASH) or use
the Point-of-Sale facility and have created users, you may link the salespersons added in the Setup -
System Parameters - Salespersons menu option to a user. This facility will add more security when users
access or start a Point-of-Sale invoicing session.
D.3.4.2- Batch Types
This option allows you to create batch to capture and enter your transactions. The Sales, Purchases, Receipts,
Payments and General Journals are standard defaults.
You can create any additional batches by adding them to this list. If you have more than one Bank Account, you
need to create a payments and receipts batch for each one. If you were initially short of batch types, you may
enter additional batch types to accommodate your reporting requirements. These will not be retroactive, so
thorough setting up is preferable.
You can also set the batch defaults to reduce incorrect capturing of transactions. For example, in a Sales
Journal, only debit entries may be entered. Batch defaults such as “contra accounts”, “contra account per line”,
“inclusive”(of VAT/GST/Sales Tax) or “exclusive” capture and increment reference numbers, and can only be
set from within the batch.
The setting of the defaults will be discussed in later Chapters. The new features, which have been added to
configure batches or journals, may be taken into account when you need to create or add your batch or journal
types. This will enable faster and more accurate processing of transactions.
Some of these features are:
- No Tax - You may now hide the tax column and the Tax Code lookup facility if you are not registered for
VAT/GST/Sales Tax or if VAT/GST/Sales Tax is not applicable to all transactions in the batch or journal.
- Lookup Facilities - You may now select to show all Accounts or only General Ledger, Debtor or Creditor
Accounts.
- Contra Account per Line - Easier processing of transactions with this setting. Contra Accounts are now
visible in the Contra Account column.
TurboCASH - Accounting Made Easy - 75
MODULE D - CREATING A SET OF BOOKS AND SETUP
D.3.4.3- Company Info
This option allows you to enter all your business' details such as the address, e-mail address, contact numbers,
company and tax registration numbers. These will be displayed on all reports, statements and lists. You may
also select the applicable Tax method, and the default output options for reports, statements and lists. It is also
important to set the Windows default date and currency formats.
You may also load a logo picture to be displayed on your documents and / or statements. For documents you
need to select to print the logo on documents, or not, in the Setup - System Parameters - Documents menu
option. In the case of debtor statements, you may select to print the logo on statements, or not, in the Setup -
System Parameters - Statements menu option.
D.3.4.4- Groups
This option allows you to set up to 2 Reporting Groups for your general ledger accounts, debtors and creditors,
stock and documents. These reporting groups will allow you to select the applicable reporting category within
the available reporting groups. When you generate reports or documents, you may also select the Report
Options screen to generate reports or documents for a specific reporting group.
D.3.4.5- Financial Categories
This option allows you to link your available reporting groups (which you have already set up on the Account
Groups tab) to one of the Assets, Capital, Expenses, Income, or Liabilities categories. It is important to base
this linkage, to the respective categories, on the accounting equation.
D.3.4.6- Internet
This option allows you to set your Internet in order to send reports, statements and lists to any person or
institution by e-mail. You need to specify your e-mail's outgoing mail server as your Internet Service Provider
has set up your e-mail account on your computer system. You may also test your e-mail server, and view the
test log file from this option.
If you have set up any users on the system, the user's User ID and his / her e-mail address, that is logged on in
the Set of Books and his /her e-mail address will be displayed in this screen. Note this option will only be
available to the users that have been granted access for System Setup under Access Control, but all users,
with a valid e-mail address will be able to send reports, statements and lists on the Internet.
In this version of TurboCASH, you may configure and set up a Network Server. You may also update the data
and transactions to the Network Server and restore a Set of Books from a remote Network Sever.
D.3.4.7- Reporting Dates
This option allows you to set the starting date of your financial year and the number of accounting periods
(months?) into which your year is divided.
If you do not wish to post any transactions to last year, you may remove the tick from that field. This is a very
useful feature if you have finished entering all transactions, for a specific year or period and want to ensure that
users cannot post transactions to the "closed periods". You will still be able to generate reports for these
"closed periods".
D.3.4.8- Statements
This option allows you to select the paper type, size and any message that you may wish to appear on your
statements.
D.3.4.9- Documents
This option allows you to set up defaults for your documents. TurboCASH defaults all document numbers to
begin with 000001 (prefixed by 2 alphabetical characters IN for Invoices, CR for Credit Notes, PU for Purchase
documents, SR for Supplier Returns documents, OR for Orders and QU for Quotes), but you may change this
to suit your needs. Thereafter TurboCASH will automatically allocate the document numbers in the numerical
sequence they were generated. TurboCASH has set default batch types for all the documents. You may also
specify the heading, message, and whether you wish to print the logo, if you have set it up. You may also select
the type of paper on which you want to print each of these documents. Clicking the “Page Setup” button on the
Document tabs allows you to set the margins and the size of the paper for each Document on the Dot-matrix
Paper Setup screen.
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Point-of-Sales
D.3.4.10- Point-of-Sales
Point-of-Sale can be set up only if you are selling stock items. Improved security and access control has been
added for users to access or start a Point-of-Sale session or shift. You may now link the salespersons
(cashiers) added in the Setup - System Parameters - Salespersons menu option to users on the Others tab
of the Setup - System Parameters - Access Control menu option. This facility will add more security when
users access or start a Point-of-Sale invoicing session.
D.3.4.11- Salespersons
This option allows you to enter the salespersons, who sell your stock items or services. This feature makes it
easy to see who made the most sales or did not make target. It is also a useful tool if it is necessary to pay
commission on those sales.
You may now link the salespersons (cashiers) to users on the Others tab of the Setup - System Parameters -
Access Control menu option for improved Point-of-Sale access and security.
D.3.4.12- Stock Information
This option should be used if you wish use stock or need to generate documents such as invoices, credit
notes, quotes, orders, purchases and supplier returns. On the Stock Information screen you can set stock
units, define up to 3 selling prices. The option to use cost of sales is discussed in Chapter F2 of MODULE F.
If you have no need to generate documents such as invoices, credit notes, quotes, orders, purchases and
supplier returns, do not set up the stock items.
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MODULE D - CREATING A SET OF BOOKS AND SETUP
D.4- SETTING UP ACCOUNTS
D.4.1- PLANNING YOUR CHART OF ACCOUNTS
A Chart of Accounts or the list of accounts consists of the account numbers. Each of these accounts is linked to
a certain account type. It is important to note the types of accounts, which will be reflecting in your List of
Accounts Report as you will create, edit and delete them in the following Edit - Accounts menu option:
Menu Option Brief description of the Account Type
Bank Accounts Bank accounts should be linked to a Receipts and Payment Journal batch type.
General Ledger Accounts Accounts are aligned to either an income / expense or balance sheet type.
Creditors Accounts Creditor accounts containing the details of the creditors, remittance advice messages
and terms.
Debtors Accounts Debtor accounts containing the details of the debtors, statement messages and terms.
Tax Accounts Accounts containing the Tax percentages and dates for which those tax percentages are
effective.
Plan your Chart of Accounts according to the following guidelines:
- Increment each account number by either 5 or 10 to cater for future additions.
- If possible, list your accounts in alphabetical order.
- Group similar accounts in similar predefined ranges e.g. 600 - 699 for Fixed Assets.
- List your accounts in the order in which you would like them reported.
TurboCASH allows for 999 main accounts. Each account may also have up to 999 sub-accounts.
This should be enough for most businesses.
The Chart of Accounts should be carefully planned so that the accounts fall in the required ranges.
The following ranges are an example that you should try to follow. It is NOT the Chart of Accounts you will be
using - it is merely a guide as to the ranges.
Description Range Group
Total Chart 001-999
Income Accounts 001-099 Income
Expenses 200-499 Expenses
Capital 500-599 Capital
Fixed Assets 600-649 Fixed Assets
Accumulated Depreciation 650-699 Fixed Assets
Current Assets 700-899 Current Assets
Current Liabilities 900-999 Current Liabilities
Tax Control Account 850-860 Current Liabilities
Bank Account + Positive balance 810 Current Assets
Bank Account – Negative balance (O/D) 910 Current Liabilities
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PLANNING YOUR CHART OF ACCOUNTS
TurboCASH - Accounting Made Easy - 79
MODULE D - CREATING A SET OF BOOKS AND SETUP
D.4.2- EDITING YOUR CHART OF ACCOUNTS
D.4.2.1- Edit Bank Accounts
You will be using this option whenever you wish to create a new bank account, change the descriptions of an
existing account, or to delete an existing account.
Ensure that your Bank Account is entered through the "Bank Account" section; otherwise the bank
reconciliation will not work.
You may have more than one Bank Account and wish to add this to your Chart of Accounts. TurboCASH will
have set up a Bank Account for you in your selected template. (We have used account number 810 - Current
Bank Account).
If you wish to add another Bank Account remember that in planning your Chart of Accounts you would like
accounts of a similar nature to be grouped together.
Also Bank Accounts must be linked to a unique Payments and Receipts Batch. Before you can create a new
Bank Account you will first need to create a new Payments and Receipts Batch.
To create new Payments and Receipt Batches:
´Click on the Setup - System Parameters - Batch Types menu option. The Batch Type screen is
displayed:
¯In the field next to the Add button type in the name for your Payments Batch (In our Example we will use
“Call Account Payments”).
´Click on the Add button.
Create a Receipts Batch in a similar manner (“Call Account Receipts”).
´Click on the Close button.
The next step is to create your new Bank Account for the Call Account.
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Edit Bank Accounts
To create a new Bank Account:
´Click on the Edit – Accounts - Bank Account menu option. The lookup facility screen listing your
available Bank Accounts as well as the screen on which you will be creating, editing or deleting a Bank
Account will be displayed.
´Press the Esc key, or click on the Close button on the title bar to exit the lookup facility for Bank
Accounts. Your cursor should be flashing in the Account Number field.
Account Number:
¯Enter 830 and press the Enter key. TurboCASH will ask you to confirm if you wish to “create
this account?”
´Click on the Yes button.
Sub-account:
· Leave blank.
Description:
¯Enter the name for the new account “Call Account” and press the Enter key.
Account Group 1:
´Select “Current Assets” from the available groups.
Account Group 2:
· Leave blank for the purposes of this tutorial.
Payments:
´Select your “Call Account Payments” batch.
Receipts:
´Select your “Call Account Receipts” batch.
´Click on the OK button to save your changes.
Now you are ready to enter or edit your General ledger Accounts (Chart of Accounts).
TurboCASH - Accounting Made Easy - 81
MODULE D - CREATING A SET OF BOOKS AND SETUP
D.4.2.2- Edit General Ledger Accounts
You will be using this option whenever you wish to create a new general ledger account, change the
descriptions of an existing account, or to delete an existing account. Each of these general ledger accounts are
either an Income or Expense (Income Statement account) or an Assets and Liabilities (Balance Sheet account).
D.4.2.2.1- Creating a New Income / Expense Account
We will first use the following example to create an Income / Expenses Account.
To create a new Income / Expenses General Ledger Account:
´Click on the Edit - Accounts – General Ledger menu option. The lookup facility screen listing your
available Accounts as well as the screen on which you will be creating, editing or deleting a General
Ledger Account will be displayed.
´Press the Esc key, or click on the Close button on the title bar to exit the lookup facility for the
Accounts. Your cursor should be flashing in the Account Number field.
Account Number:
¯Enter 215 and press the Enter key. TurboCASH will ask you to confirm if you wish to
“create this account?”
´Click on the Yes button.
Sub-account:
· Leave blank.
Description:
¯Enter the name for the new account “Maintenance” and press the Enter key.
Account Group 1:
´Select “Expenses” from the available Account Reporting Group 1.
Account Group 2:
· Leave blank.
Income / Expenses:
´Tick this field unless the account you are creating is a Balance Sheet account. All Income
and Expense accounts should have a tick.
´Click on the OK button to save your changes. This account should now appear in your list of accounts.
D.4.2.2.2- Creating a New Balance Sheet Account
Please remember NOT TO TICK these accounts in the Income / Expense field.
These are also General Ledger accounts - enter them in exactly the same way as you entered the income
and expense accounts. As we have to take on our opening balances from our previous accounting records in
the next Chapter of this tutorial, create a suspense account to take on our opening balances. Remember to
select Current Liabilities for the Reporting Group 1 and once again not to tick the Income / Expenses field.
Create a Suspense Account - Account Number 999.
Now you are ready to enter or edit your Creditors (Suppliers).
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DO NOT enter your Bank Account or
VAT/GST/Sales Tax sub-accounts through
this section. It is very important that they
are entered through the respective bank
and tax account sections.
Edit Creditor Accounts
D.4.2.3- Edit Creditor Accounts
You will be using this option whenever you wish to create a new creditor account, change the name, contact
details addresses, messages, accounting information and terms of an existing account, or to delete an existing
account.
To create a new Creditor Account:
´Click on the Edit - Accounts - Creditor menu option. The Creditor Accounts screen is displayed:
´Click on the New button. The General Information screen is displayed:
For this example we will be using one creditor, A-ONE Suppliers.
The following 3 screens (tabs) displays additional useful information for the Creditor Account to manage creditor
accounts:
 Appointments - any events or appointments have been scheduled in the Input - Calendar menu option
for the that Creditor Account all the events or appointments will be listed.
 Documents - any documents have been processed for that Creditors Account, all purchase documents
(Orders, Purchases and Supplier Returns documents) issued for that Creditors Account will be listed.
 Transactions - any transactions have been processed for the that Creditor Account all the Debit and
Credit transactions will be listed.
TurboCASH - Accounting Made Easy - 83
MODULE D - CREATING A SET OF BOOKS AND SETUP
Creating A-ONE Suppliers
´General Information
Account Number:
¯Enter 1AONES and press the Enter key. TurboCASH will ask you to confirm if you wish
to “create this account?”
´Click on the Yes button.
Name:
¯A-ONE Suppliers
Address, Address 2,
Addess 3 and Postal
Code
¯PO Box 31318, Marshalltown, Johannesburg, 2000
Phone 1:
¯(011) 838-9221
Phone 2:
¯083 628-6378
Fax:
¯(011) 838-9223
E-mail:
¯aone@pinksoft.co.za
Contact Person: No contact person will be available at this stage. You may click on the Contacts tab to create
a contact person and enter the necessary contact information, if the contact has different
Fax, Telephone numbers or an E-mail address as entered on the General Information
screen.
Should you already have entered a contact person in the Edit - Contact Persons or the
Contacts facility on the Input - Calendar menu option, you may select the Contact Person.
´Click on the Remittance tab.
Delivery Address:
¯You may wish to enter the physical address of the supplier if different from the postal
address.
Remittance Message:
¯You may enter the message to be displayed on the Remittance Advises, e.g. Less 2.5%
early settlement discount.
´Click on the Accounting Information tab.
Account Disabled:
· Not implemented yet.
Open Item Account:
· Leave blank.
Read the explanation of open item accounting in Debtors Receipts if you wish to change
this option. If you leave this blank, the Balance will be brought forward when posting.
Due days
· Leave blank.
Credit Limit:
· Leave blank.
Charge Amount:
· Leave blank.
Tax Reference:
· Leave blank.
Creditor Group 1:
· Leave blank.
Creditor Group 2:
· Leave blank.
Use default account:
· Leave blank.
´Click on the OK button to save the changes.
Now you are ready to create your Debtors (Customers).
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Edit Debtor Accounts
D.4.2.4- Edit Debtor Accounts
You will be using this option whenever you wish to create a new debtor account, change the name, contact
details addresses, messages, accounting information and terms of an existing account, or to delete an existing
account.
To create a new Debtor Account:
´Click on the Edit - Accounts - Debtor menu option. The Debtor Accounts screen is displayed:
´Click on the New button. The General Information screen is displayed:
For this example we will be using one debtor, “Mr Mike Davies”.
The following 3 screens (tabs) displays additional useful information for the Debtor Account to manage debtor
accounts:
 Appointments - any events or appointments have been scheduled in the Input - Calendar menu option
for the that Debtor Account all the events or appointments will be listed.
 Documents - any documents have been processed for that Debtors Account, all sales documents
(Quotes, Invoices and Credit Notes) issued for that Debtors Account will be listed.
 Transactions - any transactions have been processed for the that Debtor Account all the Debit and
Credit transactions will be listed.
TurboCASH - Accounting Made Easy - 85
MODULE D - CREATING A SET OF BOOKS AND SETUP
Creating Debtor Mr Mike Davies
´General Information
Account Number:
¯Enter 0DAVIE
Name:
¯Mr Mike Davies
Address, Address 2
and Postal Code:
¯PO Box 333, Halfway House, 1685
Phone 1:
¯(011) 315-1225
Phone 2:
¯083 286-8763
Fax:
¯(011) 315-1226
E-mail: mike@pinksoft.co.za
Contact Person: No contact person will be available at this stage. You may click on the Contacts tab to create
a contact person and enter the necessary contact information, if the contact has different
Fax, Telephone numbers or an E-mail address as entered on the General Information
screen.
Should you already have entered a contact person in the Edit - Contact Persons or the
Contacts facility on the Input - Calendar menu option, you may select the Contact Person.
Salesperson:
· Leave blank.
´Click on the Statements tab.
Delivery Address:
¯You may wish to enter the physical address of the customer if different from the postal
address.
Statement Message:
¯You may enter the message to be displayed on the Debtor Statements, e.g. Please
refer any queries to our accounts department.
´Click on the Accounting Information tab.
Account Disabled:
· Leave blank. You may tick this at a later stage if you no longer do business with this
customer.
Open Item Account:
´Tick.
Read the explanation of open item accounting in Debtors Receipts if you wish to
change this option. If you leave this blank, the Balance will be brought forward when
posting.
Due days
· Leave blank.
Credit Limit:
¯Enter 10 000.
Charge Amount:
· Leave blank.
Tax Reference:
· Leave blank.
Selling Price:
· Leave as is - (if you have setup stock items and you have 3 different selling prices,
you may select any of the 3 selling prices, which you wish to apply to the customer).
Customer Discount:
· Leave blank.
Monthly Interest on
Overdue Amounts:
· Leave blank.
Debtor Group 1:
· Leave blank.
Debtor Group 2:
· Leave blank.
Use default account:
· Leave blank.
´Click on the OK button to save the changes. TurboCASH will ask you to confirm if you wish to “create this
account?”
´Click on the Yes button.
You are now ready to create your Tax Accounts.
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Edit Tax Accounts
D.4.2.5- Edit Tax Accounts
You use this option whenever you wish to create a new tax account for VAT/GST/Sales Tax where you have
to charge a percentage of Tax on your sales (Output Tax) and may claim some percentage on your
purchases (Input Tax). For the purposes of this tutorial, we will be using VAT based on 14% tax.
Being registered for VAT/GST/Sales Tax, you will have two basic accounts, i.e. Output Tax that is charged
when a stock item is sold, and Input tax when you purchase from another registered VAT/GST/Sales Tax
vendor. Within these Tax types you may need to create additional sub-accounts to accommodate the various
classifications and / or tax percentages to assist you in completing your VAT/GST/Sales Tax returns and
make correct payments to the Tax authorities. TurboCASH will have setup an Output VAT/GST/Sales Tax
and an Input VAT/GST/Sales Tax account as sub-accounts of the VAT/GST/Sales Tax Control Account as
Current Liabilities for you in the templates.
For the purposes of this tutorial, we will be creating an Input VAT/GST/Sales Tax account for Capital Goods,
as we will be purchasing some Furniture (Capital Goods) in Chapter E3.1 of MODULE E and Chapter F3.2 of
MODULE F.
To create a new Tax Account:
´Click on the Edit - Accounts - Tax Account menu option. The lookup facility screen listing your
available Tax Accounts as well as the screen on which you will be creating, editing or deleting a tax
account will be displayed.
´Press the Esc key, or click on the Close button on the title bar to exit the lookup facility for the Tax
Accounts. Your cursor should be flashing in the Account Number field.
Account Number:
¯Enter 850 and press the Enter key. The name of the VAT/GST/Sales Tax Control Account
will be displayed.
Sub-account:
¯Enter 030. TurboCASH will ask you to confirm if you wish to “create this account?”
´Click on the Yes button.
Description:
¯Enter the name for the new account “Input VAT/GST/Sales Tax - Capital Goods” and press
the Enter key.
Account Group 1:
´Current Liabilities should be displayed.
Account Group 2:
· Leave blank.
Valid From:
´Select the starting date from which the applicable tax rate is valid.
To:
´Select the end date until which the applicable tax rate is valid. If the date is not
ascertainable, use a date far in the future.
Percentage:
¯Enter the percentage applicable to this tax account (14.00).
´Click on the OK button to save your changes. This account should now appear in your list of accounts.
TurboCASH - Accounting Made Easy - 87
MODULE D - CREATING A SET OF BOOKS AND SETUP
While creating or editing your general ledger accounts (chart of accounts), check that the Cost of Sales
Account (Account number 100) is displayed in the lookup facility.
If it is not listed, create the Cost of Sales Account as an Income/Expense account. You need to select the Account
Group 1 as Income (Sales). The reason for this is that the Cost of Sales (debit transactions / balances) will be subtracted
from the Sales credit transactions amounts to calculate and display the gross profit on the Income Statement.
ONCE YOU HAVE ENTERED ALL YOUR DEBTORS (CUSTOMERS), CREDITORS (SUPPLIERS) AND
ADDED THE EXTRA GENERAL LEDGER ACCOUNTS YOU NEED, YOU HAVE COMPLETED THE SET-
UP AND CHART OF ACCOUNTS IN ORDER FOR TurboCASH TO RUN YOUR SET OF ACCOUNTS.
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PRINTING LISTS OF ACCOUNTS, DEBTORS, CREDITORS AND STOCK
D.4.3- PRINTING LISTS OF ACCOUNTS, DEBTORS, CREDITORS AND STOCK
We recommend that you print your Chart of Accounts and Debtors and Creditors details to check that
everything you have setup is, in fact, correct. In accounting it is best to follow the rule: check, recheck and
check again. It is easier to find and fix any mistakes at this stage, rather than when you have captured
transactions.
D.4.3.1- Chart of Accounts
To generate a List of your Accounts:
´Click on the Reports - General Ledger - Chart of Accounts menu option. The Account List Options
screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Account Number.
From:
´ Click on the Lookup button to launch the lookup facility screen listing your available
General Ledger Accounts.
´Select the first account.
To:
´ Click on the Lookup button to launch the lookup facility screen listing your available
General Ledger Accounts.
´Select the last account.
Show Sub-accounts:
´Tick.
´Click on the OK button to generate your Chart of Accounts.
Check that all the reporting groups are correct and that all the types are correct i.e. the income and expense
account types should be "Inc/Exp.", the Bank Account type should be "Bank Account" and the
VAT/GST/Sales Tax sub-accounts type should be "Tax Account".
TurboCASH - Accounting Made Easy - 89
MODULE D - CREATING A SET OF BOOKS AND SETUP
D.4.3.2- Debtors Listing
To generate a List of your Debtors:
´Click on the Reports - Debtor - Listing menu option. The Debtor Listing Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Account Number.
From Account:
´ Click on the Lookup button to launch the lookup facility screen listing your available Debtor
Accounts.
´Select the first account.
To:
´ Click on the Lookup button to launch the lookup facility screen listing your available Debtor
Accounts.
´Select the last account.
Show Details:
´Tick this option to view all the details of the debtor accounts. It is good practice to retrieve a
detailed report to check that you have entered all the details and set the accounting
information correctly.
´Click on the OK button to generate a list of your Debtor Accounts.
90 - TurboCASH - Accounting Made Easy
Creditors Listing
D.4.3.3- Creditors Listing
To generate a List of your Creditors:
´Click on the Reports - Creditor - Listing menu option. The Creditor Listing Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Account Number.
From Account:
´ Click on the Lookup button to launch the lookup facility screen listing your available Creditor
Accounts.
´Select the first account.
To:
´ Click on the Lookup button to launch the lookup facility screen listing your available Creditor
Accounts.
´Select the last account.
Show Details:
´Tick this option to view all the details of the creditor accounts. It is good practice to retrieve a
detailed report to check that you have entered all the details and set the accounting
information correctly.
´Click on the OK button and a list of your Creditors Accounts will be displayed.
YOU ARE NOW READY TO DO THE TUTORIAL WHICH BEST SUITS YOUR NEEDS:
If your business does not control stock items, proceed with MODULE E.
If your business does control stock, proceed with MODULE F.
If your business controls stock as well as non-stock items such as services (or if you do not control
stock and need to print invoices), proceed with MODULE G.
TurboCASH - Accounting Made Easy - 91
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING
STOCK)
IN THIS MODULE
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK).......................................92
E.1- INTRODUCTION TO SERVICE ENTITIES................................................................................................. 94
E.2- ENTERING OPENING BALANCES............................................................................................................ 94
E.2.1- CAPTURING YOUR TRIAL BALANCE............................................................................................... 95
E.2.2- GENERATING A TRIAL BALANCE ................................................................................................... 99
E.3- PROCESSING TRANSACTIONS AND REPORTS................................................................................... 101
E.3.1- CAPTURING YOUR CASHBOOK..................................................................................................... 101
E.3.1.1- Entering your Payments................................................................................................................................ 102
E.3.1.2- Entering your Receipts.................................................................................................................................. 105
E.3.2- CAPTURING YOUR SALES............................................................................................................. 107
E.3.2.1- Entering your Invoices.................................................................................................................................. 107
E.3.2.2- Updating Sales to the Ledger ...................................................................................................................... 110
E.3.3- RECEIVING PAYMENTS FROM YOUR DEBTORS......................................................................... 112
E.3.3.1- Entering Payments from your Debtors ......................................................................................................... 112
E.3.3.2- Posting the Receipts Batch........................................................................................................................... 114
E.3.4- CAPTURING THE REST OF YOUR PAYMENTS............................................................................. 116
E.3.4.1- Entering the Rest of your Payments ............................................................................................................ 116
E.3.4.2- Posting the Payments Batch ........................................................................................................................ 117
E.3.5- PETTY CASH PAYMENTS............................................................................................................... 119
E.3.5.1- Entering your Petty Cash Payments............................................................................................................. 119
E.3.5.2- Posting the Petty Cash Batch ...................................................................................................................... 122
E.3.6- REPEATING TRANSACTIONS......................................................................................................... 124
E.3.6.1- Entering Repeating Transactions.................................................................................................................. 124
E.3.6.2- Updating Repeating Transactions................................................................................................................. 127
E.4- IMPORTANT REPORTS........................................................................................................................... 129
E.4.1- Trial Balance..................................................................................................................................... 129
E.4.2- Income Statement............................................................................................................................. 131
E.4.3- Balance Sheet................................................................................................................................... 133
E.4.4- Debtors Age Analysis........................................................................................................................ 135
E.4.5- Debtors Statements........................................................................................................................... 136
E.4.6- Other Debtors / Creditors Reports .................................................................................................... 137
E.4.7- Batch Type Details Report................................................................................................................. 138
E.4.8- General Ledger Reports.................................................................................................................... 139
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.1- INTRODUCTION TO SERVICE ENTITIES
FOR THIS TUTORIAL WE WILL USE THE HANDYMAN SET OF BOOKS.
TO BEGIN THE TUTORIAL PLEASE GO TO THE MAIN SPEED TOOLBAR - CLICK ON THE OPEN ICON
AND SELECT THE SET OF BOOKS CALLED “HANDYMAN”.
(It is in the “TCASH3/ Bin/Tutorials/SAEngTutorials” directory on your system).
If you are not required to control stock items, we advise you to follow this tutorial carefully when setting up your
new Set of Books, expanding on the Chart of Accounts, debtors and creditors to suit your particular company.
Examples of industries and professions, which do not control stock are; Lawyers, Architects and Town Planners,
Accountants, Certain Medical Professionals, Consultants, etc.
The system will not generate any invoices, purchase documents, supplier returns, or credit notes. You will,
however, be able to print all the other reports, including debtors' statements and creditors' remittance advises.
Invoices will be made manually “on site” and captured at the end of the day.
As in manual bookkeeping, you will be using the batch types - Sales Jnl, General Jnl, Payments Jnl,
Receipts Jnl (which have already been set up), etc. as your "books" of prime entry.
E.2- ENTERING OPENING BALANCES
We advise you to follow this tutorial carefully when setting up your new Set of Books, expanding on the Chart of
Accounts, adding your debtors and creditors to suit your particular company.
TurboCASH may be started at any point (not necessarily the same day as you start your business). You will,
possibly, need to enter the balances for all your existing ledger accounts from your manual Set of Books. These
balances are called opening balances. It is advisable to enter your opening balances at the time of setting up
the system.
Opening balances are obtained from your latest trial balance or balance sheet. If your company has been
running for some time, it is a good idea to enter the balance sheet or trial balance figures from the previous year
into the system. For example, if your financial year starts on 01/03/2006, enter your opening balances into the
system using the date 28/02/2006. This will give you a prior year to this year comparison.
If you enter your trial balance figures from your previous financial year, TurboCASH will calculate your net
profit/loss, putting it to the Retained Income account. (It will not carry the expense figures over to the current
year.)
If you do not enter any opening balances, your set of accounts will not be complete. However, if it is a brand
new business you are starting, it will obviously not be necessary to enter any opening balances, as you will not
have any.
The opening balances for your debtors and creditors must be entered for each individual debtor and creditor
- you cannot simply enter the total from the trial balance. You need to inform the program of who owes you
what. The total debtors and creditors figures should equal the debtors and creditors control figures, as per
your financial statements.
The opening balances are captured in the General Journal.
94 - TurboCASH - Accounting Made Easy
CAPTURING YOUR TRIAL BALANCE
E.2.1- CAPTURING YOUR TRIAL BALANCE
To enter Opening Balances from your Trial Balance:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the General Jnl and click on the Open button. The General Journal screen will be displayed.
The first time you enter transactions in a General Journal, you should set it up according to your
requirements. This should be done for each journal, but only needs to be done once, unless your
requirements change.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the General Journal as follows:
Contra Account: The relevant contra account for the batch (i.e. the account to which TurboCASH will
create a balancing entry).
´Click on the Lookup button and select the suspense account, i.e. 999 -
Suspense Account.
Contra Account per Line:
· If you tick this field, TurboCASH will ask to allocate a contra account for each
transaction. As this will be a batch in which you wish to enter both debits and
credits DO NOT tick this field.
Reverse Contra:
· Leave blank.
No Tax:
´Select No Tax option, as no VAT/GST/Sales Tax (Output VAT/GST/Sales Tax
and Input VAT/GST/Sales Tax) is applicable to the opening balance
transactions.
Increment Reference Number:
· If you tick this field, TurboCASH will increment the reference number by 1 on
each subsequent line. DO NOT tick this option.
Inclusive mode:
´If you tick this field, TurboCASH will treat all amounts as inclusive of
VAT/GST/Sales Tax. Tick this option.
Consolidate Balancing:
· If you tick this field, TurboCASH will consolidate all balancing entries into 1
entry, if you have used an account more than once. As for the take-on of
opening balances, it is NOT necessary to tick this option, since you will be
entering both debits and credits from your Trial Balance and will not be asking
TurboCASH to balance the batch.
Repeat Details:
´If you tick this field, TurboCASH will repeat the detail entered in the Description
column on each subsequent line. Tick this option otherwise TurboCASH will
always default to the top of the page.
Amount Entry:
´Set to Allow both, since you will enter amounts in both the debit and credit
column.
TurboCASH - Accounting Made Easy - 95
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
´Click on the Advanced tab.
Leave all fields blank, and make sure that the default option, Account codes lookup type, is set to All for this
exercise.
Should you have many Debtor Accounts, for which you need to take on opening balances, and / or if you
need to use the Ageing facility in TurboCASH, it is advisable to enter the Debtor opening balances in a
separate journal. In this case, you may then select Debtor to list only the Debtor Accounts when taking on
the Debtor Opening Balances. Search for Take-on Opening Balances in the Help File. The same would
apply to Creditor opening balances.
´Click on the OK button.
Example: The opening Trial Balance for this tutorial is as follows:
An example of a list of debtor accounts in the Debtor's ledger is as follows:
If you have many Debtor Accounts and if you wish to optimise the debtor's ageing facility in TurboCASH,
search for Take-on Opening Balances - Debtors in the Help File to read more.
96 - TurboCASH - Accounting Made Easy
Should you wish to take-on the opening
balances for Debtor Accounts, and Creditor
Accounts, separately (in separate journals),
you set the Account Lookup Type option as
General Ledger.
- When you take-on the opening
balances for Debtor Accounts, you
may then select the Debtor option for
Account code lookup type.
- Once you take-on the opening
balances for Creditor option for
Account code lookup type.
The Balance of the Debtor's
Control Account may include
many individual Debtor
Accounts in the Debtor's
Ledger. You need to obtain a
list of the individual Debtor
Accounts with outstanding
balances.
For the purposes of this tutorial,
only the outstanding closing
balances as at 28 February 2006
for each of the Debtor Accounts
will be taken on as opening
balances.
CAPTURING YOUR TRIAL BALANCE
¯Capture the first transaction as follows:
Reference: JNL 1
Date: 28/02/2006
Description: Opening Balance Take-on
Account: 505 (for Capital)
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the opening balance transactions in
this tutorial, we have selected to hide the Tax column in the Setup Options
Amount: 6000.00 CR
Use the same reference number, date and details for all the entries.
¯Repeat as above for capturing the rest of the Trial Balance. After capturing the Trial Balance, the
transactions should reflect as follows:
When entering the opening balance for the Debtors Control Account (Account number G700), TurboCASH
will not allow you to select the Debtors Control Account.
The reason for this is that you cannot post any transactions to the Debtor's Control Account in the General
Ledger. You need to select the individual Debtor Accounts in the Debtor's Ledger, to take on each individual
Debtor's opening balance.
When posting the transactions for the opening balances in the General Journal, the Debtor's Control Account in
the General Ledger will automatically be updated with the total of all the individual transactions posted to the
Debtor's Ledger.
± It is not necessary to "balance" your batch, as your Trial Balance should already be in balance. You will
note that there is an amount indicating the difference between the debit and credit entries at the end of the
Debit Amount column. This amount (and the Reference Total at the bottom of the screen) should reflect a
zero after entering all your transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [General Jnl]. Change this description to Opening Balance
and press the Enter key.
The title for the Batch Entry screen General Jnl - [General Jnl] will change to General Jnl - [Opening Balance].
TurboCASH - Accounting Made Easy - 97
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
The alias option allows you to identify a batch by a unique name. You may select a batch type report for the
Opening Balance General Journal from the Batch List lookup facility at a later stage. You will also be able to
select the batch by alias or batch name if you need to reverse the posted batch. You will also be able to select
the batch by alias or batch name if you need to reverse the posted batch.
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source document (e.g. trial balance or balance sheet and income
statement, etc.) be attached to this List of the transactions (take-on of opening balances) and that it be
retained for record and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will ask you to confirm that
you are posting transactions to the previous financial year.
´Click on the Yes button, or press the Enter key to continue posting. TurboCASH will now post all the
transactions to the General Ledger.
If you do not have financial statements from which to enter opening balances but need to start using
TurboCASH, enter the opening balances of your debtors and creditors and your bank balance, as per your
Cashbook. To do this, enter the amounts owing to you as debits to the debtors and create a "sundry debtor"
to credit, so as to keep your batch in balance. Do the same for the creditors. Enter your bank balance
(Cashbook balance), using a suspense account as the contra account.
When you receive your financial statements, debit the “sundry debtor” with the debtors control figure, credit
the “sundry creditor” with the creditors control figure and enter the bank balance against the suspense
account. In this way you can start using TurboCASH before receiving your financial statements and entering
your opening balances.
By using your Cashbook balance as your opening bank balance you have already taken into account all
payments and receipts, and can ignore any cheques or deposits on your bank statement from the previous
month, when doing your first month's bank reconciliation.
AT THIS POINT YOU HAVE COMPLETED YOUR setup, CHARTED YOUR ACCOUNTS, CAPTURED
YOUR DEBTORS AND CREDITORS AND ENTERED YOUR OPENING BALANCES INTO THE
TurboCASH PROGRAM.
98 - TurboCASH - Accounting Made Easy
GENERATING A TRIAL BALANCE
E.2.2- GENERATING A TRIAL BALANCE
It is good practice to print a Trial Balance in TurboCASH at this point and check it with the Trail Balance of your
previous accounting records from which you have entered your transactions. This printed Trial Balance could
be retained with your working papers and the previous trial balance for record and audit purposes.
To generate a Trial Balance:
´Click on the Reports - General Ledger - Trial Balance menu option. (You may also press the Ctrl and T
keys). The Trial Balance Options screen is displayed:
´Select the following options:
Send Report To: Select Screen.
From:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the start date from which you wish to include the balances i.e. 01/03/2006.
To:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the end date until which you wish to include the balances i.e. 31/03/2006.
Show Sub-accounts:
´Tick this option to view the balances of your sub-accounts. If this option is not ticked,
no sub-accounts will be displayed and a summary of the net values for the main
account will be displayed.
Include Zero Balances:
· Do not tick this option, as we will see only the balances of the accounts we have
entered the opening balances. If this option is ticked, all accounts listed in your chart of
accounts will be displayed and balances will only be displayed for those accounts with
transactions.
Last Year Only:
· Do not tick this option. If you tick this option, only Last Year balances will be displayed.
Unposted Batches:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm, whether you would like to include opening
balances.
´Click on the Yes button. If you have clicked on the No button, you will not be able to view any balances,
as we have entered them in the previous financial year in this tutorial.
TurboCASH - Accounting Made Easy - 99
You may select to include the amounts of
unposted batches in the trial balance. If you
select the Unposted Batches option, a tick
field will be activated on which you may
select to view only the amounts entered in
unposted batches.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
The trial balance for the opening balances is displayed as follows:
If you wish to display the amounts in the trial balance (or any other report) as 5,000.00 in stead of 5000.00
(display a comma between the thousands and hundreds, etc.) you may set the separator symbol in the
Setup - Preferences - Data Parameters menu option.
The totals should balance with the previous financial year. Check that the totals are in balance and that the
correct balances correspond with the balances on your source trial balance.
100 - TurboCASH - Accounting Made Easy
If you need to check the individual
balances of the Debtor's Accounts in
the Debtor's Control Account (G700),
you need to generate Debtor's Age
Analysis report.
PROCESSING TRANSACTIONS AND REPORTS
E.3- PROCESSING TRANSACTIONS AND REPORTS
E.3.1- CAPTURING YOUR CASHBOOK
For this tutorial assume that you purchase some fixed assets, such as a desk at 570.00 (inclusive of
VAT/GST/Sales Tax) and 2 chairs at 342.00 (inclusive of VAT/GST/Sales Tax) for your office on 1
st
of March
2006. The owner also handed a cheque of 5000.00 from his personal bank account which you need to deposit
into the current account of the business in order increase his Capital.
You will need to make out the following cheques on 1 March 2006:
- Cheque 105 - Office Decorators to 570.00 (Inclusive of VAT/GST/Sales Tax) for 1 desk.
- Cheque 106 - Office Suppliers to 342.00 (Inclusive of VAT/GST/Sales Tax) for 2 chairs.
The cheque counterfoils (cheque requisitions) will be used to capture the transactions in the Payments
Journal of the bank account from which the cheque is issued.

An amount of 5000 is received from the owner, for which the following receipt is issued:
A deposit number D5000 of 5000.00 - being the Owner's Capital Contribution received from the owner will be
used to capture the transactions in the Receipts Journal of the bank account in which the owner's cheque is
deposited.
TurboCASH - Accounting Made Easy - 101
The invoices or slips received from the supplier also
need to be retained for Tax and VAT/GST/Sales Tax
purposes.
Receipts are usually issued for all moneys received in cash and
cheques received.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.3.1.1- Entering your Payments
To enter your Payment Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Payments Jnl and click on the Open button. The Payments Journal screen will be displayed.
102 - TurboCASH - Accounting Made Easy
Remember that your Cashbook is made
up of a Payments Journal and a
Receipts Journal.
Cheques issued will be captured in the
Payments Journal.
Deposits will be captured in the Receipts
Journal.
Entering your Payments
The first time you enter a transaction in the Payments Journal you should set it up according to your
requirements. This should be done for each journal, but only needs to be done once, unless your
requirements change.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Payments Journal as follows:
Reverse Contra:
· Leave blank
No Tax:
· Leave blank for the purposes of this tutorial. You may at a later stage select
this option, if there are no tax (Input VAT/GST/Sales Tax) applicable to all
the transactions you need to enter in the payments batch (e.g. payment of
creditor accounts).
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank.
Amount Entry:
´Tick on Debit.
´Once setup; click on the Advanced tab.
Leave all fields blank, and make sure that the default option, Account codes lookup type, is set to All for this
exercise.
´Once setup; click on the OK button.
TurboCASH - Accounting Made Easy - 103
You will note that the contra
account is automatically set to the
Bank Account. You cannot change
this in the Payments or Receipts
Journals.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
¯You are now ready to record your first cheque.
Capture your cheques from your cheque stubs in your chequebook or from your cheque requisitions, using
the cheque number as the reference number.
Reference: 105
Date: 01/03/2006
Description: 1 x Desk
Account: Type "fur" for furniture and select the correct sub-account and press the Enter key -
you will note that TurboCASH highlights this account in the scroll bar or insert the
account number - 600/010 and press the Enter key.
Tax: Input VAT/GST/Sales Tax - Capital Goods
Amount: 570.00 DR
The amount is a debit as it is the amount for the fixed asset account. When you balance the batch,
TurboCASH will create the credit to the Bank Account.
Ensure that the F7:Inclusive icon is reflecting “inclusive”. This should be so as we set the batch to inclusive
mode.

When you select a VAT/GST/Sales Tax type, always check the bottom right-hand corner for the inclusive
and exclusive amounts. The amount of 570.00 will change to 500.00. This is because the cost of the desk is
500.00 and should be posted to the furniture and equipment account. The VAT/GST/Sales Tax amount
(70.00) must be posted to the Input VAT/GST/Sales Tax account.
¯You are now ready for cheque no. 106.
Reference: 106
Date: 01/03/2006
Description: 2 x Chairs
Account: 600/010 - Furniture and Fittings and press the Enter key.
Tax: Input VAT/GST/Sales Tax - Capital Goods
Amount: 342.00 DR
After capturing your cheques, the Payments Journal is displayed as follows:
“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales
Tax.
If the “F7: Exclusive” button is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and
will be displayed in the normal or regular font.
In Payments and Receipt Batches the Amounts are displayed as Exclusive of VAT/GST/Sales Tax when the
cursor is not in the amount field.
104 - TurboCASH - Accounting Made Easy
Entering your Payments
You can enter transactions in a batch daily and only post at the end of the month. Your transactions will not
be lost when you exit a batch or close TurboCASH. You may also choose to post after every balanced entry.
For the purposes of this tutorial, DO NOT balance or post the batch at this point.
¯Press the Esc key to exit this batch or journal.
E.3.1.2- Entering your Receipts
To enter your Receipts Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Receipts Jnl and click on the Open button. The Receipts Journal screen will be displayed.
From the first transaction, the Receipts Journal should be setup according to your requirements. You only
need do this once, unless your requirements change.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Receipts Journal as follows:
Reverse Contra:
· Leave blank.
No Tax:
´Select this option for the purposes of this tutorial. This will hide the tax column
and tax lookup facility. You may at a later stage deselect this option, if there
are any tax (Output VAT/GST/Sales Tax) applicable to any transaction or all
the transactions you need to enter in the receipts batch (e.g. cash sales
accounts).
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank. You may select this option if you need to enter many transactions
of the same nature (e.g. Payment Received - Thank you) This will repeat the
Description to the next line or transaction.
Amount Entry:
´Tick on Credit.
TurboCASH - Accounting Made Easy - 105
You will note that the contra account
is automatically set to the Bank
Account. You cannot change this in
the Payments or Receipts Journals.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
´Once setup; click on the Advanced tab.
Leave all fields blank, and make sure that the default option, Account codes lookup type, is set to All for this
exercise.
´Once setup; click on the OK button.
¯You are now ready to record your first deposit.
Capture deposits from the deposit book or slips. Number each page of the deposit book separately and use
this number as your reference number. It is important that this reference does/will not coincide with your
cheque numbers. If you have pre-numbered deposit slips, it is wise to prefix your deposit number with D.
You may also prefix your cheque numbers with C.
Reference: D5000
Date: 01/03/2006
Description: Cash from owner.
Account: Type "cap" for capital and press the Enter key - you will note that TurboCASH
highlights this account in the scroll bar or insert the account number - 505 - Capital
and press the Enter key.
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the receipt transactions in this
tutorial, we have selected to hide the Tax column in the Setup Options.
Amount: 5000.00 CR
The amount is a credit for the members loan account. When you balance the batch, TurboCASH will create
the debit to the bank account.
After capturing your receipts, the Receipts Journal is displayed as follows:
For the purposes of this tutorial, DO NOT balance or post the batch at this point.
¯Press the Esc key to exit this batch or journal.
106 - TurboCASH - Accounting Made Easy
CAPTURING YOUR SALES
E.3.2- CAPTURING YOUR SALES
E.3.2.1- Entering your Invoices
For this tutorial, assume that you will be writing out your invoices manually and simply capturing the details
such as the invoice number, date of the invoice, details of the services or goods sold, the amount and
VAT/GST/Sales Tax, if you are registered as a VAT/GST/Sales Tax vendor in the Sales Journal.
The hand written invoices in this Chapter are only applicable to the selling of services and items, which does
not constitute your trading stock items to Debtor's on credit. In this case, you need to manually produce
hand-written invoices, which are captured in the Sales Journal.
If you are selling trading stock items, from your stock item code file, TurboCASH will generate invoices, in
which case you do not have to write out hand written invoices as in this example.
To generate invoices in TurboCASH for stock items, you need to set TurboCASH up for stock items (see
TurboCASH 3.7 Tutorial for Retail Entities). Once TurboCASH is setup for stock items, you may generate
invoices, quotes and credit notes for your stock items. You may also generate invoices in TurboCASH for
services rendered.
We need to capture the following 3 hand-written invoices:
TurboCASH - Accounting Made Easy - 107
¯
To capture the transactions from an invoice:
1. Enter the invoice number as the reference number.
2. Enter or select the date.
3. Enter the description of the sale.
4. Select the Debtor Account
5. Select the applicable Output VAT/GST/Sales Tax or
Tax Code (Account). If you are not registered for
VAT/GST/Sales Tax, select the No Tax Code.
6. Enter the amounts of the transaction on the invoice.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
To enter your Sales Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Sales Jnl and click on the Open button. The Sales Journal screen will be displayed.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Sales Journal as follows:
Contra Account:
´Click on the Lookup button and select the Sales Account - 010.
Contra Account per Line:
· Leave blank.
Reverse Contra:
· Leave blank.
No Tax:
· Leave blank.
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank.
Amount Entry:
´Tick on Debit.
´Once set up; click on the Advanced tab.
´Select the Debtor option for the Account code lookup type, since you only need to select Debtor Accounts
when you enter transactions for sales on credit to Debtors only.
´Once set up; click on the OK button.
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Entering your Invoices
If you wish to allocate different transactions to different sales accounts, setup one contra account per line.
¯You are now ready to capture the first invoice.
Reference: INV001
Date: 05/03/2006
Description: Repairs to roof
Account: 0DAVIE
Tax: Output VAT/GST/Sales Tax
Amount: 1140.00 DR (Ensure that the F7:Inclusive icon is reflecting the Inclusive mode)
After capturing your first invoice, the Batch Entry screen for the Sales Journal should reflect as follows:
“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales
Tax.
If the “F7: Exclusive” button is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and
will be displayed in the normal or regular font.
¯Capture the other 2 invoices in the same way.
Reference: INV002 INV003
Date 07/03/2006 10/03/2006
Description: Installing of built-in cupboard Painting outside of house
Account: 0SMITH 0DAVIE
Tax: Output VAT/GST/Sales Tax Output VAT/GST/Sales Tax
Amount: 1710.00 DR (Inclusive) 855.00 DR (Inclusive)
(Ensure that the F7:Inclusive icon is reflecting the Inclusive mode).
After capturing all your invoices, the Batch Entry screen for the Sales Journal should reflect as follows:
You have now captured all your sales invoices for the month and may proceed with posting.
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MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.3.2.2- Updating Sales to the Ledger
´Once you have completed entering these invoices, and you are sure they are correct, click on the
F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate balancing entries to the
Sales Account and the Output VAT/GST/Sales Tax Account.
± The description given is "BALANCING ENTRY Sales Jnl". It is a good idea to over type this description as it
is not very meaningful to an outside auditor or accountant. If you over type these it will definitely make it
easier to trace and reconcile transactions.
¯Over type the description with "Sales Invoices INV001 - INV003" in the description column.
¯Over type the VAT/GST/Sales Tax description with "VAT/GST/Sales Tax Sales Invoices INV001 - INV003"
in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions. After over typing the
balancing entries, the Sales Journal should display as follows:
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [Sales Jnl]. Change this description to Sales 032006 and
press the Enter key.
The title for the Batch Entry screen Sales Jnl - [Sales Jnl] will change to Sales Jnl - [Sales 032006]. This will
make it easier to identify this specific Sales Journal at a later stage (e.g. Sales for March 2006).
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. sales invoices, etc.) be attached to this List of
the transactions and that it be retained for record and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to debit
the individual debtor accounts, credit the total sales to the sales account and credit the VAT/GST/Sales Tax
amount to the Output VAT/GST/Sales Tax account.
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Updating Sales to the Ledger
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Sales Journal transactions in the traditional T-Accounts format are as follows:
- Debtor Accounts in the Debtor’s Ledger:
- Accounts in the General Ledger:
Debits = Credits
The Debit transactions in the Debtors Ledger (i.e. individual Debtor Accounts) is equal to the Credit
transactions in the General Ledger (i.e. Sales and Output VAT/GST/Sales Tax Accounts).
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MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.3.3- RECEIVING PAYMENTS FROM YOUR DEBTORS
E.3.3.1- Entering Payments from your Debtors
Mr Mike Davies paid 1000.00 against INV001 for which receipt number 0002 was issued, and Mr Roger Smith
paid 2000.00 for which receipt number 0003 was issued. An example of the receipts is as follows:
Both amounts were deposited on 16/03/2006 using deposit slip no. D5001. The total amount deposited is
3000.00.
An example of the deposit slip is as follows and must be entered in the Receipts Journal:
All the deposits on one deposit slip must have the same reference. This is very important. If this is not done,
bank reconciliation will be difficult, if not impossible.
To enter your Receipts Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Receipts Jnl and click on the Open button. The Receipts Journal screen will be displayed.
¯Enter the receipt for Mr Mike Davies.
Reference: D5001
Date: 16/03/2006
Description: Payment Received - Thank you
Account: 0DAVIE
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the receipt transactions in this
tutorial, we have selected to hide the Tax column in the Setup Options.
Amount: 1000.00 CR
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Entering Payments from your Debtors
An Open Item Selection screen will appear listing all invoices as well as the opening balance for Mr Davies.
´You need to select the invoice which, he is paying, e.g. INV001. Select the correct amount and press the
Enter key. This links his payment to that invoice. (N.B.: this will only appear in TurboCASH version 3.04
and later.)
If a transaction for a debtor in the receipts journal is linked to an transaction on the Open Item Selection
screen, the transaction will be displayed in a yellow background colour.
¯Now capture the deposit from Mr Roger Smith. Because Mr Smith is not an open-item debtor, you won't
need to link the payment to an invoice.
Reference: D5001
Date: 16/03/2006
Description: Payment Received - Thank you
Account: 0SMITH
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the receipt transactions in this
tutorial, we have selected to hide the Tax column in the Setup Options.
Amount: 2000.00CR
It is important to type something similar to "Payment Received" in the detail column, as this will appear on
the debtor statement and it must be useful information for the debtor.
Do not charge tax on this transaction as you have already charged Output VAT/GST/Sales Tax when you
captured the sale to the debtor.
You have now captured all your receipts for the month and may proceed with posting.
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MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.3.3.2- Posting the Receipts Batch
´Click on the F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will create the balancing
entry to the Bank Account.
± The description for the balancing entry is given as "BALANCING ENTRY Receipts Jnl". It is a good idea to
over type this description as it is not very meaningful to an outside auditor or accountant. If you over type
these it will definitely make it easier to trace and reconcile transactions.
¯Over type the description with "Deposit Slips D5000 - D5001" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [Receipts Jnl]. Change this description to Deposits032006
and press the Enter key.
The title for the Batch Entry screen Receipts Jnl - [Receipts Jnl] will change to Receipts Jnl - [Deposits032006].
The alias option allows you to identify a batch by a unique name. You may select a batch type report for a
specific Receipts Journal from the Batch List lookup facility at a later stage. You will also be able to select the
batch by alias or batch name if you need to reverse the posted batch. This will make it easier to identify this
specific Receipts Journal at a later stage (e.g. Deposits for March 2006).
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. deposit slips and /or copies of receipts, etc.) be
attached to this List of the transactions and that it be retained for record and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to credit
the general ledger account (Capital) and the individual debtor accounts, and debit the Bank Account.
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Posting the Receipts Batch
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Receipts Journal transactions in the traditional T-Accounts format are as follows:
- Debtor Accounts in the Debtor’s Ledger:
- Accounts in the General Ledger:
Debits = Credits
The Debit transactions in the General Ledger (i.e. Bank Account and Capital Account) is equal to the Credit
transactions in the Debtors Ledger (i.e. individual Debtor Accounts).

If you did not tick the Consolidate Balancing in the Options for this batch screen, TurboCASH will create
three balancing entries, one for each of the receipt entries made. If you would like this as a consolidated
entry (i.e. one contra entry) then you need to setup the batch as such. To do this click on the F10:Setup icon
and ensure that there is a tick next to “Consolidate Balancing”. Also note that TurboCASH has generated
******** as a reference number in the Reference column for the balancing entries.
DO NOT CHANGE THIS, OTHERWISE THIS ENTRY WILL NOT APPEAR ON YOUR BANK RECONCILIATION.
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MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.3.4- CAPTURING THE REST OF YOUR PAYMENTS
E.3.4.1- Entering the Rest of your Payments
¯Capture the following cheques issued on 31 March 2006 in the Payments Journal:
To enter your Payments Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Payments Jnl and click on the Open button. The Payments Journal screen will be displayed.
¯Enter the following transactions (summary from the cheque counterfoils):
Ref. no. Date Description Account Tax Dr
107 31/03/2006 Rent - April Rent Input VAT/GST/ Sales Tax 570.00
108 31/03/2006 Debbie Smith Salary No Tax 750.00
109 31/03/2006 Petrol - Mercedes-Benz Fuel & Oil No Tax 150.00
110 31/03/2006 Waltons - Paper and pens Stationery Input VAT/GST/ Sales Tax 285.00
111 31/03/2006 Cash Petty Cash - Increase Float Petty Cash No Tax 100.00
After entering all your cheques, the screen should reflect your transactions as follows:
“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales
Tax.
If the “F7:Exclusive” button is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and
will be displayed in the normal or regular font.
You have now captured all your cheques for the month and may proceed with posting.
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Posting the Payments Batch
E.3.4.2- Posting the Payments Batch
To facilitate the easy correction of errors, it is a good idea to reconcile your bank before posting your
Payments and Receipts Journals. If you are working on a network version of TurboCASH you cannot
reconcile unposted items created on the “client machines”.
´Once you have completed entering these cheques, and you are sure they are correct, click on the
F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate balancing entries to the
Input VAT/GST/Sales Tax - Capital Goods and the Input VAT/GST/Sales Tax - Standard Rate and the
Bank Account.
± The description given is "BALANCING ENTRY - Payments Jnl". It is a good idea to over type this
description as it is not very meaningful to an outside auditor or accountant. If you over type these it will
definitely make it easier to trace and reconcile transactions.
¯Over type the description with "Payments Cheques 105 - 111" in the description column.
¯Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax - Capital Cheques 105 -
106" in the description column.
¯Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax - Standard Cheques 107 -
111" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [Payments Jnl]. Change this description to Cheques032006
and press the Enter key.
The title for the Batch Entry screen Payments Jnl - [Payments Jnl] will change to Payments Jnl -
[Cheques032006]. The alias option allows you to identify a batch by a unique name. You may select a batch
type report for a specific Payments Journal from the Batch List lookup facility at a later stage. You will also be
able to select the batch by alias or batch name if you need to reverse the posted batch. This will make it easier
to identify this specific Payments Journal at a later stage (e.g. Cheques for March 2006).
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. payment requisitions and / or invoices, slips, etc.
received from suppliers, etc.) be attached to this List of the transactions and that it be retained for record
and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to debit
the individual General Ledger accounts, Input VAT/GST/Sales Tax - Capital Goods and Input
VAT/GST/Sales Tax - Standard Rate accounts, and credit the total of all the cheques to the Bank Account.
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MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Payments Journal transactions in the traditional T-Accounts format are as follows:
- Debit Transactions in the General Ledger:
- Credit Transactions in the General Ledger:
Debits = Credits
The Debit transactions (i.e. Assets + Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit
transactions (i.e. payment transactions from the Bank Account).
Once again, if you want consolidated balancing entries do so by setting up your Payments batch with a tick
next to “Consolidate Balances”.
THE NEXT STEP IS TO RECONCILE YOUR BANK. TURN TO MODULE H TO DO THIS.
118 - TurboCASH - Accounting Made Easy
PETTY CASH PAYMENTS
E.3.5- PETTY CASH PAYMENTS
E.3.5.1- Entering your Petty Cash Payments
For the purposes of this tutorial, we assume that you have paid the following expenses from your petty cash:
To enter your Petty Cash Payment Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Petty Cash Jnl and click on the Open button. The Petty Cash Journal screen will be displayed.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Petty Cash Journal as follows:
Contra Account:
´Click on the Lookup button and select the Petty Cash Account - 720.
Contra Account per Line:
´Tick.
Reverse Contra:
· Leave blank
No Tax:
· Leave blank.
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank.
Amount Entry:
´Tick on Credit.
TurboCASH - Accounting Made Easy - 119
When you balance the batch,
TurboCASH will create the debit entry
to the selected contra account. If you
are VAT/GST/Sales Tax registered,
setup your account exactly as shown,
to ensure accurate reporting.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
´Once set up; click on the Advanced tab.
´Select the General Ledger option for the Account code lookup type, since you do not need to select Debtor
or Creditor Accounts when you enter transactions for petty cash payments.
´Once set up; click on the OK button.
¯You are now ready to capture your first petty cash voucher.
Ref. No. Date Description Account Tax Amount
PCV001 31/03/2006 Paper from Waltons Stationery Input VAT/GST/ Sales Tax 57.00
PCV002 31/03/2006 Fix a Puncture at ABC Service
Station
Maintenance No Tax 10.00
Capture your petty cash vouchers from your petty cash voucher book or from your requisitions. Use your
petty cash voucher number as the reference number.
Reference: PCV001
Date: 31/03/2006
Description: Waltons Paper
Account: Type 720 or Petty Cash and select the correct Petty Cash account.
Contra Account: Type 230 or Stationery to select the correct account, for this payment.
Tax: Input VAT/GST/Sales Tax - Standard Goods
Amount: 57.00 CR Ensure that the F7:Inclusive icon is reflecting "inclusive".
This should be so as we set the batch to the inclusive mode.
After capturing your first petty cash payment, the Batch Entry screen for the Petty Cash Journal should reflect
as follows:
“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales
Tax.
If the “F7: Exclusive” button is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and
will be displayed in the normal or regular font.
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Entering your Petty Cash Payments
When you enter a transaction and the cursor is in the -
´Account field, you need to select the correct contra account to be credited with the petty cash payment.
This should at all times be the Petty Cash Account.
´Contra Account field, you need to select the correct account to be debited with the petty cash payment.
¯You are now ready to enter your next petty cash voucher no. PCV002.
Reference: PCV002
Date: 31/03/2006
Description: ABC Service Centre - Fix Puncture
Account: Type 720 or Petty Cash and select the correct Petty Cash account.
Contra Account: Type 210020 or Maintenance to select the correct account, for this payment.
Tax: No Tax
Amount: 10.00 CR
After capturing all your petty cash vouchers, the Petty Cash Journal will look as follows:
For the purposes of this tutorial, we will post the batch.
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E.3.5.2- Posting the Petty Cash Batch
´Once you have completed entering these petty cash vouchers, and you are sure that they are correct, click
on the F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate balancing entries
to the selected contra accounts and the Input VAT/GST/Sales Tax - Standard Rate and the Petty Cash
Account.
± The description given is "BALANCING ENTRY Petty Cash". It is a good idea to over type this description as
it is not very meaningful to an outside auditor or accountant. If you over type these it will definitely make it
easier to trace and reconcile transactions.
¯Over type the description with "Petty Cash Payments PCV001-PCV002" in the description column.
¯Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax-Petty Cash Payments
March 2006" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [Petty Cash]. Change this description to PettyCash032006
and press the Enter key.
The title for the Batch Entry screen Petty Cash - [Petty Cash] will change to Petty Cash - [PettyCash032006] to
indicate that it is the Petty Cash transactions for March 2006.
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. petty cash vouchers and / or invoices, slips, etc.
received from suppliers, etc.) be attached to this List of the transactions and that it be retained for record
and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to debit
the individual General Ledger accounts, Input VAT/GST/Sales Tax - Standard Rate accounts, and credits
the individual entries of all the Petty Cash Vouchers to the Petty Cash Account.
If you have not selected the Consolidate Balancing option in the Options for this batch screen (Setup),
TurboCASH will generate the contra account for each transaction entered in the batch. In this case, the
Petty Cash Batch Entry screen will display the balancing entries as follows:
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Posting the Petty Cash Batch
If this batch were not setup with Contra Account per Line, the transactions would have posted incorrectly as
follows:
DR Stationery 57.00
CR Input VAT/GST/Sales Tax 7.00
CR Petty Cash Account 50.00
This will have an incorrect posting to your VAT/GST/Sales Tax account, where the Input VAT/GST/Sales
Tax is credited instead of debited.
With the Contra Account per Line the transactions are posted correctly as follows:
DR Stationery 50.00
DR Input VAT/GST/Sales Tax 7.00
CR Petty Cash Account 57.00
This will have the correct posting to your VAT/GST/Sales Tax account, where the Input VAT/GST/Sales Tax
is debited to the Input VAT/GST/Sales Tax account.
Always remember that VAT/GST/Sales Tax is taken from the Contra Account.
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Petty Cash Journal transactions in the traditional T-Accounts format are as follows:
- Debit Transactions in the General Ledger:
- Credit Transactions in the General Ledger:
Debits = Credits
The Debit transactions (i.e. Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit transactions
(i.e. payment transactions from the Petty Cash Account).
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MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.3.6- REPEATING TRANSACTIONS
TurboCASH has a Repeating Transactions facility available to enable you to enter transactions, which occur on
a periodic basis. They may be weekly, monthly, quarterly or annually, etc. You may enter the transactions once
and, when due, copy them into the normal batch, edit (if amounts have changed), delete or add an entry. This
facility will save you lots of time. You may identify those transactions in your business and enter them in this
facility. A few examples of these entries are:
± For entry in the General Journal or alternative batch type.
- Depreciation of fixed assets
- Payroll Journals or integration
± For entry in the Payments Journal
- Debit orders to third parties.
± For entry in the Receipts Journal
- Debit orders from third parties
¯For this tutorial assume that you will write-off some depreciation on your fixed assets. You will need to
make out the following entries for your depreciation on 31/03/2006:
Furniture and Equipment: 50.00 per month.
Motor Vehicles: Mercedes-Benz 75.00 per month.
Motor Vehicles: Delivery Van 25.00 per month.
For the Reference we will use DEP0301 (You may use any reference number) - in this case we used the
prefix DEP to indicate Depreciation Journals and 0301 to indicate the first entry for depreciation for the
month of March.
As the reference and the date will be the same and No Tax is applicable for each of these three entries, only
the details you need to capture in the account and amount fields are listed.
E.3.6.1- Entering Repeating Transactions
To enter Repeating Transactions:
´Click on the Edit - Repeating Transactions menu option. The Batch Type screen will be displayed.
´Select the General Jnl batch type and click on the Open button.
To indicate that you have selected a Repeating Batch or Journal, note the following:
1. ***Repeating Transactions*** is displayed after the name of the batch type.
2. No alias for the batch will be displayed in the screen heading (title bar).
3. The transactions lines are displayed in a pink shade as background.
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Entering Repeating Transactions
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Repeating Transactions General Journal for depreciation transactions as follows :
Contra Account:
´Click on the Lookup button and select the Depreciation Account - 205.
Contra Account per Line:
· Leave blank.
No Tax:
´Tick.
Reverse Contra:
· Leave blank
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank.
Amount Entry:
´Tick on Credit.
´Once setup; click on the Advanced tab.
´Select the General Ledger option for the Account code lookup type, since you do not need to select
Debtor or Creditor Accounts when you enter transactions for depreciation.
´Once setup; click on the OK button.
The Tax column will not be displayed. Since No Tax (VAT/GST/Sales Tax) is applicable, to the depreciation
transactions in this tutorial, we have selected to hide the Tax column in the Advanced Setup Options.
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MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
¯You are now ready to capture your first repeating entry transaction.
Reference: DEP0301
Date: 31/03/2006
Description: Depreciation-Furniture and Fittings.
Account: 600/020 Furniture and Fittings - Accumulated Depreciation.
Amount: 50.00 CR
¯Once finished, capture your second entry.
Reference: DEP0302
Date: 31/03/2006
Description: Depreciation-Motor Vehicles-Merc
Account: 610/020 Motor Vehicles - Accumulated Depreciation
Amount: 75.00 CR
¯Once finished, capture your third transaction.
Reference: DEP0303
Date: 31/03/2006
Description: Depreciation-Motor Vehicles-Delivery van
Account: 610/020 Motor Vehicles - Accumulated Depreciation
Amount: 25.00 CR
The Repeating Transactions for General Journal screen should now reflect as follows:
´Click on the F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate a balancing
entry to the Depreciation Contra Account.
± The description for the balancing entry is given as "BALANCING ENTRY General Jnl". It is a good idea to
over type this description as it is not very meaningful to an outside auditor or accountant. If you over type
these it will definitely make it easier to trace and reconcile transactions.
¯Over type the description with "Depreciation Fixed Assets" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
¯Press the Esc key to exit this repeating batch.
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Updating Repeating Transactions
E.3.6.2- Updating Repeating Transactions
To Post or Update the Repeating Transactions Batch:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the General Jnl and click on the Open button. The General Journal screen will be displayed. Note
that there will be no alias displayed on the screen title bar as this is a normal batch.
´Click on the F9:Process icon and the Process the batch screen will be displayed.
´Select the Repeating Transactions option and click on the OK button. TurboCASH will display the following
screen on the Batch Entry screen:
´Select This Year in the Year field.
´Select the period (month, i.e. March 2006) in which to repeat or copy the transactions.
¯In our example we leave the description blank. You may enter your own, if necessary.
· Leave the New Reference field blank, for the purposes of this tutorial.
´Click on the OK button.
All the transactions you have entered in the repeating Batch Entry for the General Journal will be copied into
the normal batch. The screen in our example should reflect as follows:
The correct period and the description you have entered when you copied this batch will be reflected in the date
and Description fields.
Always check that the amounts are the same before posting this batch. For instance if you have sold your
Mercedes-Benz, you may need to delete the entry for the next months. If you have purchased new assets
you may change the amount or add a new entry. You may do it on this screen, but it is recommended that
you edit your repeating transactions in the Edit - Repeating Transactions menu option to avoid having to
change the same issues every time you wish to update a repeating batch.
If the batch is not balanced or in balance, you need to click on the F5:Balance icon to balance the batch.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [General Jnl]. Change this description to
Depreciation032006 and press the Enter key.
TurboCASH - Accounting Made Easy - 127
If you enter a reference number into the New
Reference number field, the reference numbers
will not be incremented. The reference number
entered, will apply to all repeating transactions
which will be imported or generated into the batch
(journal).
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
The title for the Batch Entry screen General Jnl - [General Jnl] will change to General Jnl -
[Depreciation032006]. The alias option allows you to identify a batch by a unique name. You may select a
batch type report for the Depreciation General Journal from the Batch List lookup facility at a later stage. You
will also be able to select the batch by alias or batch name if you need to reverse the posted batch.
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in
the batch. It is recommended that the source documents (e.g. working papers, calculation of depreciation,
etc.) be attached to this List of the transactions and that it be retained for record and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will update and post the
transactions to the ledger accounts.
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The General Journal for Depreciation transactions in the traditional T-Accounts format is as follows:
- Debit Transactions in the General Ledger:
- Credit Transactions in the General Ledger:
Debits = Credits
The Debit transactions (i.e. Depreciation Expense Account) are equal to the Credit transactions (i.e.
Accumulated Depreciation Account for each Fixed Asset (e.g. for Furniture & Fittings and Motor Vehicles)).
The Accumulated Depreciation Account is a contra Fixed Asset Account, which is used to display the net
value of the Fixed Assets (Cost Price less Accumulated Depreciation).
This should be reported in the Balance Sheet as follows:

This should be reported in the Trial Balance as follows:
Since you have updated your batches, you may generate any of the reports to view what your profits and
losses are and any detailed transactions, etc. and evaluate your business on any of these reports.
128 - TurboCASH - Accounting Made Easy
IMPORTANT REPORTS
E.4- IMPORTANT REPORTS
How to display the trial balance, income and expenses report, and a balance sheet are discussed in detail.
Some other reports such as debtor age analysis and debtors statements are detailed. Thereafter, all the reports
for this tutorial are printed. It is a good idea to look through each report, making sure that you understand it.
E.4.1- Trial Balance
Your transactions for the month are now complete and you can obtain a trial balance through TurboCASH.
To generate a Trial Balance:
´Click on the Reports - General Ledger - Trial Balance menu option. (You may also press the Ctrl and T
keys). The Trial Balance Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
From:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the start date from which you wish to include the balances i.e. 01/03/2006.
To:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the end date until which you wish to include the balances i.e. 31/03/2006.
Show Sub-accounts:
´Tick this option to view the balances of your sub-accounts. If this option is not ticked, no
sub-accounts will be displayed and a summary of the net values for the main account
will be displayed.
Include Zero Balances:
· Do not tick this option, as we will see only the balances of the accounts we have
entered the opening balances. If this option is ticked, all accounts listed in your chart of
accounts will be displayed and balances will only be displayed for those accounts with
transactions.
Last Year Only:
· Do not tick this option. If you tick this option, only Last Year balances will be displayed.
Unposted Batches:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm, whether you would like to include opening
balances.
´Click on the Yes button. If you have clicked on the No button, you will not be able to view any opening
balances, as we have entered them in the previous financial year in this tutorial.
TurboCASH - Accounting Made Easy - 129
You may select to include the amounts of
unposted batches in the trial balance. If you
select the Unposted Batches option, a tick field
will be activated on which you may select to
view only the amounts entered in unposted
batches.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
If you wish to view last year's figures as comparative figures, you need to select the end date (in the "date to"
field) as 28/02/2007, since the opening balances were entered on 28/02/2006
When clicking on the OK button for any report, TurboCASH will check for unposted items and display the
number of unposted Batches. You may select to view the details of the unposted batches. This is an
important facility as these transactions will not be included in your reports.
You may select to turn this feature off or on again in the No Warning Unposted Special Settings on the
Setup - Preferences - Data Parameters menu option.
The Trial Balance for the selected period is displayed:
.Your profit should be 1390.00
¯Press the Esc key to return to the main menu or click on the Close button in the Trial Balance.
130 - TurboCASH - Accounting Made Easy
Income Statement
E.4.2- Income Statement
The Income and Expenses report will reflect all your Accounts, which were created with a tick in the Income /
Expenses field when you have created the in the Edit - Accounts - General Ledger menu option on the
General Ledger Accounts option.
To generate an Income Statement:
´Click on the Reports - General Ledger - Income Statement menu option. (You may also press the Ctrl
and I keys). The Income Statement Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Account Group 1.
Show Sub-accounts:
· Leave blank.
From:
´Select the start date 01/03/2006.
To:
´Select the end date 31/03/2006.
Show Decimal:
´Tick.
Include Zero Balances:
· Leave blank.
Show Last Year:
· Leave blank.
Show Budget:
· Leave blank.
Show Variance:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm whether you wish to include opening balances.
´Click on the Yes button.
TurboCASH - Accounting Made Easy - 131
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
The Income and Expense report is displayed:
.Once again, we can see our net profit reflected as 1390.00.
You will note that cheques entered for the Furniture and Fittings and the Petty Cash Advance are not
included in this Statement, as they are balance sheet accounts.
132 - TurboCASH - Accounting Made Easy
Should you wish to list the Expenses before
Income on the Income Statement, you may
select the option on the Setup - System
Parameters - Financial Categories menu
option to display the Income Statement in
this format.
Balance Sheet
E.4.3- Balance Sheet
Before you can generate a Balance Sheet, you need to link your Reporting Groups (Account Groups) in the
Setup - System Parameters - Financial Categories menu option to the Financial Categories (Capital,
Assets, Liabilities, Income and Expenses).
To generate a Balance Sheet:
´Click on the Reports - General Ledger - Balance Sheet menu option. (You may also press the Ctrl and
B keys). The Balance Sheet Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Account Group 1.
Show Decimal:
´Tick.
From:
´Select the start date 01/03/2006.
To:
´Select the end date 31/03/2006.
Show Sub-accounts:
· Leave blank.
Include Zero Balances:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm whether you wish to include opening balances.
´Click on the Yes button.
TurboCASH - Accounting Made Easy - 133
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
The Balance Sheet is displayed:
.Once again, we can see our net profit reflected as 1390.00.
This Balance Sheet displays your Total Assets and Total Liabilities. In other words what the business owns
and what it owes to other parties such as owners, Creditors and the Revenue Authorities for VAT/GST/Sales
Tax.
134 - TurboCASH - Accounting Made Easy
Should you wish to list the Liabilities before
Capital on the Balance Sheet, you may
select the option on the Setup - System
Parameters - Financial Categories menu
option to display the Balance Sheet in this
format.
Debtors Age Analysis
E.4.4- Debtors Age Analysis
To see who your debtors are and how much and for how long they owe you, you need a debtors age analysis.
This will tell you the amount each debtor owes and for what period i.e. whether for over 30 days, 60 days or 90
days.
To generate a Debtors Age Analysis report:
´Click on the Reports - Debtor - Age Analysis menu option. The Debtor Age Analysis Options screen
is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Show Account Detail:
· Leave blank.
Sort by Name:
´Tick.
Show Transactions:
´Tick.
Ignore Zero Balances:
· Leave blank.
Use Open Item:
· Leave blank.
Show all debtors:
· Leave blank.
From Account:
´Select 0DAVIE.
To:
´Select 0SMITH.
Minimum Amount:
· Leave blank.
Reporting Group:
´Select None.
Date of Ageing:
´Select 31/03/2006. The month(s ) to dates will automatically be calculated according
to the period increment specified (e.g. 1 as for the purposes of this tutorial).
´Click on the OK button.
.Mr Davies should owe 1795.00 and Mr Smith 710.00. Report total = 2505.00. This should be equal to the
debtors' control account in the trial balance.
TurboCASH - Accounting Made Easy - 135
Reporting Group is only applicable if Debtor
Reporting Groups 1 and / or 2 are created in
the Setup - System Parameters - Groups
menu option and if these groups are linked to
the Debtor Accounts in the Edit - Accounts -
Debtors (Accounting Information) screen.
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.4.5- Debtors Statements
At the end of every month you would want to send out statements to all your debtors to remind them of what
they owe you.
To generate Debtors Statements:
´Click on the Reports - Debtor - Statements menu option. The Debtor Statements options screen is
displayed:
´Select the following options:
Send Report To:
´Select Screen.
From Account:
´Select 0DAVIE.
To:
´Select 0SMITH.
Show Contact Person:
· Leave blank.
Use Open Item:
· Leave blank.
Sort by Name:
´Tick.
Show Tax Transactions:
· Leave blank.
Minimum Amount:
· Leave blank.
Date of Statements:
´Select 31/03/2006. The month(s ) to dates will automatically be calculated
according to the period increment specified (e.g. 1 as for the purposes of this
tutorial).
´Click on the OK button. The Debtor Statements will be displayed.
136 - TurboCASH - Accounting Made Easy
Debtors Statements
You may select to fax the statement, or to send it via e-mail. The configuration of Internet and fax facilities is
not covered here.
You may select to print your statements on to A4 paper (blank or Pink Software’s Pre-printed laser paper) or
Pink Software’s Pre-printed self -carbonated continuous paper. Please call us for further assistance in this
regard.
You could use the minimum amount field to only print statements for debtors owing you over a certain
amount e.g. if you typed 100 in that field, you would only print statements for debtors owing you more than
100.00.
If your debtors are Open Item debtors, Open Item should be ticked
E.4.6- Other Debtors / Creditors Reports
In addition to the Debtors Age Analysis report and Debtors Statements, you may also print list the details and
print labels of all or a selection of your debtor accounts. You may also print the details of all your transactions
for all or a selection of your debtor accounts.
The following menu options for available reports are also available to manage your creditor accounts:
TurboCASH - Accounting Made Easy - 137
MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)
E.4.7- Batch Type Details Report
TurboCASH also allows you to generate Batch Type Details Report for all your batch types or a specific batch
type (Sales Journal, Purchase Journal, Receipts Journal, Payments Journal, etc.) which you have created in
the Setup - Batch Type menu option. This report will display the detail of all the transactions entered in the
batches for a specific selected period.
To generate a Batch Type Details report:
´Click on the Reports - Batch Type menu option. The Batch Type Report Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Which Year:
´Select This Year.
Batch Type:
´Select Payments Journal.
Use Periods:
´Tick.
From Reporting Date:
´Select 01/03/2006.
To:
´Select 31/03/2006.
Each Period Separately:
· Leave blank.
Each Batch Separately:
´Tick.
Show Balancing Entries:
´Tick.
Show Contra:
· Leave blank.
´Click on the OK button.
138 - TurboCASH - Accounting Made Easy
Batch Type Details Report
The Batch Type Details Report is displayed:
E.4.8- General Ledger Reports
There are also a host of General Ledger reports available on the Reports - General Ledger menu option to
manage your business activities, performance and transactions.
Generate some of these reports and to see how the transactions are displayed in the Set of Books.
TurboCASH - Accounting Made Easy - 139
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
IN THIS MODULE
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)................................................... 140
F.1- ENTERING YOUR OPENING BALANCES............................................................................................... 142
F.1.1- CAPTURING YOUR TRIAL BALANCE............................................................................................. 143
F.1.2- GENERATING A TRIAL BALANCE .................................................................................................. 147
F.1.3- TAKING ON STOCK ITEMS.............................................................................................................. 149
F.1.3.1- Entering Opening Quantities on Hand and Cost Prices................................................................................. 149
F.1.3.2- Generating a Stock Item Listing Report......................................................................................................... 150
F.2- WORKING WITH STOCK.......................................................................................................................... 151
F.2.1- BASICS OF STOCK......................................................................................................................... 151
F.2.1.1- Stock Purchases........................................................................................................................................... 151
F.2.1.2- Stock Sales................................................................................................................................................... 151
F.2.2- STOCK SETTING AND PARAMETERS........................................................................................... 153
F.2.2.1- Edit Menu Required Accounts and Settings.................................................................................................. 153
F.2.2.1.1- Accounts (Cost of Sales).................................................................................................. 153
F.2.2.1.2- Accounts (Stock Control).................................................................................................. 153
F.2.2.1.3- Debtors - Linking Salespersons to your Debtor Accounts................................................ 153
F.2.2.1.4- Creating a Cash Customer............................................................................................... 153
F.2.2.2- Setup - System Parameters.......................................................................................................................... 153
F.2.2.2.1- Batch Types..................................................................................................................... 154
F.2.2.2.2- Groups.............................................................................................................................. 154
F.2.2.2.3- Documents....................................................................................................................... 154
F.2.2.2.4- Stock Information.............................................................................................................. 155
F.2.2.2.5- Salespersons.................................................................................................................... 156
F.3- PROCESSING TRANSACTIONS AND DOCUMENTS............................................................................. 156
F.3.1- CAPTURING YOUR CASHBOOK..................................................................................................... 157
F.3.1.1- Entering your Payments................................................................................................................................ 159
F.3.1.2- Entering your Receipts.................................................................................................................................. 162
F.3.2- PROCESSING CREDITORS - ORDERS AND PURCHASES.......................................................... 164
F.3.2.1- Creating an Order......................................................................................................................................... 164
F.3.2.2- Confirming an Order - Converting an Order to a Goods Received Note.......................................................166
F.3.2.3- Creating a Purchase Document or a Goods Received Note.........................................................................167
F.3.2.3.1- Editing a Purchase Document Confirmed from an Order.................................................. 167
F.3.2.3.2- Creating a New Purchase Document................................................................................ 168
F.3.2.4- Updating Purchases (GRN’s) to the Ledger.................................................................................................. 170
F.3.3- PROCESSING DEBTORS - QUOTES AND INVOICES................................................................... 172
F.3.3.1- Creating a Quote........................................................................................................................................... 172
F.3.3.2- Confirming a Quote - Converting a Quote to an Invoice............................................................................... 174
F.3.3.3- Creating an Invoice ...................................................................................................................................... 175
F.3.3.3.1- Editing an Invoice Confirmed from a Quote....................................................................... 175
F.3.3.3.2- Creating a New Invoice..................................................................................................... 176
F.3.3.4- Updating your Invoices to the Ledger........................................................................................................... 179
F.3.4- RECEIVING PAYMENTS FROM YOUR DEBTORS......................................................................... 182
F.3.4.1- Entering Payments from your Debtors ......................................................................................................... 182
F.3.4.2- Posting the Receipts Batch........................................................................................................................... 184
F.3.5- CAPTURING THE REST OF YOUR PAYMENTS............................................................................. 186
F.3.5.1- Entering the Rest of your Payments ............................................................................................................ 186
F.3.5.2- Posting the Payments Batch ........................................................................................................................ 187
F.3.6- PETTY CASH PAYMENTS............................................................................................................... 189
F.3.6.1- Entering your Petty Cash Payments............................................................................................................. 189
F.3.6.2- Posting the Petty Cash Batch ...................................................................................................................... 192
F.3.7- REPEATING TRANSACTIONS......................................................................................................... 194
F.3.7.1- Entering Repeating Transactions.................................................................................................................. 194
F.3.7.2- Updating Repeating Transactions................................................................................................................. 197
F.4- IMPORTANT REPORTS........................................................................................................................... 200
F.4.1- Trial Balance...................................................................................................................................... 200
F.4.2- Income Statement............................................................................................................................. 202
F.4.3- Balance Sheet................................................................................................................................... 204
F.4.4- Debtors Age Analysis........................................................................................................................ 206
F.4.5- Debtors Statements........................................................................................................................... 207
F.4.6- Other Debtors / Creditors Reports .................................................................................................... 208
F.4.7- Batch Type Details Report................................................................................................................. 209
F.4.8- General Ledger Reports.................................................................................................................... 210
F.4.9- Reports to Manage and Analise Stock, Sales and Purchases .......................................................... 210
F.4.9.1- Stock Item Reports........................................................................................................................................ 210
F.4.9.2- Sales Analysis Reports................................................................................................................................. 211
F.4.9.3- Purchase Analysis Reports........................................................................................................................... 211
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.1- ENTERING YOUR OPENING BALANCES
FOR THIS TUTORIAL WE WILL USE THE HANDYMAN SET OF BOOKS.
TO BEGIN THE TUTORIAL PLEASE GO TO THE MAIN SPEED TOOLBAR - CLICK ON THE OPEN ICON
AND SELECT THE SET OF BOOKS CALLED “HANDYMAN”.
(It is in the “TCASH3/Bin/Tutorials/SAEngTutorials” directory on your system).
We advise you to follow this tutorial carefully when setting up your new Set of Books, expanding on the Chart of
Accounts, adding your debtors and creditors to suit your particular company.
TurboCASH may be started at any point (not necessarily the same day as you start your business). You will,
possibly, need to enter the balances for all your existing ledger accounts from your manual Set of Books. These
balances are called opening balances. It is advisable to enter your opening balances at the time of setting up
the system.
Opening balances are obtained from your latest trial balance or balance sheet. If your company has been
running for some time, it is a good idea to enter the balance sheet or trial balance figures from the previous year
into the system. For example, if your financial year starts on 01/03/2006, enter your opening balances into the
system using the date 28/02/2006. This will give you a prior year to this year comparison.
If you enter your trial balance figures from your previous financial year, TurboCASH will calculate your net
profit/loss, putting it to the Retained Income account. (It will not carry the expense figures over to the current
year.)
If you do not enter any opening balances, your set of accounts will not be complete. However, if it is a brand
new business you are starting, it will obviously not be necessary to enter any opening balances, as you will not
have any.
The opening balances for your debtors and creditors must be entered for each individual debtor and creditor
- you cannot simply enter the total from the trial balance. You need to inform the program of who owes you
what. The total debtors and creditors figures should equal the debtors and creditors control figures, as per
your financial statements.
The opening balances for your stock items must be entered for each individual stock item - you cannot
simply enter the total from the trial balance. You need to inform the program of the quantities on hand and
the cost prices for each stock item.
TurboCASH will calculate the value of each stock item by multiplying the quantities on hand by the cost
price. After all the quantities and cost prices of your stock items are entered, the total value of all stock items
should be equal to the control figure (stock control account), as per your financial statements.
The opening balances are captured in the General Journal.
142 - TurboCASH - Accounting Made Easy
CAPTURING YOUR TRIAL BALANCE
F.1.1- CAPTURING YOUR TRIAL BALANCE
To enter Opening Balances from your Trial Balance:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the General Jnl and click on the Open button. The General Journal screen will be displayed.
The first time you enter transactions in a General Journal, you should set it up according to your
requirements. This should be done for each journal, but only needs to be done once, unless your
requirements change.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the General Journal as follows:
Contra Account: The relevant contra account for the batch (i.e. the account to which TurboCASH
will create a balancing entry).
´Click on the Lookup button and select the suspense account, i.e. 999 -
Suspense Account.
Contra Account per Line:
· If you tick this field, TurboCASH will ask to allocate a contra account for
each transaction. As this will be a batch in which you wish to enter both
debits and credits DO NOT tick this field.
Reverse Contra:
· Leave blank.
No Tax:
´Select No Tax option, as no VAT/GST/Sales Tax (Output VAT/GST/Sales
Tax and Input VAT/GST/Sales Tax) is applicable to the opening balance
transactions.
Increment Reference Number:
· If you tick this field, TurboCASH will increment the reference number by 1
on each subsequent line. DO NOT tick this option.
Inclusive mode:
´If you tick this field, TurboCASH will treat all amounts as inclusive of
VAT/GST/Sales Tax. Tick this option.
Consolidate Balancing:
· If you tick this field, TurboCASH will consolidate all balancing entries into 1
entry, if you have used an account more than once. As for the take-on of
opening balances, it is NOT necessary to tick this option, since you will be
entering both debits and credits from your Trial Balance and will not be
asking TurboCASH to balance the batch.
Repeat Details:
´If you tick this field, TurboCASH will repeat the detail entered in the
Description column on each subsequent line. Tick this option otherwise
TurboCASH will always default to the top of the page.
Amount Entry:
´Set to Allow both, since you will enter amounts in both the debit and credit
column.
TurboCASH - Accounting Made Easy - 143
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
´Click on the Advanced tab.
Leave all fields blank, and make sure that the default option, Account codes lookup type, is set to All for this
exercise.
Should you have many Debtor Accounts, for which you need to take on opening balances, and / or if you
need to use the Ageing facility in TurboCASH, it is advisable to enter the Debtor opening balances in a
separate journal. In this case, you may then select Debtor to list only the Debtor Accounts when taking on
the Debtor Opening Balances. Search for Take-on Opening Balances in the Help File. The same would
apply to Creditor opening balances.
´Click on the OK button.
Example: The opening Trial Balance for this tutorial is as follows:
An example of a list of debtor accounts in the Debtor's ledger is as follows:
If you have many Debtor Accounts and if you wish to optimise the debtor's ageing facility in TurboCASH,
search for Take-on Opening Balances - Debtors in the Help File to read more.
144 - TurboCASH - Accounting Made Easy
Should you wish to take-on the opening
balances for Debtor Accounts, and Creditor
Accounts, separately (in separate journals),
you set the Account Lookup Type option as
General Ledger.
- When you take-on the opening
balances for Debtor Accounts, you
may then select the Debtor option for
Account code lookup type.
- Once you take-on the opening
balances for Creditor option for
Account code lookup type.
The Balance of the Debtor's
Control Account may include
many individual Debtor
Accounts in the Debtor's
Ledger. You need to obtain a
list of the individual Debtor
Accounts with outstanding
balances.
For the purposes of this tutorial,
only the outstanding closing
balances as at 28 February 2006
for each of the Debtor Accounts
will be taken on as opening
balances.
CAPTURING YOUR TRIAL BALANCE
Only the total value (cost price of stock) is entered as the opening balance of your stock items. The opening
quantities and values of the individual stock items are dealt with in Chapter F1.3. The total value of all the
individual stock items should equal the stock control account balance, as per financial statements.
An example of a list of stock items in the Stock Ledger is as follows:
¯Capture the first transaction as follows:
Reference: JNL 1
Date: 28/02/2006
Description: Opening Balance Take-on
Account: 505 (for Capital)
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the opening balance transactions in
this tutorial, we have selected to hide the Tax column in the Setup Options
Amount: 12500.00 CR
Use the same reference number, date and details for all the entries.
¯Repeat as above for capturing the rest of the Trial Balance. After capturing the Trial Balance, the
transactions should reflect as follows:
When entering the opening balance for the Debtors Control Account (Account number G700), TurboCASH
will not allow you to select the Debtors Control Account.
The reason for this is that you cannot post any transactions to the Debtor's Control Account in the General
Ledger. You need to select the individual Debtor Accounts in the Debtor's Ledger, to take on each individual
Debtor's opening balance.
TurboCASH - Accounting Made Easy - 145
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
When posting the transactions for the opening balances in the General Journal, the Debtor's Control Account in
the General Ledger will automatically be updated with the total of all the individual transactions posted to the
Debtor's Ledger.
± It is not necessary to "balance" your batch, as your Trial Balance should already be in balance. You will
note that there is an amount indicating the difference between the debit and credit entries at the end of the
Debit Amount column. This amount (and the Reference Total at the bottom of the screen) should reflect a
zero after entering all your transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [General Jnl]. Change this description to Opening Balance
and press the Enter key.
The title for the Batch Entry screen General Jnl - [General Jnl] will change to General Jnl - [Opening Balance].
The alias option allows you to identify a batch by a unique name. You may select a batch type report for the
Opening Balance General Journal from the Batch List lookup facility at a later stage. You will also be able to
select the batch by alias or batch name if you need to reverse the posted batch. You will also be able to select
the batch by alias or batch name if you need to reverse the posted batch.
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source document (e.g. trial balance or balance sheet and income
statement, etc.) be attached to this List of the transactions (take-on of opening balances) and that it be
retained for record and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will ask you to confirm that
you are posting transactions to the previous financial year.
´Click on the Yes button, or press the Enter key to continue posting. TurboCASH will now post all the
transactions to the General Ledger.
If you do not have financial statements from which to enter opening balances but need to start using
TurboCASH, enter the opening balances of your debtors and creditors and your bank balance, as per your
Cashbook. To do this, enter the amounts owing to you as debits to the debtors and create a "sundry debtor"
to credit, so as to keep your batch in balance. Do the same for the creditors. Enter your bank balance
(Cashbook balance), using a suspense account as the contra account.
When you receive your financial statements, debit the “sundry debtor” with the debtors control figure, credit
the “sundry creditor” with the creditors control figure and enter the bank balance against the suspense
account. In this way you can start using TurboCASH before receiving your financial statements and entering
your opening balances.
By using your Cashbook balance as your opening bank balance you have already taken into account all
payments and receipts, and can ignore any cheques or deposits on your bank statement from the previous
month, when doing your first month's bank reconciliation.

AT THIS POINT YOU HAVE COMPLETED YOUR setup, CHARTED YOUR ACCOUNTS, CAPTURED
YOUR DEBTORS AND CREDITORS AND ENTERED YOUR OPENING BALANCES INTO THE
TurboCASH PROGRAM.
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GENERATING A TRIAL BALANCE
F.1.2- GENERATING A TRIAL BALANCE
It is good practice to print a Trial Balance in TurboCASH at this point and check it with the Trail Balance of your
previous accounting records from which you have entered your transactions. This printed Trial Balance could
be retained with your working papers and the previous trial balance for record and audit purposes.
To generate a Trial Balance:
´Click on the Reports - General Ledger - Trial Balance menu option. (You may also press the Ctrl and T
keys). The Trial Balance Options screen is displayed:
´Select the following options:
Send Report To: Select Screen.
From:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the start date from which you wish to include the balances i.e. 01/03/2006.
To:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the end date until which you wish to include the balances i.e. 31/03/2006.
Show Sub-accounts:
´Tick this option to view the balances of your sub-accounts. If this option is not ticked,
no sub-accounts will be displayed and a summary of the net values for the main
account will be displayed.
Include Zero Balances:
· Do not tick this option, as we will see only the balances of the accounts we have
entered the opening balances. If this option is ticked, all accounts listed in your chart of
accounts will be displayed and balances will only be displayed for those accounts with
transactions.
Last Year Only:
· Do not tick this option. If you tick this option, only Last Year balances will be displayed.
Unposted Batches:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm, whether you would like to include opening
balances.
´Click on the Yes button. If you have clicked on the No button, you will not be able to view any balances,
as we have entered them in the previous financial year in this tutorial.
TurboCASH - Accounting Made Easy - 147
You may select to include the amounts of
unposted batches in the trial balance. If you
select the Unposted Batches option, a tick
field will be activated on which you may
select to view only the amounts entered in
unposted batches.
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
The trial balance for the opening balances is displayed as follows:
If you wish to display the amounts in the trial balance (or any other report) as 5,000.00 in stead of 5000.00
(display a comma between the thousands and hundreds, etc.) you may set the separator symbol in the
Setup - Preferences - Data Parameters menu option.
The totals should balance with the previous financial year. Check that the totals are in balance and that the
correct balances correspond with the balances on your source trial balance.
148 - TurboCASH - Accounting Made Easy
If you need to check the individual balances
of the Debtor's Accounts in the Debtor's
Control Account (G700), you need to
generate Debtor's Age Analysis report.
If you need to check the opening balances
of the individual stock items in the Stock
Control Account, you need to generate a
Stock Item Listing report.
TAKING ON STOCK ITEMS
F.1.3- TAKING ON STOCK ITEMS
F.1.3.1- Entering Opening Quantities on Hand and Cost Prices
In practice you would now do a stock take and inform TurboCASH as to the numbers of each item you have in
stock. Unless your opening balances are actually entered into the system, TurboCASH would never know how
many items you had in stock to start with. For the tutorial we have 5 drills and 4 compressors to take on.
An example of a list of stock items in the Stock Ledger is as follows:
To take on Opening Balances for your Stock Items:
´Click on the Input - Adjust Stock menu option. The Adjustment tab of the Stock Item screen will be
displayed.
´Select the Stock Take-on option from the list of available Adjustments options.
´Select the stock code for the “DRILL PRESS” to take on the drills
¯Enter the Average cost of 500.00 and 5 for the Quantity on hand.
´Select "COMPRESSOR" to take on the compressors.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
¯Enter the Average cost of 1000.00 and 4 for the Quantity on hand.
´Select the Date as 01/03/2006.
´Click on the OK button to save the changes.
¯Press the Esc key to exit the Stock Item screen.
F.1.3.2- Generating a Stock Item Listing Report
¯To generate a Stock Item Listing report:
´Click on the Reports - Stock - Stock Item Listing menu option. (You may also press the Ctrl and U
keys). The Stock List Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Stock Code.
From Stock Code:
´ Click on the Lookup button to launch the lookup facility screen listing your available
Stock Items.
´Click on the Stock Item i.e. “3COMP” on the list.
To:
´ Click on the Lookup button to launch the lookup facility screen listing your available
Stock Items.
´Click on the Stock Item i.e. “3DRILL.” on the list.
Information to Include:
´Tick all options and select All Selling Prices. It is good practice to retrieve a detailed
report to check that you have entered all the details and information correctly.
´ Click on the OK button and a list of your Stock Items will be displayed.
.You should have 6500.00 of Stock on Hand. This amount should balance with the stock records and the
stock control account in your previous accounting records.
150 - TurboCASH - Accounting Made Easy
WORKING WITH STOCK
F.2- WORKING WITH STOCK
This tutorial assumes that you have completed all Modules up to MODULE D and Chapters F1 and F2 of
MODULE F.
F.2.1- BASICS OF STOCK
Before you start with this Chapter in the Tutorial, you need to be absolutely sure that all settings for Stock Items,
Cost of Sales and Documents are correct.
Examples of industries that control stock are:
- Retail outlets
- Wholesale outlets
- Traders who buy stock items for resale.
If you are controlling stock, particular care must be taken when entering your stock into the program. You must
ensure that your code for your stock item and your cost price and selling price is correct. Incorrect cost and
selling prices will have drastic effects on your results. It is important that you read through the following notes on
controlling stock before you carry on with this tutorial.
F.2.1.1- Stock Purchases
Stock items purchased should be entered through the INPUT - DOCUMENTS - PURCHASES menu option and
not the INPUT - BATCH ENTRY - PURCHASES JOURNAL menu option. This will create a Purchase document
or a Goods Received Note (GRN), which may be printed and/or edited before it, is posted to the ledger. When it
is updated or posted to the ledger, TurboCASH will automatically write up the Purchases Journal for you and
pass all the correct debits and credits to the correct accounts.
The entries are as follows:
DR Stock Item (net cost price)
DR Input VAT/GST/Sales Tax (% of purchase price)
CR Creditor (full amount)
If you have set up the cost price for a particular item, when creating the GRN, TurboCASH will automatically fill
it in for you. This may also be overwritten in which case TurboCASH will automatically update that item's
average cost price.
F.2.1.2- Stock Sales
Sales of stock items should be entered through the INPUT - DOCUMENTS - INVOICES - ENTER menu option
and not the INPUT - BATCH ENTRY - SALES JOURNAL menu option. By creating an invoice TurboCASH will
write up your Sales and Cost of Sales Journals for you and update all the relevant general ledger accounts. It
will automatically debit the debtor with the full amount of the invoice, credit sales with the amount less
VAT/GST/Sales Tax and credit Output VAT/GST/Sales Tax. It will also debit the Cost of Sales account with the
cost price of the item sold and credit stock with the cost price.
The entries are as follows:
DR Debtor (full amount)
CR Sales (selling price of items)
CR Output VAT/GST/Sales Tax (% of selling price)
DR Cost of Sales (cost price)
CR Stock (cost price)
When you first set up TurboCASH, it is important that you either enter a purchase or do a stock take-on for
each stock item, before entering any invoices. By doing this you are giving TurboCASH the cost price of the
stock item. The cost price is used to update the Cost of Sales and Stock accounts, when an invoice is
created. Therefore, if TurboCASH does not have a cost price, the cost of sales account will be updated with
a zero amount. This will cause your gross profit to be over inflated.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
Once you are controlling stock and invoicing out of the system, TurboCASH will do the following:
- Generate an invoice.
- Automatically write up the Sales Journal and the Cost of Sales Journal for you.
- Automatically update the Sales figures, the VAT/GST/Sales Tax and the Debtors.
- TurboCASH will also calculate your Cost of Sales and subtract that figure from your Sales figure, thus giving
you the Gross Profit for that particular line item.
- Automatically update the stock quantities, average cost prices and the salesperson's report.
If you are creating Goods Received Notes, TurboCASH will do the following:
- Generate a Goods Received Note.
- Write up the Purchases Journal automatically.
- TurboCASH automatically updates the stock account, the VAT/GST/Sales Tax and the Creditors.
- TurboCASH will also update the stock quantities and average costs.
Stock can be categorised into groups by the prefix of the code. The Sales, Cost of Sales and Stock accounts
can also be split into sub-accounts per stock category. Each stock item can then be linked to the appropriate
Sales, Cost of Sales and Stock sub-account for its particular category. Each stock item can also be linked to
different tax types catering for varied VAT/GST/Sales Tax rates.
152 - TurboCASH - Accounting Made Easy
STOCK SETTING AND PARAMETERS
F.2.2- STOCK SETTING AND PARAMETERS
It is important that the required accounts and settings be absolutely correct before you proceed with purchasing
and selling of stock items in a Set of Books. If this is not done, you may find incorrect results in TurboCASH.
For example, the Cost of Sales transactions may not be generated when documents are posted to the ledger or
the cost of sales may be calculated at average cost in stead of latest cost, etc.
Some of these settings were done in paragraph D.2 of MODULE 2 and paragraph D.3 of MODULE 3. For your
convenience, these settings applicable to stock, are listed.
F.2.2.1- Edit Menu Required Accounts and Settings
F.2.2.1.1- Accounts (Cost of Sales)
To add a Cost of Sales Account:
´Click on the Edit - Accounts - General Ledger menu option.
Add an account for Cost of Sales - Account number 100 (If this account is not included in your Set of
Books). (Refer to paragraph D.4.2.2.1 of MODULE 4).
F.2.2.1.2- Accounts (Stock Control)
To add a Stock Control Account:
´Click on the Edit - Accounts - General Ledger menu option.
Add an account for Stock Control - Account number 750 (If this account is not included in your Set of
Books). (Refer to paragraph D.4.2.2.2 of MODULE D).
F.2.2.1.3- Debtors - Linking Salespersons to your Debtor Accounts
You have already set up your debtors in paragraph D.4.2.4 of MODULE D (Edit - Accounts - Debtors), so all
that needs to be done is to allocate a salesperson to each debtor.
To link a Salesperson to a Customer Account:
´Click on the Edit - Accounts - Debtor menu option. The Debtor Accounts screen listing all the debtor
accounts will be displayed.
´Select Mr. Davies - 0DAVIE and click on the Edit button. The general information screen will be
displayed.
´Select Russell as the salesperson.
´Click on the OK button.
Do the same for Mr. Smith - 0SMITH - and allocate Tracy as his salesperson.
F.2.2.1.4- Creating a Cash Customer
If you need to sell items to cash customers from your stock file and generate invoices, you need to create a
cash customer. At the end of the period, shift or day, etc. you need to generate a report reflecting the sales to
cash customers for the period and balance the total amount of the sales with the report. To create a Cash
Customer Account, refer to paragraph D.4.2.4 of MODULE D (Edit - Accounts - Debtors). You will not enter
any statement or general information at this stage.
F.2.2.2- Setup - System Parameters
Most of these parameters should have been set up when you asked TurboCASH to help you create your Set
of Books. If not, refer to paragraph D.3.2 of MODULE D for the relevant information.
If the following required settings is not correct on the Setup - System Parameters menu, you may need to
change the settings before proceeding with processing purchase and sales documents for your stock items.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.2.2.2.1- Batch Types
Add the Cost of Sales batch (If this batch is not included in the Chart of Accounts that you have selected
when you created your Set of Books). - (see paragraph D.2.3 of MODULE D)
F.2.2.2.2- Groups
Add the Cost of Sales reporting group under Account Group 1 (Reporting Group 1). (If this group was not
included in the Chart of Accounts when you created your Set of Books or if you did not create it as in
paragraph D.2.4 of MODULE D).
F.2.2.2.3- Documents
Check and edit the document setup, if the documents were not set correctly when you created your Set of
Books.
To set the Documents:
´ Click on the Setup - System Parameters - Documents menu option. The Documents Setup screen is
displayed:
´ Click on each of the tabs and check or change the following, if necessary:
Layout file:
Check that Default A4 is selected for the purposes of this tutorial.
Print standard logo:
¯Remove tick.
Print frames:
¯Tick.
Auto-post on print:
Leave blank.
Next Invoice No.:
¯For the purposes of this tutorial, all documents should start with 000001 prefixed by 2
characters (i.e. IN000001 for Invoices, CR000001 for Credit Notes, PU000001 for Purchase
documents, SR000001 for Supplier Returns documents, OR000001 for Orders and
QU000001 for Quotes).
Invoice Batch:
´Select the Sales Jnl for Invoices and Credit Notes.
´Select the Purchase Jnl for Purchase and Supplier Returns documents.
You cannot select a batch type for Orders and Quotes, since they need to be confirmed and
cannot be posted or updated to the ledger.
Paper Type:
Leave as is, PlainA4.
Layout file:
Check that Default A4 is selected for the purposes of this tutorial.
Invoice Heading:
For the purposes of this tutorial, the headings are already set.
Invoice Message:
For the purposes of this tutorial, the messages for these documents are already entered.
´Click on the OK button to save your changes and close or exit this screen.
154 - TurboCASH - Accounting Made Easy
Setup - System Parameters
F.2.2.2.4- Stock Information
The cost of sales parameters should by default be turned off. If sales invoices are generated in TurboCASH,
the Cost of Sales transactions will not be generated by TurboCASH for the cost prices of stock sold. For the
purposes of this tutorial, we need to activate and set the cost of sales parameters, if the Cost of Sales were
not set correctly when you created your Set of Books.
To set the Stock Information and Cost of Sales Parameters:
´Click on the Setup - System Parameters - Stock Information menu option. The Stock Information
screen is displayed:
´ Enter and / or select the following, if necessary:
Units of Stock:
Check that the units are displaying, Each. If not enter Each and click on the Add
button.
Selling Price Descriptions:
Leave as is for the purposes of this tutorial.
Cost of Sales:
´Tick.
Cost of Sales Batch:
´Select the Cost of Sales batch type.
Use Average Cost or
Use Latest Cost:
´For the purposes of the tutorial, select the Use Average Cost option.
No Back Order:
Leave blank.
Cant Sell out of Stock:
Leave blank.
No Print Confirmation:
Leave blank.
Check Reference Used:
Leave blank.
Can't Create Items:
Leave blank.
´Click on the OK button to save your changes and close or exit this screen.
You also have the option of ticking “use average cost” - if you wish you may leave this field not ticked in
which case, “latest cost” will be used for calculating the value of your stock. Consult with your accountant as
to which method you should use. The value of your stock can greatly affect your profit and loss figures.
TurboCASH - Accounting Made Easy - 155
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.2.2.2.5- Salespersons
Add Russell and Tracy as the Salespersons. if the salespersons were not set correctly when you created your
Set of Books.
To add the Salespersons:
´ Click on the Setup - System Parameters - Salespersons menu option. The Salesperson screen is
displayed:
Check that the Tracy and Russell are displays as salespersons. Once finished, click on the Close button.
Your Set of Books should be set up to process documents for the purchase and selling of stock items.
F.3- PROCESSING TRANSACTIONS AND DOCUMENTS
If you generate documents from your stock item code file in TurboCASH, transactions will automatically be
generated when documents are updated or posted to the ledger as follows:
● Sales documents (Invoices and Credit Notes) in the Sales Journal (as linked to the Batch Type field
of the Invoices and Credit Notes tabs in the Setup - System Parameters - Documents menu option).
● Purchase documents (Purchases and Supplier Returns) in the Purchase Journal (as linked to
the Batch Type field of the Purchases and Supplier Returns tabs in the Setup - System Parameters -
Documents menu option).
In addition to the Sales and Purchase Journals for transactions generated by documents, you also need to enter
transactions in other batches (journals) (i.e. Payments Jnl, Receipts Jnl, Petty Cash Jnl, Feneral Jnl, etc.).
These are the books of prime entry in which you need to capture payments, receipts, opening balances, etc.
and post or update it to the ledger.
156 - TurboCASH - Accounting Made Easy
You need to create the salespersons who will generate sales documents
(quotes, invoices and credit notes. You may select the default salesperson for
each debtor account. When sales documents are generated and the debtor
account is selected, the default salesperson will be displayed for the document
or you may select any available salesperson. Salespersons are used to
generate sales analysis reports to analyse your sales. For the purposes of this
tutorial, we have included Tracy and Russell as the salespersons.
If these salespersons are not already included in the Set of Books, you may
add them.
To Add a Salesperson:
In the field next to the Add button type in the name for the salesperson.
´Click on the Add button.
CAPTURING YOUR CASHBOOK
F.3.1- CAPTURING YOUR CASHBOOK
For this tutorial assume that you purchase some fixed assets, such as a desk at 570.00 (inclusive of
VAT/GST/Sales Tax) and 2 chairs at 342.00 (inclusive of VAT/GST/Sales Tax) for your office on 1
st
of March
2006. The owner also handed a cheque of 5000.00 from his personal bank account which you need to deposit
into the current account of the business in order increase his Capital.
You will need to make out the following cheques on 1 March 2006:
- Cheque 105 - Office Decorators to 570.00 (Inclusive of VAT/GST/Sales Tax) for 1 desk.
- Cheque 106 - Office Suppliers to 342.00 (Inclusive of VAT/GST/Sales Tax) for 2 chairs.
The cheque counterfoils (cheque requisitions) will be used to capture the transactions in the Payments
Journal of the bank account from which the cheque is issued.

An amount of 5000 is received from the owner, for which the following receipt is issued:
A deposit number D5000 of 5000.00 - being the Owner's Capital Contribution received from the owner will be
used to capture the transactions in the Receipts Journal of the bank account in which the owner's cheque is
deposited.
TurboCASH - Accounting Made Easy - 157
The invoices or slips received from the supplier
also need to be retained for Tax and
VAT/GST/Sales Tax purposes.
Receipts are usually issued for all moneys received in cash and
cheques received.
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
158 - TurboCASH - Accounting Made Easy
Remember that your Cashbook is made
up of a Payments Journal and a
Receipts Journal.
Cheques issued will be captured in the
Payments Journal.
Deposits will be captured in the Receipts
Journal.
Entering your Payments
F.3.1.1- Entering your Payments
To enter your Payment Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Payments Jnl and click on the Open button. The Payments Journal screen will be displayed.
The first time you enter a transaction in the Payments Journal you should set it up according to your
requirements. This should be done for each journal, but only needs to be done once, unless your
requirements change.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Payments Journal as follows:
Reverse Contra:
· Leave blank
No Tax:
· Leave blank for the purposes of this tutorial. You may at a later stage select
this option, if there are no tax (Input VAT/GST/Sales Tax) applicable to all
the transactions you need to enter in the payments batch (e.g. payment of
creditor accounts).
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank.
Amount Entry:
´Tick on Debit.
TurboCASH - Accounting Made Easy - 159
You will note that the contra
account is automatically set to the
Bank Account. You cannot change
this in the Payments or Receipts
Journals.
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
´Once setup; click on the Advanced tab.
Leave all fields blank, and make sure that the default option, Account codes lookup type, is set to All for this
exercise.
´Once setup; click on the OK button.
¯You are now ready to record your first cheque.
Capture your cheques from your cheque stubs in your chequebook or from your cheque requisitions, using
the cheque number as the reference number.
Reference: 105
Date: 01/03/2006
Description: 1 x Desk
Account: Type "fur" for furniture and select the correct sub-account and press the Enter key -
you will note that TurboCASH highlights this account in the scroll bar or insert the
account number - 600/010 and press the Enter key.
Tax: Input VAT/GST/Sales Tax - Capital Goods
Amount: 570.00 DR
The amount is a debit as it is the amount for the fixed asset account. When you balance the batch,
TurboCASH will create the credit to the Bank Account.
Ensure that the F7:Inclusive icon is reflecting “inclusive”. This should be so as we set the batch to inclusive
mode.

When you select a VAT/GST/Sales Tax type, always check the bottom right-hand corner for the inclusive
and exclusive amounts. The amount of 570.00 will change to 500.00. This is because the cost of the desk is
500.00 and should be posted to the furniture and equipment account. The VAT/GST/Sales Tax amount
(70.00) must be posted to the Input VAT/GST/Sales Tax account.
¯You are now ready for cheque no. 106.
Reference: 106
Date: 01/03/2006
Description: 2 x Chairs
Account: 600/010 - Furniture and Fittings and press the Enter key.
Tax: Input VAT/GST/Sales Tax - Capital Goods
Amount: 342.00 DR
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Entering your Payments
After capturing your cheques, the Payments Journal is displayed as follows:
“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales
Tax.
If the “F7: Exclusive button” is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and
will be displayed in the normal or regular font.
In Payments and Receipt Batches the Amounts are displayed as Exclusive of VAT/GST/Sales Tax when the
cursor is not in the amount field.
You can enter transactions in a batch daily and only post at the end of the month. Your transactions will not
be lost when you exit a batch or close TurboCASH. You may also choose to post after every balanced entry.
For the purposes of this tutorial, DO NOT balance or post the batch at this point.
¯Press the Esc key to exit this batch or journal.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.3.1.2- Entering your Receipts
To enter your Receipts Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Receipts Jnl and click on the Open button. The Receipts Journal screen will be displayed.
From the first transaction, the Receipts Journal should be setup according to your requirements. You only
need do this once, unless your requirements change.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Receipts Journal as follows:
Reverse Contra:
· Leave blank
No Tax:
´Select this option for the purposes of this tutorial. This will hide the tax column
and tax lookup facility. You may at a later stage deselect this option, if there
are any tax (Output VAT/GST/Sales Tax) applicable to any transaction or all
the transactions you need to enter in the receipts batch (e.g. cash sales
accounts).
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank. You may select this option if you need to enter many transactions
of the same nature (e.g. Payment Received - Thank you) This will repeat the
Description to the next line or transaction.
Amount Entry:
´Tick on Credit.
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You will note that the contra account
is automatically set to the Bank
Account. You cannot change this in
the Payments or Receipts Journals.
Entering your Receipts
´Once setup; click on the Advanced tab.
Leave all fields blank, and make sure that the default option, Account codes lookup type, is set to All for this
exercise.
´Once setup; click on the OK button.
¯You are now ready to record your first deposit.
Capture deposits from the deposit book or slips. Number each page of the deposit book separately and use
this number as your reference number. It is important that this reference does/will not coincide with your
cheque numbers. If you have pre-numbered deposit slips, it is wise to prefix your deposit number with D.
You may also prefix your cheque numbers with C.
Reference: D5000
Date: 01/03/2006
Description: Cash from owner.
Account: Type "cap" for capital and press the Enter key - you will note that TurboCASH
highlights this account in the scroll bar or insert the account number - 505 - Capital
and press the Enter key.
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the receipt transactions in this
tutorial, we have selected to hide the Tax column in the Setup Options.
Amount: 5000.00 CR
The amount is a credit for the members loan account. When you balance the batch, TurboCASH will create
the debit to the bank account.
After capturing your receipts, the Receipts Journal is displayed as follows:
For the purposes of this tutorial, DO NOT balance or post the batch at this point.
¯Press the Esc key to exit this batch or journal.
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F.3.2- PROCESSING CREDITORS - ORDERS AND PURCHASES
If you are purchasing stock from a supplier or creditor, it is best to create a Goods Received Note (GRN) or a
Purchase document through the INPUT - DOCUMENTS - PURCHASES menu option and not the INPUT -
BATCH ENTRY - PURCHASES JOURNAL menu option. By creating a GRN TurboCASH will automatically
write up your Purchases Journal for you, debit stock, debit VAT/GST/Sales Tax and credit the creditor.
Purchases or GRN’s should not be used for any credit purchases other than stock. Non-stock items should
be captured through the Input - Batch Entry - Purchases Journal menu option. An example of a non-stock
item credit purchase may be stationery from Waltons.
TurboCASH have introduced the Orders to enable you to place an order with a Creditor or Supplier.
F.3.2.1- Creating an Order
You may need to place an order with any of your creditors (suppliers). When the Goods are received you may
confirm the order against the actual goods received and the original order. You will do this by converting the
Order to a Purchase Document. Note will not be able update the Order to the ledger and it generates no
transactions. But once the order has been converted to a Purchase document, it can be updated or posted to
the ledger.
We now order the 3 x drills from A-ONE Suppliers:
ORDER OR000001 01/03/2006
A-ONE Suppliers
3 Drills at 1500.00
VAT/GST/Sales Tax 210.00
Total 1710.00
To create an Order:
´Click on the Input - Documents - Orders menu option or press the Alt and F7 keys. The Document
Entry screen will be displayed. (You may also click on the Invoice icon, or press the F6 key to access
the Documents Entry screen).
´Select Order in the Documents field if Orders is not displayed.
´Click on the New button. The Creditor Accounts screen is displayed:
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´Select the Creditor Account (A-ONE Suppliers).
´Click on the Open or OK button. The screen for Orders is displayed:
´Enter or select the following options:
Your Reference:
· Leave blank, as we will only receive the Creditors invoice when the order is delivered.
Date:
´Select 01/03/2006.
¯Press the Enter key until you get to the invoice details screen (skip the Address,
Delivery Address and Message fields).
Item Code:
´Select 3DRILL. The description, Quantity (default 1), Tax Account, Unit Purchase or
Cost Price (Exclusive of VAT/GST/Sales Tax if the F7:Exclusive button is active - or
Inclusive of VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed.
Quantity:
¯Enter 3. The Exclusive amount (or Inclusive amount, if the F7:Inclusive button is active),
will automatically be multiplied by the quantity entered.
Tax:
¯The default Input Tax account for the stock item will be displayed. When the cursor is in
this field, the Tax Accounts lookup facility will be displayed. Confirm that it is correct by
pressing the Enter key.
Discount:
¯Press the Enter key to keep it at the default 0% discount rate.
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´Click on the OK button. TurboCASH will ask you if you wish to print the Order now.
´Click on the Yes button to print the Order. Once finished viewing the Order, click on the Close button of
the Report Viewer screen.
´Click on the Close button of the Document Entry screen to exit or close the documents facility.
F.3.2.2- Confirming an Order - Converting an Order to a Goods Received Note
We have already placed an order with our A-ONE Suppliers - and the three drills are received on 5 March
2006. The order needs to be checked and converted into a Purchase document or a Goods Received Note.
To convert an Order to a Purchase Document or Goods Received Note:
´Click on the Input - Documents - Confirm menu option or press the Shift and F3 keys. The Confirm
Quotes and Orders screen will be displayed.
´Click on the Orders option in the Document Type section of the screen. The list of your Orders is
displayed:
´ Select the applicable Order for the Creditor
´ Click on the Add Sel. button. The Order for the Creditor will be transferred to the Order to Convert to
Purchase section of the screen.
´Select the Date on which the Goods were received (i.e. 05/03/2006).
´Click on the Convert button. The Order will be removed from the Order to Convert to Purchase list.
´Click on the Cancel button, or press the Esc key.
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F.3.2.3- Creating a Purchase Document or a Goods Received Note
Once an Order is converted to a Purchase document or Goods Received Note, it must be checked to see that
the correct stock was received. When we access the Purchase documents screen from the Input -
Documents - Purchases menu option and the Creditor is selected, all available unposted Purchase
Documents for that supplier are listed.
F.3.2.3.1- Editing a Purchase Document Confirmed from an Order
To Edit a Purchase Document Converted from an Order:
´Click on the Input - Documents - Purchases menu option or press the Alt and F8 keys. The
Document Entry screen will be displayed. (You may also click on the Invoice icon, or press the F6 key
to access the Documents Entry screen).
´Select Purchase in the Documents field if Purchase is not displayed. The Purchase document, listed
on the Document Entry screen, was automatically created when you have confirmed and converted the
Order to a Purchase document or a Goods Received Note.
´Select the Purchase Document on the list and click on the Edit button. The screen for Purchases is
displayed:
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The Order Number OR000001, which was converted to this Purchase Document, is displayed in the very
last line in the Message field.
´Enter or select the following options:
Your Reference:
¯Enter 5250 as the reference of the creditor.
Date:
· 05/03/2006 (should be displayed, as it is the date on which the Order was converted to a
Purchase document).
.The items and details of the Order will be displayed on the Entry fields. Check the 3 drills and the
purchase or cost price is correct. You may edit it, if necessary.
´Click on the OK button. TurboCASH will ask you if you wish to print the Purchase document now.
´Click on the Yes button to print the Purchase document. Once finished viewing the Purchase document,
click on the Close button of the Report Viewer screen.
You are now ready to enter the rest of your Purchases.
F.3.2.3.2- Creating a New Purchase Document
We have also purchased the following stock item:
PU000002 05/03/2006
Invoice 3532 from
BEST Suppliers
2 Compressors 2000.00
VAT/GST/Sales Tax 280.00
Total 2280.00
To create a new Purchase Document:
If you have click on the Close button of the Document Entry screen to exit or close the documents facility,
you need to do the following:
´Click on the Input - Documents - Purchases menu option or press the Alt and F8 keys. The Document
Entry screen will be displayed. (You may also click on the Invoice icon, or press the F6 key to access
the Documents Entry screen).
´Select Purchase in the Documents field if Purchase is not displayed.
´Click on the New button. The Creditor Accounts screen is displayed:
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´Select the Creditor Account (BEST Suppliers).
´Click on the Open or OK button. The screen for Purchases is displayed:
´Enter or select the following options:
Your Reference:
¯Enter 3532 as the reference of the creditor.
Date:
´Select 01/03/2006.
¯Press the Enter key until you get to the invoice details screen (skip the Address,
Delivery Address and Message fields).
Item Code:
´Select 3DRILL. The description, Quantity (default 1), Tax Account, Unit Price (Exclusive
of VAT/GST/Sales Tax if the F7:Exclusive button is active - or Inclusive of
VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed.
Quantity:
¯Enter 3. The Exclusive amount (or Inclusive amount, if the F7:Inclusive button is active),
will automatically be multiplied by the quantity entered.
Tax:
¯The default Input Tax account for the stock item will be displayed. When the cursor is in
this field, the Tax Accounts lookup facility will be displayed. Confirm that it is correct by
pressing the Enter key.
Discount:
¯Press the Enter key to keep it at the default 0% discount rate.
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´Click on the OK button. TurboCASH will ask you if you wish to print the Purchase document now.
´Click on the Yes button to print the Purchase document. Once finished viewing the Purchase document,
click on the Close button of the Report Viewer screen.
´Click on the Close button of the Document Entry screen to exit or close the documents facility.
Only select NEW when you are actually creating a new Purchase (GRN). Remember that you will only be
able to edit Purchase (GRN’s) as long as they have not yet been updated to the ledger.
TurboCASH defaults to an average costing basis. Please ask your accountant whether to use this option or
to check the “use latest cost” option.
F.3.2.4- Updating Purchases (GRN’s) to the Ledger
Since we have not selected the Auto-post documents on print option on the Documents Setup (see
paragraph D.2.5 of MODULE D) we need to post the Purchase documents manually.
To Post or Update your Purchases:
´Click on the Input - Update Ledger menu option. (You may also press the F3 key). The Update
Invoice screen will be displayed.
´Select Purchases and its name will change to Update Purchase - listing all your Purchases documents.
´Click on the From... To field and select -
From Purchase: PU000001
To: PU000002
´Click on the Update button.
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Updating Purchases (GRN’s) to the Ledger
TurboCASH will now write up your Purchases Journal for you, as well as update your stock, creditors and
Input VAT/GST/Sales Tax. The following journal entries are passed:
DR Stock (net amount)
DR VAT/GST/Sales Tax (net amount)
CR Creditor (total amount)
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Purchase Journal transactions automatically created when Purchase documents or Goods Received
Notes are posted or updated in the Ledger, in the traditional T-Accounts format are as follows:
- Accounts in the General Ledger:
- Creditor Accounts in the Creditor’s Ledger:
Debits = Credits
The Debit transactions in the Stock Control Account (i.e. Stock Ledger) and Input VAT/GST/Sales Tax is
equal to the Credit transactions in the Creditor’s Ledger (i.e. individual Creditor Accounts).
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.3.3- PROCESSING DEBTORS - QUOTES AND INVOICES
If you are selling stock to a customer or debtor, it is best to create an Invoice through the INPUT -
DOCUMENTS - INVOICES - ENTER menu option and not the INPUT - BATCH ENTRY - SALES JOURNAL
menu option. By creating an Invoice TurboCASH will automatically write up your Sales Journal for you, credit
the stock, credit the Output VAT/GST/Sales Tax and debit the debtor.

Invoices should not be used for any sales other than stock. Non-stock items should be captured through the
Input - Batch Entry - Sales Journal menu option. An example of a non-stock item could be the sale of old or
obsolete furniture, which your business does not use any longer.
F.3.3.1- Creating a Quote
Your Debtors or Customers may ask you for a quotation on your products for various reasons. TurboCASH
allows you to create a quote on the system. When the Debtor or Customer accepts the quote, you may
confirm the Quote and Convert it to an Invoice. Note will not be able update the Quotation to the ledger and it
generates no transactions. But once the Quote has been converted to an Invoice, it can be updated or posted
to the ledger.
On 1 March 2006 Mr Davies asked for a quote on a drill.
To create a Quote:
´Click on the Input - Documents - Quotations menu option or press the Alt and F9 keys. The
Document Entry screen will be displayed. (You may also click on the Invoice icon, or press the F6 key
to access the Documents Entry screen).
´Select Quote in the Documents field if Quote is not displayed.
´Click on the New button. The Debtor Accounts screen is displayed:
´Select theDebtor Account (Mr. Mike Davies)
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Creating a Quote
´Click on the Open or OK button. The screen for Quotes is displayed:
´Enter or select the following options:
Your Reference:
· Leave blank.
Salesperson:
´Select Russell, if not already selected. As Russell was set as the default salesperson,
his name should automatically be displayed. (You may select any other salesperson if
Russell is not doing this quote).
Date:
´Select 01/03/2006.
¯Press the Enter key until you get to the invoice details screen (skip the Address,
Delivery Address and Message fields).
Item Code:
´Select 3DRILL. The description, Quantity (default 1), Output Tax Account, Unit Selling
Price (Exclusive of VAT/GST/Sales Tax if the F7:Exclusive button is active - or Inclusive
of VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed.
´The default selling price for the Debtor Account will be displayed. Make sure that Selling
price 1 is selected for the purposes of this tutorial.
Quantity:
¯Confirm 1. The Exclusive amount (or Inclusive amount, if the F7:Inclusive button is
active), will automatically be multiplied by the quantity entered.
Tax:
¯The default Output Tax account for the stock item will be displayed. When the cursor is
in this field, the Tax Accounts lookup facility will be displayed. Confirm that it is correct
by pressing the Enter key.
Discount:
¯Press the Enter key to keep it at the default 0% discount rate.
´Click on the OK button. TurboCASH will ask you if you wish to print the Quote now.
´Click on the Yes button to print the Quote. Once finished viewing the Quote, click on the Close button of
the Report Viewer screen.
Click on the Close button of the Document Entry screen to exit or close the documents facility.
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F.3.3.2- Confirming a Quote - Converting a Quote to an Invoice
On 7 March 2006, Mr Davies confirms that he wishes to take the Drill Press as quoted on 1 March 2006. We
need to check or Confirm the Quote and convert it to an Invoice.
To convert a Quote to an Invoice:
´Click on the Input - Documents - Confirm menu option or press the Shift and F3 keys. The Confirm
Quotes and Orders screen will be displayed.
´See that the Quotes option is selected in the Document Type section of the screen. The list of your
Quotes will be displayed.

´ Select the applicable Quote for the Debtor.
´ Click on the Add Sel. button. The Quote for the Debtor will be transferred to the Quotes to Convert to
Invoices section of the screen.
´Select the Date on which the Quote was accepted (i.e. 07/03/2006).
´Click on the Convert button. The Quote will be removed from the Quotes to Convert to Invoice list.
´Click on the Cancel button, or press the Esc key.
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Creating an Invoice
F.3.3.3- Creating an Invoice
Once a Quote is converted to an Invoice, check that all the items on the quote are accepted. When accessing
the Invoice documents screen from the Input - Documents - Invoices - Enter menu option and the Debtor is
selected, all available unposted Invoices for that debtor or customer are listed.
F.3.3.3.1- Editing an Invoice Confirmed from a Quote
To Edit an Invoice Converted from a Quote:
´Click on the Input - Documents - Invoices - Enter menu option. (You may also click on the Invoice
icon, or press the F6 key to access the Documents Entry screen). The Document Entry screen will be
displayed. The Invoice, listed on the Document Entry screen, was automatically created when you
have confirmed and converted the Quote to an Invoice.
´Select the Invoice on the list and click on the Edit button. The screen for Invoice Entry is displayed:
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The Quote Number QU000001, which was converted to this Invoice, is displayed in the very last line in
the Message field.
The quantity ordered is the number of stock items the customer requested. The quantity shipped is the
number of items actually supplied. If the quantity ordered and the quantity shipped are not the same, the
difference will appear on the back order report.
´Enter or select the following options:
Your Reference:
· Leave blank, unless the Debtor has supplied you with an Invoice number.
Salesperson:
· Check that Russell is displayed.
Date:
· 07/03/2006 (should be displayed, as it is the date on which the Quote was converted to
an Invoice).
.The items and details of the Quote will be displayed on the Entry fields. Check the quantity and selling
price for the drill is correct. You may edit it, if necessary.
´Click on the OK button. TurboCASH will ask you if you wish to print the Invoice now.
´Click on the Yes button to print the Invoice. Once finished viewing the Invoice, click on the Close button
of the Report Viewer screen.
You are now ready to enter the rest of your Invoices.
F.3.3.3.2- Creating a New Invoice
You are now ready to enter the rest of your Sales:
Salesperson Tracy Salesperson Russell Salesperson Tracy
09/03/2006 Invoice IN000002 10/03/2006 Invoice IN000003 11/03/2006 Invoice IN000004
To: Mr. Smith To: Mr. Davies To: Mr. Smith
2 Compressors 3000.00 1 Compressor 1500.00 2 Drill Presses 2000.00
VAT/GST/Sales Tax 420.00 VAT/GST/Sales Tax 210.00 VAT/GST/Sales Tax 280.00
Total 3420.00 Total 1710.00 Total 2280.00
To create a new Invoice:
If you have click on the Close button of the Document Entry screen to exit or close the documents facility,
you need to do the following:
´Click on the Input - Documents - Invoices - Enter menu option or press the F6 key. The Document
Entry screen will be displayed.
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´Click on the New button. The Debtor Accounts screen is displayed:
´Select the Debtor Account (Mr.Roger Smith)
´Click on the Open or OK button. The screen for Invoice Entry is displayed:
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If you would like to include a longer description than the description field allows you can press the F9 key for
a comment and type in a comment on that line.
´Enter or select the following options:
Your Reference:
· Leave blank, unless the Debtor has supplied you with a reference number.
Salesperson:
´Select Tracy, if not already displayed.
Date:
´Select 09/03/2006.
¯Press the Enter key until you get to the invoice details screen (skip the Address,
Delivery Address and Message fields).
Item Code:
´Select 3COMP. The description, Quantity (default 1), Tax Account, Unit Selling Price
(Exclusive of VAT/GST/Sales Tax if the F7:Exclusive button is active (or Inclusive of
VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed.
Quantity Order
Quantity Ship:
¯Enter 2. The Exclusive amount (or Inclusive amount, if the F7:Inclusive button is active),
will automatically be multiplied by the quantity entered.
Tax:
¯The default Output Tax account for the stock item will be displayed. When the cursor is
in this field, the Tax Accounts lookup facility will be displayed. Confirm that it is correct by
pressing the Enter key.
Discount:
¯Press the Enter key to keep it at the default 0% discount rate.
´Click on the OK button. TurboCASH will ask you if you wish to print the Invoice now.
´Click on the Yes button to print the Invoice. Once finished viewing the Invoice, click on the Close button
of the Report Viewer screen.
¯Enter your Sales to create Invoices IN000003 and IN000004.
´Click on the Close button of the Document Entry screen to exit or close the documents facility.
Once you have completed all your invoices, check to see that you are:
- Selling to the right person.
- Selling at the right date.
- Selling the right item requested.
- Selling the right quantity requested.
- Selling at the right price.
Once all your invoices are correct, you may post or update them to the Ledger.
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Updating your Invoices to the Ledger
F.3.3.4- Updating your Invoices to the Ledger
Since we have not selected the Auto-post documents on print option on the Documents Setup (see
paragraph D.2.5 of MODULE D) we need to post the Invoices manually.
Check all your Purchases (GRN’s) to see that they are correct and have been updated to the ledger, before
you update the Invoices to the ledger.
To Post or Update your Invoices:
´Click on the Input - Update Ledger menu option. (You may also press the F3 shortcut key). The
Update Invoice screen will be displayed.
´Invoices are displayed by default - listing all your Invoice documents. If not, select Invoices.
´Click on the From... To field and select -
From Invoice: IN000001
To: IN000004
´Click on the Update button.
TurboCASH will automatically write up your Sales Journal. It will control Sales, Cost of Sales,
Output VAT/GST/Sales Tax and Stock. The following journals are passed:
DR Debtor (total amount)
CR Sales (net amount - selling price)
CR VAT/GST/Sales Tax (net amount)
DR Cost of Sales (cost price)
CR Stock (cost price)
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These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Sales Journal transactions automatically created when Invoices are posted or updated in the Ledger, in
the traditional T-Accounts format are as follows:
- Debtor Accounts in the Debtor’s Ledger:
- Accounts in the General Ledger:
Debits = Credits
The Debit transactions in the Debtor’s Ledger (i.e. individual Debtor Accounts) is equal to the Credit
transactions in the General Ledger (i.e. Sales and Output VAT/GST/Sales Tax Accounts).
The above transactions only represent the selling prices -
× Amounts (inclusive of VAT/GST/Sales Tax) debited to the individual Debtor’s Accounts
× Amounts (exclusive of VAT/GST/Sales Tax) credited to the Sales Income Account.
× VAT/GST/Sales Tax Amount (tax only) credited to the Output VAT/GST/Sales Tax Account.
The Cost of Sales transactions for cost prices are also automatically generated when Invoices are posted or
updated in the Ledger only if you have -
× Set up the Cost of Sales in the Setup - System Parameters - Stock Information menu option. You
should also specify the Cost of Sales Batch and select the Cost of Sales Account. TurboCASH
calculates Cost of Sales according to either Average Cost or Latest Cost, depending on your selection.
× Cost Prices and Quantities were entered for opening Stock were entered in the Stock Take-on option
on the Input - Adjust Stock menu option and / or
× Posted or updated Purchase documents or Goods Received Notes to the Ledger.
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Updating your Invoices to the Ledger
The Cost of Sales transactions in the Cost of Sales Journal are automatically generated when Invoices are
posted or updated in the Ledger, in the traditional T-Accounts format are as follows:
- Cost of Sales Account:
- Stock Control Account:
Debits = Credits
The Debit transactions in the Cost of Sales account are equal to the Credit transactions in the Stock Control
Account (i.e. Stock Ledger).

Any quantities and cost prices will automatically be updated for all stock items on the invoices.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.3.4- RECEIVING PAYMENTS FROM YOUR DEBTORS
F.3.4.1- Entering Payments from your Debtors
Mr Mike Davies paid 1000.00 against IN000001 for which receipt number 0002 was issued, and Mr Roger
Smith paid 2000.00 for which receipt number 0003 was issued. An example of the receipts is as follows:
Both amounts were deposited on 16/03/2006 using deposit slip no. D5001. The total amount deposited is
3000.00.
An example of the deposit slip is as follows and must be entered in the Receipts Journal:
All the deposits on one deposit slip must have the same reference. This is very important. If this is not done,
bank reconciliation will be difficult, if not impossible.
To enter your Receipts Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Receipts Jnl and click on the Open button. The Receipts Journal screen will be displayed.
¯Enter the receipt for Mr Mike Davies.
Reference: D5001
Date: 16/03/2006
Description: Payment Received - Thank you
Account: 0DAVIE
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the receipt transactions in this
tutorial, we have selected to hide the Tax column in the Setup Options.
Amount: 1000.00 CR
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Entering Payments from your Debtors
An Open Item Selection screen will appear listing all invoices as well as the opening balance for Mr Davies.
´You need to select the invoice which, he is paying, e.g. IN000001. Select the correct amount and press the
Enter key. This links his payment to that invoice. (N.B.: this will only appear in TurboCASH version 3.04
and later.)
If a transaction for a debtor in the receipts journal is linked to an transaction on the Open Item Selection
screen, the transaction will be displayed in a yellow background colour.
¯Now capture the deposit from Mr Roger Smith. Because Mr Smith is not an open-item debtor, you won't
need to link the payment to an invoice.
Reference: D5001
Date: 16/03/2006
Description: Payment Received - Thank you
Account: 0SMITH
Tax: Since No Tax (VAT/GST/Sales Tax) is applicable, to the receipt transactions in this
tutorial, we have selected to hide the Tax column in the Setup Options.
Amount: 2000.00CR
It is important to type something similar to "Payment Received" in the detail column, as this will appear on
the debtor statement and it must be useful information for the debtor.
Do not charge tax on this transaction as you have already charged Output VAT/GST/Sales Tax when you
captured the sale to the debtor.
You have now captured all your receipts for the month and may proceed with posting.
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F.3.4.2- Posting the Receipts Batch
´Click on the F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will create the balancing
entry to the Bank Account.
± The description for the balancing entry is given as "BALANCING ENTRY Receipts Jnl". It is a good idea to
over type this description as it is not very meaningful to an outside auditor or accountant. If you over type
these it will definitely make it easier to trace and reconcile transactions.
¯Over type the description with "Deposit Slips D5000 - D5001" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [Receipts Jnl]. Change this description to Deposits032006
and press the Enter key.
The title for the Batch Entry screen Receipts Jnl - [Receipts Jnl] will change to Receipts Jnl - [Deposits032006].
The alias option allows you to identify a batch by a unique name. You may select a batch type report for a
specific Receipts Journal from the Batch List lookup facility at a later stage. You will also be able to select the
batch by alias or batch name if you need to reverse the posted batch. This will make it easier to identify this
specific Receipts Journal at a later stage (e.g. Deposits for March 2006).
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. deposit slips and /or copies of receipts, etc.) be
attached to this List of the transactions and that it be retained for record and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to credit
the general ledger account (Capital) and the individual debtor accounts, and debit the Bank Account.
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Posting the Receipts Batch
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Receipts Journal transactions in the traditional T-Accounts format are as follows:
- Debtor Accounts in the Debtor’s Ledger:
- Accounts in the General Ledger:
Debits = Credits
The Debit transactions in the General Ledger (i.e. Bank Account and Capital Account) is equal to the Credit
transactions in the Debtors Ledger (i.e. individual Debtor Accounts).

If you did not tick the Consolidate Balancing in the Options for this batch screen, TurboCASH will create
three balancing entries, one for each of the receipt entries made. If you would like this as a consolidated
entry (i.e. one contra entry) then you need to setup the batch as such. To do this click on the F10:Setup icon
and ensure that there is a tick next to “Consolidate Balancing”. Also note that TurboCASH has generated
******** as a reference number in the Reference column for the balancing entries.
DO NOT CHANGE THIS, OTHERWISE THIS ENTRY WILL NOT APPEAR ON YOUR BANK RECONCILIATION.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.3.5- CAPTURING THE REST OF YOUR PAYMENTS
F.3.5.1- Entering the Rest of your Payments
¯Capture the following cheques issued on 31 March 2006 in the Payments Journal:
To enter your Payments Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Payments Jnl and click on the Open button. The Payments Journal screen will be displayed.
¯Enter the following transactions (summary from the cheque counterfoils):
Ref. no. Date Description Account Tax Dr
107 31/03/2006 Rent - April Rent Input VAT/GST/ Sales Tax 570.00
108 31/03/2006 Debbie Smith Salary No Tax 750.00
109 31/03/2006 Petrol - Mercedes-Benz Fuel & Oil No Tax 150.00
110 31/03/2006 Waltons - Paper and pens Stationery Input VAT/GST/ Sales Tax 285.00
111 31/03/2006 Cash Petty Cash - Increase Float Petty Cash No Tax 100.00
After entering all your cheques, the screen should reflect your transactions as follows:
“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales
Tax.
If the “F7: Exclusive” button is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and
will be displayed in the normal or regular font.
You have now captured all your cheques for the month and may proceed with posting.
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Posting the Payments Batch
F.3.5.2- Posting the Payments Batch
To facilitate the easy correction of errors, it is a good idea to reconcile your bank before posting your
Payments and Receipts Journals. If you are working on a network version of TurboCASH you cannot
reconcile unposted items created on the “client machines”.
´Once you have completed entering these cheques, and you are sure they are correct, click on the
F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate balancing entries to the
Input VAT/GST/Sales Tax - Capital Goods and the Input VAT/GST/Sales Tax - Standard Rate and the
Bank Account.
± The description given is "BALANCING ENTRY Payments Jnl". It is a good idea to over type this description
as it is not very meaningful to an outside auditor or accountant. If you over type these it will definitely make
it easier to trace and reconcile transactions.
¯Over type the description with "Payments Cheques 105 - 111" in the description column.
¯Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax - Capital Cheques 105 -
106" in the description column.
¯Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax - Standard Cheques 107 -
111" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [Payments Jnl]. Change this description to Cheques032006
and press the Enter key.
The title for the Batch Entry screen Payments Jnl - [Payments Jnl] will change to Payments Jnl -
[Cheques032006]. The alias option allows you to identify a batch by a unique name. You may select a batch
type report for a specific Payments Journal from the Batch List lookup facility at a later stage. You will also be
able to select the batch by alias or batch name if you need to reverse the posted batch. This will make it easier
to identify this specific Payments Journal at a later stage (e.g. Cheques for March 2006).
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. payment requisitions and / or invoices, slips, etc.
received from suppliers, etc.) be attached to this List of the transactions and that it be retained for record
and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to debit
the individual General Ledger accounts, Input VAT/GST/Sales Tax - Capital Goods and Input
VAT/GST/Sales Tax - Standard Rate accounts, and credit the total of all the cheques to the Bank Account.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Payments Journal transactions in the traditional T-Accounts format are as follows:
- Debit Transactions in the General Ledger:
- Credit Transactions in the General Ledger:
Debits = Credits
The Debit transactions (i.e. Assets + Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit
transactions (i.e. payment transactions from the Bank Account).
Once again, if you want consolidated balancing entries do so by setting up your Payments batch with a tick
next to “Consolidate Balances”.
THE NEXT STEP IS TO RECONCILE YOUR BANK. TURN TO MODULE H TO DO THIS.
188 - TurboCASH - Accounting Made Easy
PETTY CASH PAYMENTS
F.3.6- PETTY CASH PAYMENTS
F.3.6.1- Entering your Petty Cash Payments
For the purposes of this tutorial, we assume that you have paid the following expenses from your petty cash:
To enter your Petty Cash Payment Transactions:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Petty Cash Jnl and click on the Open button. The Petty Cash Journal screen will be displayed.
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Petty Cash Journal as follows:
Contra Account:
´Click on the Lookup button and select the Petty Cash Account - 720.
Contra Account per Line:
´Tick.
Reverse Contra:
· Leave blank.
No Tax:
· Leave blank.
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank.
Amount Entry:
´Tick on Credit.
TurboCASH - Accounting Made Easy - 189
When you balance the batch,
TurboCASH will create the debit entry
to the selected contra account. If you
are VAT/GST/Sales Tax registered,
setup your account exactly as shown,
to ensure accurate reporting.
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
´Once set up; click on the Advanced tab.
´Select the General Ledger option for the Account code lookup type, since you do not need to select Debtor
or Creditor Accounts when you enter transactions for petty cash payments.
´Once set up; click on the OK button.
¯You are now ready to capture your first petty cash voucher.
Ref. No. Date Description Account Tax Amount
PCV001 31/03/2006 Paper from Waltons Stationery Input VAT/GST/ Sales Tax 57.00
PCV002 31/03/2006 Fix a Puncture at ABC Service
Station
Maintenance No Tax 10.00
Capture your petty cash vouchers from your petty cash voucher book or from your requisitions. Use your
petty cash voucher number as the reference number.
Reference: PCV001
Date: 31/03/2006
Description: Waltons Paper
Account: Type 720 or Petty Cash and select the correct Petty Cash account.
Contra Account: Type 230 or Stationery to select the correct account, for this payment.
Tax: Input VAT/GST/Sales Tax - Standard Goods
Amount: 57.00 CR Ensure that the F7:Inclusive icon is reflecting "inclusive".
This should be so as we set the batch to the inclusive mode.
After capturing your first petty cash payment, the Batch Entry screen for the Petty Cash Journal should reflect
as follows:
“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales
Tax.
If the “F7: Exclusive” button is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and
will be displayed in the normal or regular font.
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Entering your Petty Cash Payments
When you enter a transaction and the cursor is in the -
´Account field, you need to select the correct contra account to be credited with the petty cash payment.
This should at all times be the Petty Cash Account.
´Contra Account field, you need to select the correct account to be debited with the petty cash payment.
¯You are now ready to enter your next petty cash voucher no. PCV002.
Reference: PCV002
Date: 31/03/2006
Description: ABC Service Centre - Fix Puncture
Account: Type 720 or Petty Cash and select the correct Petty Cash account.
Contra Account: Type 210020 or Maintenance to select the correct account, for this payment.
Tax: No Tax
Amount: 10.00 CR
After capturing all your petty cash vouchers, the Petty Cash Journal will look as follows:
For the purposes of this tutorial, we will post the batch.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.3.6.2- Posting the Petty Cash Batch
´Once you have completed entering these petty cash vouchers, and you are sure that they are correct, click
on the F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate balancing entries
to the selected contra accounts and the Input VAT/GST/Sales Tax - Standard Rate and the Petty Cash
Account.
± The description given is "BALANCING ENTRY Petty Cash". It is a good idea to over type this description as
it is not very meaningful to an outside auditor or accountant. If you over type these it will definitely make it
easier to trace and reconcile transactions.
¯Over type the description with "Petty Cash Payments PCV001-PCV002" in the description column.
¯Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax-Petty Cash Payments
March 2006" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [Petty Cash]. Change this description to PettyCash032006
and press the Enter key.
The title for the Batch Entry screen Petty Cash - [Petty Cash] will change to Petty Cash - [PettyCash032006] to
indicate that it is the Petty Cash transactions for March 2006.
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. petty cash vouchers and / or invoices, slips, etc.
received from suppliers, etc.) be attached to this List of the transactions and that it be retained for record
and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to debit
the individual General Ledger accounts, Input VAT/GST/Sales Tax - Standard Rate accounts, and credits
the individual entries of all the Petty Cash Vouchers to the Petty Cash Account.
If you have not selected the Consolidate Balancing option in the Options for this batch screen (Setup),
TurboCASH will generate the contra account for each transaction entered in the batch. In this case, the
Petty Cash Batch Entry screen will display the balancing entries as follows:
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Posting the Petty Cash Batch
If this batch were not setup with Contra Account per Line, the transactions would have posted incorrectly as
follows:
DR Stationery 57.00
CR Input VAT/GST/Sales Tax 7.00
CR Petty Cash Account 50.00
This will have an incorrect posting to your VAT/GST/Sales Tax account, where the Input VAT/GST/Sales
Tax is credited instead of debited.
With the Contra Account per Line the transactions are posted correctly as follows:
DR Stationery 50.00
DR Input VAT/GST/Sales Tax 7.00
CR Petty Cash Account 57.00
This will have the correct posting to your VAT/GST/Sales Tax account, where the Input VAT/GST/Sales Tax
is debited to the Input VAT/GST/Sales Tax account.
Always remember that VAT/GST/Sales Tax is taken from the Contra Account.
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Petty Cash Journal transactions in the traditional T-Accounts format are as follows:
- Debit Transactions in the General Ledger:
- Credit Transactions in the General Ledger:
Debits = Credits
The Debit transactions (i.e. Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit transactions
(i.e. payment transactions from the Petty Cash Account).
TurboCASH - Accounting Made Easy - 193
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.3.7- REPEATING TRANSACTIONS
TurboCASH has a Repeating Transactions facility available to enable you to enter transactions, which occur on
a periodic basis. They may be weekly, monthly, quarterly or annually, etc. You may enter the transactions once
and, when due, copy them into the normal batch, edit (if amounts have changed), delete or add an entry. This
facility will save you lots of time. You may identify those transactions in your business and enter them in this
facility. A few examples of these entries are:
± For entry in the General Journal or alternative batch type.
- Depreciation of fixed assets
- Payroll Journals or integration
± For entry in the Payments Journal
- Debit orders to third parties.
± For entry in the Receipts Journal
- Debit orders from third parties
¯For this tutorial assume that you will write-off some depreciation on your fixed assets. You will need to
make out the following entries for your depreciation on 31/03/2006:
Furniture and Equipment: 50.00 per month.
Motor Vehicles: Mercedes-Benz 75.00 per month.
Motor Vehicles: Delivery Van 25.00 per month.
For the Reference we will use DEP0301 (You may use any reference number) - in this case we used the
prefix DEP to indicate Depreciation Journals and 0301 to indicate the first entry for depreciation for the
month of March.
As the reference and the date will be the same and No Tax is applicable for each of these three entries, only
the details you need to capture in the account and amount fields are listed.
F.3.7.1- Entering Repeating Transactions
To enter Repeating Transactions:
´Click on the Edit - Repeating Transactions menu option. The Batch Type screen will be displayed.
´Select the General Jnl batch type and click on the Open button.
To indicate that you have selected a Repeating Batch or Journal, note the following:
1. ***Repeating Transactions*** is displayed after the name of the batch type.
2. No alias for the batch will be displayed in the screen heading (title bar).
3. The transactions lines are displayed in a pink shade as background.
194 - TurboCASH - Accounting Made Easy
Entering Repeating Transactions
´Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:
Set up the Repeating Transactions General Journal for depreciation transactions as follows :
Contra Account:
´Click on the Lookup button and select the Depreciation Account - 205.
Contra Account per Line:
· Leave blank..
No Tax:
´Tick.
Reverse Contra:
· Leave blank.
Increment Reference Number:
´Tick.
Inclusive mode:
´Tick.
Consolidate Balancing:
´Tick.
Repeat Details:
· Leave blank.
Amount Entry:
´Tick on Credit.
´Once setup; click on the Advanced tab.
´Select the General Ledger option for the Account code lookup type, since you do not need to select
Debtor or Creditor Accounts when you enter transactions for depreciation.
´Once setup; click on the OK button.
The Tax column will not be displayed. Since No Tax (VAT/GST/Sales Tax) is applicable, to the depreciation
transactions in this tutorial, we have selected to hide the Tax column in the Advanced Setup Options.
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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
¯You are now ready to capture your first repeating entry transaction.
Reference: DEP0301
Date: 31/03/2006
Description: Depreciation-Furniture and Fittings.
Account: 600/020 Furniture and Fittings - Accumulated Depreciation.
Amount: 50.00 CR
¯Once finished, capture your second entry.
Reference: DEP0302
Date: 31/03/2006
Description: Depreciation-Motor Vehicles-Merc
Account: 610/020 Motor Vehicles - Accumulated Depreciation
Amount: 75.00 CR
¯Once finished, capture your third transaction.
Reference: DEP0303
Date: 31/03/2006
Description: Depreciation-Motor Vehicles-Delivery van
Account: 610/020 Motor Vehicles - Accumulated Depreciation
Amount: 25.00 CR
The Repeating Transactions for General Journal screen should now reflect as follows:
´Click on the F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate a balancing
entry to the Depreciation Contra Account.
± The description for the balancing entry is given as "BALANCING ENTRY General Jnl". It is a good idea to
over type this description as it is not very meaningful to an outside auditor or accountant. If you over type
these it will definitely make it easier to trace and reconcile transactions.
¯Over type the description with "Depreciation Fixed Assets" in the description column.
· Do not over type the ******** as it will indicate that these are contra transactions.
¯Press the Esc key to exit this repeating batch.
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Updating Repeating Transactions
F.3.7.2- Updating Repeating Transactions
To Post or Update the Repeating Transactions Batch:
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the General Jnl and click on the Open button. The General Journal screen will be displayed. Note
that there will be no alias displayed on the screen title bar as this is a normal batch.
´Click on the F9:Process icon and the Process the batch screen will be displayed.
´Select the Repeating Transactions option and click on the OK button. TurboCASH will display the following
screen on the Batch Entry screen:
´Select This Year in the Year field.
´Select the period (month, i.e. March 2006) in which to repeat or copy the transactions.
¯In our example we leave the description blank. You may enter your own, if necessary.
· Leave the New Reference field blank, for the purposes of this tutorial.
´Click on the OK button.
All the transactions you have entered in the repeating Batch Entry for the General Journal will be copied into
the normal batch. The screen in our example should reflect as follows:
The correct period and the description you have entered when you copied this batch will be reflected in the date
and Description fields.
Always check that the amounts are the same before posting this batch. For instance if you have sold your
Mercedes-Benz, you may need to delete the entry for the next months. If you have purchased new assets
you may change the amount or add a new entry. You may do it on this screen, but it is recommended that
you edit your repeating transactions in the Edit - Repeating Transactions menu option to avoid having to
change the same issues every time you wish to update a repeating batch.
If the batch is not balanced or in balance, you need to click on the F5:Balance icon to balance the batch.
´Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch
screen, the Change the Alias screen will reflect [General Jnl]. Change this description to
Depreciation032006 and press the Enter key.
TurboCASH - Accounting Made Easy - 197
If you enter a reference number into the New
Reference number field, the reference numbers will
not be incremented. The reference number entered,
will apply to all repeating transactions which will be
imported or generated into the batch (journal).
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
The title for the Batch Entry screen General Jnl - [General Jnl] will change to General Jnl -
[Depreciation032006]. The alias option allows you to identify a batch by a unique name. You may select a
batch type report for the Depreciation General Journal from the Batch List lookup facility at a later stage. You
will also be able to select the batch by alias or batch name if you need to reverse the posted batch.
´Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in
the batch. It is recommended that the source documents (e.g. working papers, calculation of depreciation,
etc.) be attached to this List of the transactions and that it be retained for record and audit purposes.
´Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will update and post the
transactions to the ledger accounts.
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The General Journal for Depreciation transactions in the traditional T-Accounts format is as follows:
- Debit Transactions in the General Ledger:
- Credit Transactions in the General Ledger:
Debits = Credits
The Debit transactions (i.e. Depreciation Expense Account) are equal to the Credit transactions (i.e.
Accumulated Depreciation Account for each Fixed Asset (e.g. for Furniture & Fittings and Motor Vehicles)).
198 - TurboCASH - Accounting Made Easy
Updating Repeating Transactions
The Accumulated Depreciation Account is a contra Fixed Asset Account, which is used to display the net
value of the Fixed Assets (Cost Price less Accumulated Depreciation).
This should be reported in the Balance Sheet as follows:

This should be reported in the Trial Balance as follows:
Since you have updated your batches, you may generate any of the reports to view what your profits and
losses are and any detailed transactions, etc. and evaluate your business on any of these reports.
TurboCASH - Accounting Made Easy - 199
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.4- IMPORTANT REPORTS
How to display the trial balance, income and expenses report, and a balance sheet are discussed in detail.
Some other reports such as debtor age analysis and debtors statements are detailed. Thereafter, all the reports
for this tutorial are printed. It is a good idea to look through each report, making sure that you understand it.
F.4.1- Trial Balance
Your transactions for the month are now complete and you can obtain a trial balance through TurboCASH.
To generate a Trial Balance:
´Click on the Reports - General Ledger - Trial Balance menu option. (You may also press the Ctrl and T
keys). The Trial Balance Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
From:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the start date from which you wish to include the balances i.e. 01/03/2006.
To:
´Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.
´Select the end date until which you wish to include the balances i.e. 31/03/2006.
Show Sub-accounts:
´Tick this option to view the balances of your sub-accounts. If this option is not ticked, no
sub-accounts will be displayed and a summary of the net values for the main account
will be displayed.
Include Zero Balances:
· Do not tick this option, as we will see only the balances of the accounts we have
entered the opening balances. If this option is ticked, all accounts listed in your chart of
accounts will be displayed and balances will only be displayed for those accounts with
transactions.
Last Year Only:
· Do not tick this option. If you tick this option, only Last Year balances will be displayed.
Unposted Batches:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm, whether you would like to include opening
balances.
´Click on the Yes button. If you have clicked on the No button, you will not be able to view any opening
balances, as we have entered them in the previous financial year in this tutorial.
200 - TurboCASH - Accounting Made Easy
You may select to include the amounts of
unposted batches in the trial balance. If you
select the Unposted Batches option, a tick field
will be activated on which you may select to
view only the amounts entered in unposted
batches.
Trial Balance
If you wish to view last year's figures as comparative figures, you need to select the end date (in the "date to"
field) as 28/02/2007, since the opening balances were entered on 28/02/2006.
When clicking on the OK button for any report, TurboCASH will check for unposted items and display the
number of unposted Batches. You may select to view the details of the unposted batches. This is an
important facility as these transactions will not be included in your reports.
You may select to turn this feature off, or on again, in the No Warning Unposted Special Settings on the
Setup - Preferences - Data Parameters menu option.
The Trial Balance for the selected period is displayed:
.Your profit should be 1140.00
¯Press the Esc key to return to the main menu or click on the Close button in the Trial Balance.
TurboCASH - Accounting Made Easy - 201
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.4.2- Income Statement
The Income and Expenses report will reflect all your Accounts, which were created with a tick in the Income /
Expenses field when you have created the in the Edit - Accounts - General Ledger menu option on the
General Ledger Accounts option.
To generate an Income Statement:
´Click on the Reports - General Ledger - Income Statement menu option. (You may also press the Ctrl
and I keys). The Income Statement Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Account Group 1.
Show Sub-accounts:
· Leave blank.
From:
´Select the start date 01/03/2006.
To:
´Select the end date 31/03/2006.
Show Decimal:
´Tick.
Include Zero Balances:
· Leave blank.
Show Last Year:
· Leave blank.
Show Budget:
· Leave blank.
Show Variance:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm whether you wish to include opening balances.
´Click on the Yes button.
202 - TurboCASH - Accounting Made Easy
Income Statement
The Income and Expense report is displayed:
.Once again, we can see our net profit reflected as 1140.00.
You will note that cheques entered for the Furniture and Fittings and the Petty Cash Advance are not
included in this Statement, as they are balance sheet accounts.
TurboCASH - Accounting Made Easy - 203
Should you wish to list the Expenses
before Income on the Income
Statement, you may select the option
on the Setup - System Parameters -
Financial Categories menu option
to display the Income Statement in
this format.
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.4.3- Balance Sheet
Before you can generate a Balance Sheet, you need to link your Reporting Groups (Account Groups) in the
Setup - System Parameters - Financial Categories menu option to the Financial Categories (Capital, Assets,
Liabilities, Income and Expenses).
To generate a Balance Sheet:
´Click on the Reports - General Ledger - Balance Sheet menu option. (You may also press the Ctrl and
B keys). The Balance Sheet Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Sequence:
´Select Account Group 1.
Show Decimal:
´Tick.
From:
´Select the start date 01/03/2006.
To:
´Select the end date 31/03/2006.
Show Sub-accounts:
· Leave blank.
Include Zero Balances:
· Leave blank.
´Click on the OK button. TurboCASH will ask you to confirm whether you wish to include opening balances.
´Click on the Yes button.
204 - TurboCASH - Accounting Made Easy
Balance Sheet
The Balance Sheet is displayed:
.Once again, we can see our net profit reflected as 1140.00.
This Balance Sheet displays your Total Assets and Total Liabilities. In other words what the business owns
and what it owes to other parties such as owners, Creditors and the Revenue Authorities for VAT/GST/Sales
Tax.
TurboCASH - Accounting Made Easy - 205
Should you wish to list the Liabilities before
Capital on the Balance Sheet, you may select
the option on the Setup - System Parameters -
Financial Categories menu option to display the
Balance Sheet in this format.
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
F.4.4- Debtors Age Analysis
To see who your debtors are and how much and for how long they owe you, you need a debtors age analysis.
This will tell you the amount each debtor owes and for what period i.e. whether for over 30 days, 60 days or 90
days.
To generate a Debtors Age Analysis report:
´Click on the Reports - Debtor - Age Analysis menu option. The Debtor Age Analysis Options screen is
displayed:
´Select the following options:
Send Report To:
´Select Screen.
Show Account Detail:
· Leave blank.
Sort by Name:
´Tick.
Show Transactions:
´Tick.
Ignore Zero Balances:
· Leave blank.
Use Open Item:
· Leave blank.
Show all debtors
· Leave blank.
From Account:
´Select 0DAVIE
To:
´Select 0SMITH
Minimum Amount:
· Leave blank
Reporting Group:
´Select None
Date of Ageing:
´Select 31/03/2006. The month(s ) to dates will automatically be calculated according
to the period increment specified (e.g. 1 as for the purposes of this tutorial).
´Click on the OK button.
.Mr Davies should owe 2650.00 and Mr Smith 4700.00. Report total = 7350.00. This should be equal to the
debtors' control account in the trial balance.
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Reporting Group is only applicable if Debtor
Reporting Groups 1 and / or 2 are created in
the Setup - System Parameters - Groups
menu option and if these groups are linked to
the Debtor Accounts in the Edit - Accounts -
Debtors (Accounting Information) screen.
Debtors Statements
F.4.5- Debtors Statements
At the end of every month you would want to send out statements to all your debtors to remind them of what
they owe you.
To generate Debtors Statements:
´Click on the Reports - Debtor - Statements menu option. The Debtor Statements options screen is
displayed:
´Select the following options:
Send Report To:
´Select Screen.
From Account:
´Select 0DAVIE
To:
´Select 0SMITH
Show Contact Person:
· Leave blank.
Use Open Item:
· Leave blank.
Sort by Name:
´Tick.
Show Tax Transactions:
· Leave blank.
Minimum Amount:
· Leave blank.
Date of Statements:
´Select 31/03/2006. The month(s ) to dates will automatically be calculated
according to the period increment specified (e.g. 1 as for the purposes of this
tutorial).
´Click on the OK button. The Debtor Statements will be displayed.
TurboCASH - Accounting Made Easy - 207
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
You may select to fax the statement, or to send it via e-mail. The configuration of Internet and fax facilities is
not covered here.
You may select to print your statements on to A4 paper (blank or Pink Software’s Pre-printed laser paper) or
Pink Software’s Pre-printed self -carbonated continuous paper. Please call us for further assistance in this
regard.
You could use the minimum amount field to only print statements for debtors owing you over a certain
amount e.g. if you typed 100 in that field, you would only print statements for debtors owing you more than
100.00.
If your debtors are Open Item debtors, Open Item should be ticked.
F.4.6- Other Debtors / Creditors Reports
In addition to the Debtors Age Analysis report and Debtors Statements, you may also print list the details and
print labels of all or a selection of your debtor accounts. You may also print the details of all your transactions
for all or a selection of your debtor accounts.
The following menu options for available reports are also available to manage your creditor accounts:
208 - TurboCASH - Accounting Made Easy
Batch Type Details Report
F.4.7- Batch Type Details Report
TurboCASH also allows you to generate Batch Type Details Report for all your batch types or a specific batch
type (Sales Journal, Purchase Journal, Receipts Journal, Payments Journal, etc.) which you have created in
the Setup - Batch Type menu option. This report will display the detail of all the transactions entered in the
batches for a specific selected period.
To generate a Batch Type Details report:
´Click on the Reports - Batch Type menu option. The Batch Type Report Options screen is displayed:
´Select the following options:
Send Report To:
´Select Screen.
Which Year:
´Select This Year.
Batch Type:
´Select Payments Journal.
Use Periods:
´Tick.
From Reporting Date:
´Select 01/03/2006.
To:
´Select 31/03/2006.
Each Period Separately:
· Leave blank.
Each Batch Separately:
´Tick.
Show Balancing Entries:
´Tick.
Show Contra:
· Leave blank.
´Click on the OK button.
TurboCASH - Accounting Made Easy - 209
MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)
The Batch Type Details Report is displayed:
F.4.8- General Ledger Reports
There are also a host of General Ledger reports available on the Reports - General Ledger menu option to
manage your business activities, performance and transactions.
Generate some of these reports and to see how the transactions are displayed in the Set of Books.
F.4.9- Reports to Manage and Analise Stock, Sales and Purchases
A range of reports are available on the Reports menu to manage, analise and control your stock items, sales
and purchases. You may generate these reports to see how the transactions in this tutorial will be displayed
in the reports.
F.4.9.1- Stock Item Reports
You may generate 6 reports on the Reports - Stock menu to manage and analyse your stock items.
210 - TurboCASH - Accounting Made Easy
Sales Analysis Reports
F.4.9.2- Sales Analysis Reports
You may generate 10 sales analysis reports on the Reports - Sales Analysis menu to analyse the sales
by customer (debtor), salesperson, stock items, groups, etc.
F.4.9.3- Purchase Analysis Reports
You may generate 2 reports on the Reports - Purchase Analysis menu to analyse the purchases by
supplier (creditor) or products (stock items).
TurboCASH - Accounting Made Easy - 211
MODULE G - COMBINING STOCK AND NON-STOCK SALES
IN THIS MODULE
MODULE G - COMBINING STOCK AND NON-STOCK SALES............................................................ 212
G.1- COMBINING STOCK AND NON-STOCK SALES.................................................................................... 214
G.2- SETTING UP A STOCK ITEM FOR SERVICES....................................................................................... 214
G.3- PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS................................................. 215
MODULE G - COMBINING STOCK AND NON-STOCK SALES
G.1- COMBINING STOCK AND NON-STOCK SALES
If you have an industry that controls stock as well as non-stock items, you can still invoice out of the
TurboCASH system. Consider a beauty salon. The beauty salon will sell services (facials, manicures, etc) as
well as stock items (nail polish, hair spray, lipstick, etc.). It would therefore be advantageous to invoice out both
the stock items and the services at the same time and on the same invoice. Examples of other industries, which
sell stock line items as well as non-stock items (e.g. services), are Plumbers, Electricians, Hairdressers, etc.
This chapter requires that Chapter F have been completed. The changes for controlling stock must have been
made to the system; you must know how to create invoices and understand what TurboCASH does when an
invoice is updated to the ledger. In order to create an invoice you must have stock items. We will therefore
create a service stock item without any description, cost, or selling price. The service stock item will then be
used in the invoice to detail the service provided.
G.2- SETTING UP A STOCK ITEM FOR SERVICES
To set up a Stock Item for Services:
´Click on the Edit - Stock Items menu option. The Stock Item screen is displayed:
214 - TurboCASH - Accounting Made Easy
SETTING UP A STOCK ITEM FOR SERVICES
¯Enter and / or select the following information:
Option Description
Stock Code:
¯0.. or enter any code for your service stock item. TurboCASH will ask you if you wish to create
this stock item.
´Click on the Yes button.
Bar Code:
· Leave blank.
Description:
· Leave blank.
Extra Description:
· Leave blank.
Type:
´Default is the standard Stock Item Type. Select the Sales (No Stock ) option.
This will disable the Re-Order Level, Input Tax, Cost of Sales, Stock Control and latest Cost fields.
The Averager Cost, Total Cost and Quantitiy on hand fields or options will also not be applicable.
Re-order Level:
· Option disabled.
Unit Size:
´Select Hours.
Selling Price 1/2/3:
· Leave blank.
Input Tax Account:
· Option disabled.
Output Tax Account:
´Select the Output VAT/GST/Sales Tax.
Stock Group 1 / 2:
· Leave blank.
Sales Account:
´Select 010 - Sales Account.
Cost of Sales Account:
· Option disabled.
Stock Control Account:
· Option disabled.
Latest Cost:
· Option disabled.
Apply Invoice Discount:
· Leave blank.
If you did not select the It is very important to leave the cost price blank. So that, when you create an invoice
using this stock item, TurboCASH automatically updates your debtor, sales, Output VAT/GST/Sales Tax,
cost of sales and stock accounts. As this is not a physical stock item, you do not want the cost of sales and
stock accounts to be updated with a value.
´Click on the OK button to save your changes.
¯Press the Esc key twice to exit or close the Stock Item lookup facility and the Stock Item screen.
G.3- PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS
Now create an invoice for the following sales of goods and services.
03/04/2006 Invoice
IN000005
To: Mr Davies
Repairs to bathroom ceiling 500.00
1 Drill Press 1000.00
VAT/GST/Sales Tax 210.00
Total 1710.00
To create an Invoice:
´Click on the Input - Documents - Invoices - Enter menu option. (You may also press the F6 key or click
on the Invoices icon). The Document Entry screen will be displayed.
TurboCASH - Accounting Made Easy - 215
MODULE G - COMBINING STOCK AND NON-STOCK SALES
´Check that Invoices are displayed as the document type. Click on the New button. The Debtor Accounts
screen will be displayed.
´Select the Debtor - Mr. Mike Davies and click on the OK button. The Invoice screen will be displayed for
Mr. Mike Davies.
¯Your Reference - Enter TS203
´Salesperson - Select Russell, if not already selected.
´Date - Select 03/04/2006.
¯Press the Enter key until you get to the invoice details screen (skip the Address, Delivery Address and
Message fields).
¯First capture the sale of the service using the service stock item:
Item no: 0..
Description: Repairs to ceiling
Unit: Hours.
Qty order: 1
Qty ship: 1
Tax: Output VAT/GST/Sales Tax
Unit excl.: 500.00
Disc%: Leave blank.
Amount incl.: 570.00
If you would like to include a longer description than the description field allows you can press the F9 key for
a comment and type in a comment on that line.
¯On the next line capture the sale of 1 drill.
´Click on the OK button. TurboCASH will ask you if you wish to print the invoice now.
´Click on the Yes button to print the invoice. Once finished viewing the Invoice, click on the Close button
of the Report Viewer screen.
´Click on the Close button of the Document Entry screen to exit or close the documents facility.
¯Press the F3 key to update the invoice to the ledger.
When updating the invoice to the ledger, TurboCASH will update the following accounts:
DR Debtor (total amount of invoice)
CR Sales (total amount less VAT/GST/Sales Tax)
CR VAT/GST/Sales Tax (VAT/GST/Sales Tax amount)
DR Cost of Sales (average cost price of items sold)
CR Stock (average cost price of items sold)
As the cost price of the service stock item is zero, the Cost of Sales and stock accounts will be updated with a
zero cost for that item. This is correct.
216 - TurboCASH - Accounting Made Easy
PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS
These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer
menu option.
The Sales Journal transactions for both the stock item (Drill Press) as well as the services is
automatically generated when Invoices are posted or updated in the Ledger, in the traditional T-Accounts
format are as follows:
- Debtor Accounts in the Debtor’s Ledger:
- Accounts in the General Ledger:
Debits = Credits
The Debit transactions in the Debtor’s Ledger (i.e. individual Debtor Accounts) is equal to the Credit
transactions in the General Ledger (i.e. Sales and Output VAT/GST/Sales Tax Accounts).
Only the Cost of Sales transaction for the cost price of the Drill Press in the Cost of Sales Journal is
automatically generated when the Invoice were posted or updated in the Ledger, in the traditional T-
Accounts format are as follows:
- Cost of Sales Account:
- Stock Control Account:
Debits = Credits
The Debit transactions in the Cost of Sales account are equal to the Credit transactions in the Stock Control
Account (i.e. Stock Ledger).

Any quantities and cost prices will automatically be updated for all stock items on the invoices.
A service stock item can also be used in a purely service-orientated industry for printing out invoices. If this
is the case, it is best to tick "Create Cost of Sales" in the Stock Information Screen.
TurboCASH - Accounting Made Easy - 217
MODULE H - BANK RECONCILIATION
IN THIS MODULE
MODULE H - BANK RECONCILIATION................................................................................................. 218
H.1- INTRODUCTION TO THE BANK RECONCILIATION.............................................................................. 220
H.2- BANK RECONCILIATION IN TurboCASH................................................................................................ 220
H.2.1- Hints when doing the Bank Reconciliation:....................................................................................... 220
H.2.2- Reconciling your Cashbook with Bank Statements........................................................................... 221
H.3- BANK CHARGES...................................................................................................................................... 222
H.4- CHECKING YOUR BANK RECONCILIATION.......................................................................................... 223

MODULE H - BANK RECONCILIATION
H.1- INTRODUCTION TO THE BANK RECONCILIATION
TurboCASH allows you to match your Cash-book with your bank statement. You will always find that the bank
costs and interest paid/received does not appear in your Cash-book. The same applies for debit orders and
electronic payments as well as moneys paid directly into your bank account by your customers or other parties.
This bank reconciliation helps you to identify these transactions and enter them into your general ledger.
The bank reconciliation is carried out for a number of reasons, such as:
- It checks to see that the transactions, which you have entered into TurboCASH, are the same as the
transactions, which went through your bank.
- It checks to see that these transactions which went through the bank are the same as those going through
your TurboCASH program.
- It checks to see whether you or the bank is, in fact, correct.
- It will list all your outstanding cheques and receipts, thus giving you a reconciled bank balance, which would
be the actual amount you would have in the bank, had all your transactions gone through the bank.
For the purposes of this tutorial, you have received the following bank statement:
H.2- BANK RECONCILIATION IN TurboCASH
H.2.1- Hints when doing the Bank Reconciliation:
- Check that you have all the pages and that they run sequentially.
- Use the last day of the month and amount as per the bank statement - this will be your closing date (include
items until) and bank balance.
- Start at the beginning of the bank statement and not in the middle.
- Use a ruler to make it easier to do the reconciliation line by line and "tick" every reconciled item on your
statement.
- If you find an error, go back to your Cash-book and try to correct it immediately. Do not simply carry on
doing the reconciliation.
TurboCASH allows you to do your bank reconciliation even if all your batches have not been posted. You
may post or update your batches after your reconciliation is completed, unless you are working on a “Client
Machine” in a network environment.
220 - TurboCASH - Accounting Made Easy
Reconciling your Cashbook with Bank Statements
H.2.2- Reconciling your Cashbook with Bank Statements
If you have entered any repeating transactions for your payments and receipts batches, copy them to a
normal batch to a normal batch, as they will not be reflected in the above list of Cashbook transactions if
they are not at this stage updated or posted to the ledger. You may update the normal batch once you
completed the bank reconciliation, unless you work on a “Client Machine” in a network environment.
To do a Bank Reconciliation:
´Click on the Reconciliation or click on the Input - Reconcile Bank menu option.
´Select the Cashbook you wish to reconcile, i.e. Current Bank Account.
¯Press the Enter key. The Reconcile Bank Account screen will be displayed.
Include Items Until:
´Select 31/03/2006.
Bank Balance:
¯Enter 8 951.00 (closing balance of your bank statement).
´Click on the OK button and the Reconcile Bank screen displaying the name of your current account will
be displayed listing all your transactions in this Cashbook for the selected period i.e. 01 to 31 March.
These entries represent your unreconciled items.
Before beginning your bank reconciliation you may set up the following functions:
¯ SEARCH: Click on the Search button and a window will appear at the bottom of the Reconcile Bank
Account screen. This allows you to search for an entry by Date, Reference or Amount.
¯ CONSOLIDATE: If you click on this option TurboCASH will consolidate all items with the same reference
number and give you a total (e.g. Reference D5001 - type the reference number in the Search by reference
column and press the Enter key. You will notice that if anyone of the two entries with the same reference
number are selected, they appear highlighted in a different colour and the total i.e. 3000.00 for the entries
appears below the list of unreconciled items in the field “Total Posted Receipt Item”).
TurboCASH - Accounting Made Easy - 221
MODULE H - BANK RECONCILIATION
To Reconcile Items (let us use our tutorial):
¯Type in the reference: D5000 (as per your reference in the Cashbook) and press the Enter key - The
amount (5 000) and entry will be highlighted in a different colour. If your TurboCASH corresponds with
your bank statement, press the Enter key. You will notice that a tick appears next to the entry.
If you can't remember the reference number, you can reconcile by amount. Just click to the amount field and
enter the amount.
TurboCASH will "tick" each reconciled transaction in your Cashbook. Ensure that you mark your bank
statement accordingly.
You are now ready for the next line on your bank statement.
Reference: 106
Amount: 342.00
¯Press the Enter key to tick. Continue until you get to the bank charges.
´Once you are happy that you have “ticked” all possible entries - click on the arrow on the Process button
and select the Apply Reconciled option. All reconciled items will disappear from the list and you will be left
with a list of unreconciled items.
H.3- BANK CHARGES
You would only know what your bank charges are when you actually receive your bank statement from the
bank. Any bank charges that have to be paid must be entered into your "Payments Journal", and only interest
received must be entered into your "Receipts Journal".
It is always a good idea to use a reference number such as "9000" onwards, so as not to overwrite your cheque
numbers or deposit reference numbers. If it may overlap with your cheque or deposit numbers you may wish to
precede the number with “BS” for bank statement.
You now need to go back to your Payments Journal and enter your bank charges. Press the Esc key to exit the
reconciliation. (NB. Before exiting the batch, make sure that you have clicked on the Apply Reconciled option
on the Process button to save the “ticks” and reconcile the ticked items.)
´Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.
´Select the Payments Jnl and click on the Open button. The Payments Journal screen will be displayed.
¯Enter the following transaction:
Reference: BS9000
Date: 31/03/2006
Account: Bank Charges
Tax: Select No Tax for the purposes of this tutorial. VAT/GST/Sales Tax may be applicable
to some charges on your bank statement, if you are registered as a VAT/GST/Sales
Tax vendor.
Amount: 45.00 DR
In practice, it is easier to enter any bank charges, debit orders, interest, etc. into your Payments or Receipts
Journals before starting the reconciliation.
´Balance the batch.
Remember to over type the description “BALANCING ENTRY Payments Jnl” with Bank Charges Bank
Statement 5.
222 - TurboCASH - Accounting Made Easy
BANK CHARGES
´Post the batch.
¯Press the Esc key to exit the batch or journal.
Go back to your bank reconciliation and reconcile your bank charges. The Difference in the bottom right-
hand corner of the Reconcile Bank Account screen should now reflect a nil balance.
Once you have completed your bank reconciliation, you must check that your Cashbook is, in fact, in
balance.
H.4- CHECKING YOUR BANK RECONCILIATION
To generate a Bank Reconciliation report:
´Click on the Reports - Reconciliation menu option.
´Select the Cashbook you wish to reconcile.
´Select the Date as 31/03/2006 to include items until.
¯Enter 8 951.00 as the Bank Balance.
´Click on the OK button. The Cashbook reconciliation report is displayed:
TurboCASH will subtract any unreconciled payments and add any unreconciled receipts from the bank
balance according to the bank statement, thus giving a reconciled balance.
If there is a difference between the reconciled balance and the balance according to TurboCASH, there is an
error, in the “Payments” or the “Receipts” Journals. Search for the error and correct it.
TurboCASH - Accounting Made Easy - 223
MODULE H - BANK RECONCILIATION
Here are only a few examples that can possibly cause a difference:
- Your closing bank balance is incorrectly entered on the Reconcile Bank Account screen (Input - Reconcile
Bank menu option) or on the Reconcile Bank Account report options screen (Reports - Reconciliation
menu option).
- Incorrect date entered ("Include Items Until" field) Reconcile Bank Account report options screen (Reports
- Reconciliation menu option).
- Errors in posting - they should have been detected when your bank reconciliation was done.
If everything else fails you may sometimes have to look at your Cash-book and link up the source documents to
check if you have entered all your transactions correctly. You could also have posted an amount incorrectly e.g.
as 64.00 and entered it as 46.00.
You may need to generate a Cash-book report from the Reports - General Ledger - Transactions menu
option to trace some errors.
If the descriptions “BALANCING ENTRIES Receipts Jnl” and “BALANCING ENTRIES Payments Jnl” were
not changed to a meaningful description such as Deposit Slips D5000 to D5001 and Payments Cheques 105
to 111, it will be difficult to trace any errors. If the description “BALANCING ENTRIES Payments Jnl", has
been changed, to Bank Statement 5 for example, it will be easy to find the applicable statement if needed.
224 - TurboCASH - Accounting Made Easy
MODULE I - BUDGETING
IN THIS MODULE
MODULE I - BUDGETING....................................................................................................................... 225
I.1- BUDGETING.............................................................................................................................................. 227
I.2- ENTERING THE BUDGET FIGURES........................................................................................................ 228
I.3- GENERATING A BUDGET REPORT......................................................................................................... 229

BUDGETING
I.1- BUDGETING
The budget facility is used to enter and edit budget figures in TurboCASH, which can be compared with actual
income and expenses. Budgets are a guide as to what you want to achieve; for instance what income you
expect to generate (sales forecasts and income from other sources) and a plan for your expenses you need to
incur to achieve that income. Budget figures can be flexible so as to take into account seasonal trends in
business.
For the purposes of this tutorial, we need to enter the following budget:
Account
Allocation
Description Annual Monthly
010 Sales 30 000.00 2 500.00
100 Cost of Sales 12000.00 1000.00
200 Bank Charges 300.00 25.00
205 Depreciation 900.00 75.00
210/010 Fuel & Oil 1 200.00 100.00
210/020 Maintenance 1 800.00 150.00
220 Rent 6 600.00 550.00
225 Salaries 6 000.00 500.00
230 Stationery 120.00 10.00
NET PROFIT 1080.00 90.00

The net profit need not be entered into the computer as it has already been worked out automatically.

If you have completed the tutorial for Service Entities (MODULE E), you do not need to enter the cost of
sales figures.
TurboCASH - Accounting Made Easy - 227
MODULE I - BUDGETING
I.2- ENTERING THE BUDGET FIGURES
To enter your Budget figures:
´Click on the Edit - Budgets menu option. The lookup facility screen listing all your available Accounts as
well as the Budget Accounts screen on which you will be entering, or editing your budget figures will be
displayed.
´Select the first account Sales and press the Enter key. The lookup facility will close and the Sales
account number will be displayed in the account field.
¯Enter the Annual amount of –30 000.00 and press the Enter key.
The “–“ will depict a credit. For a debit amount just insert the annual amount without the “–“. The amount will
automatically be divided this amount into 12 months in the debit or credit fields, depending on whether a “–“ or
Credit sign have been entered in the Amount field. Each month can be overwritten so that the budget can be
flexed month by month to accommodate seasonal trends and spending patterns of your business. The system
will keep a running total for you, so that as you are flexing the monthly budget, you can see the effect on the
annual amount.
Opening Balances are for Balance Sheet items with a carried forward balance from the previous year.
´Click on the OK button to save the Budget figure. The lookup facility screen will be displayed and you are
ready to enter your next figure.
Continue on your own using the budget on the previous page until you have completed entering your
budget figures.

You may at any time preview your entries for a specific account by clicking on the Preview button. The
specific account will be viewed on the Budget Performance report.
¯When you are finished entering all your budget figures, press the Esc key or click on the Cancel button.
228 - TurboCASH - Accounting Made Easy
GENERATING A BUDGET REPORT
I.3- GENERATING A BUDGET REPORT
Budget figures are displayed as comparative figures on the Trial Balance, Income Statement and User Reports
(if User Reports were set up to display budget figures). In addition to this, you may also generate a Budget
Performance report.
To generate a Budget Performance report:
´Click on the Reports - General Ledger - Budget Performance menu option. The Budget Performance
Report options screen will be displayed.
´Select the following options:
Send Report To:
´Select either Screen or Printer (you decide).
From Account:
¯Press your Home key (beginning of your Chart of Accounts).
To Account:
¯Press your End key (End of your Chart of Accounts).
From:
´Select the Start Date.
To:
´Select the End Date.
Show Sub-accounts:
´Tick.
Include Zero Balances:
· Leave blank.
´ Click on the OK button to generate the report.
This report shows the actual figures you achieved versus the budget figures you aimed to achieve. This report
is a valuable tool to check expected income against actual sales. I.e. did you make your targets? If your
expenses are more than your budgeted figures, you may look at the spending pattern or maybe curb some
spending. The factors are unique to each business; variances need to be analysed and proactive steps taken to
address them.
TurboCASH - Accounting Made Easy - 229
MODULE J - REPORTS
IN THIS MODULE
MODULE J - REPORTS.......................................................................................................................... 230
J.1- INTRODUCTION TO REPORTS............................................................................................................... 232
J.2- SUMMARY OF STANDARD REPORTS ................................................................................................... 232
J.3- GENERATING REPORTS......................................................................................................................... 232
J.3.1- Send to Screen.................................................................................................................................. 232
J.3.2- Send to Printer................................................................................................................................... 233
J.3.3- Send to File........................................................................................................................................ 233
J.3.4- Send to E-mail................................................................................................................................... 233
J.3.5- Send to Fax........................................................................................................................................ 233
J.4- REPORT WRITER..................................................................................................................................... 234
J.4.1- INTRODUCTION TO USER REPORTS............................................................................................. 234
J.4.2- HOW TO WRITE AN INCOME / EXPENSE REPORT....................................................................... 235
J.4.2.1- Setting up the Report Header........................................................................................................................ 235
J.4.2.2- Setting up the Row Types............................................................................................................................. 236
J.4.2.3- Setting up the Column Headings................................................................................................................... 237
J.4.3- GENERATING THE USER REPORT................................................................................................ 238
MODULE J - REPORTS
J.1- INTRODUCTION TO REPORTS
TurboCASH allows you to generate a wide range of reports, each with various options to select. These reports
are an exceptionally powerful tool for use in managing and controlling all aspects of your business. TurboCASH
can report on your transactions and balances for up to two years (this year and the previous year). Reports are
grouped into the various types. All reports are generated on the Reports main menu option.
J.2- SUMMARY OF STANDARD REPORTS
The following standard reports on the Reports menu option may be generated:
Reports Brief Description
Batch Types Reports on all your transactions entered and updated on the system, for each entry type or for a
specific entry type or specified period. For example, all your sales journal, purchase journal,
general journals, etc. transactions will be grouped together.
Creditor Reports on the age analysis, lists, printing of labels, remittance advises and the detailed
transactions, for all your creditors or a selection of them for a specified period.
Contact Listing Lists of all your contacts.
Debtors Reports on the age analysis, lists, printing of labels, statements and the detailed transactions,
for all your debtors or a selection of them for a specified period.
General Ledger Reports on the budget performance, chart of accounts, cash flow, detailed transactions,
movements and financial statements such as the trial balance, income statement and balance
sheet, for all your accounts or a selection of them for a specified period.
Reconciliation Reports on the bank reconciliation as at a specific end of a period.
Tax Reports can be generated for a specific period for all your Tax (VAT/GST/Sales Tax) or for all or
a specific tax code such as Input VAT/GST/Sales Tax; Output VAT/GST/Sales Tax, Zero rated
VAT/GST/Sales Tax, etc. as well as detailed or received.
User Reports All reports which you have created in the Edit - User Reports menu option.
Document Listing Lists of documents can be generated for each document type.
Stock Reports on the stock activity, back-order, labels, movements, re-order and stock item listing can
be generated to manage your stock items.
Sales Analysis 10 Standard reports may be generated to analyse your stock item sales by customer, product,
salesperson, groups, etc.
Point-of-Sales The point-of-sales cash-up and sales analysis reports may be generated for point-of -sales.
Purchase Analysis Peports on the purchases by product and purchases by supplier may be generated to analyse
your purchases of stock items.
J.3- GENERATING REPORTS
As the principles to generate reports are basically the same on all report option screens, it is a good idea to
discuss the output media (Send Report To) in this chapter. To generate a report, click on the Reports main
menu options and select the specific report you wish to generate. You can generate these any of these reports
on the following mediums:
Send Report To Brief Description
Screen Displays the report on your screen, from where you can page and scroll through the report. You
may also print the report or save it after you have previewed it.
Printer Prints the report directly to the printer specified in the Setup - Preferences - Printer menu option.
File TurboCASH Report Export utility allows you to Save the report in a directory and in certain
formats, you specify.
E-mail Send the report over the Internet as an e-mail message.
Fax Send the report as a Fax to a specified recipient.
J.3.1- Send to Screen
On the top of the report generated on your screen, a row of icons or command buttons is displayed. At the
bottom of the screen the length of the report, as well as the current page displayed on your screen are shown.
By clicking on the First, Previous, Next and Last icon you can page through your report. You may also use
the horizontal and vertical scroll bars to view the rest of the current page.
If you click on the Print button, the Select the Printer screen will be displayed. The printer you have selected in
the Setup - Preferences - Printer menu option will be displayed. You may select any other available printer on
your system, by clicking on the drop-down list. You may also select the number of copies of the generated
report to be printed on this screen.
232 - TurboCASH - Accounting Made Easy
Send to Screen
When you click on the OK button, the selected printer displayed on the screen will print the report. If you click
on the Save icon (second command button), The TurboCASH Export Report screen will be displayed.
On this screen you can specify the Directory, the name for your report and the file type or format in which you
wish to save your report. The following file types or formats are available to save your report in:
File Type File Extension
Html (Hypertext Mark-up Language) *.htm
Text .*txt
Comma Separate Value *.csv
Rich Text *.RTF
Microsoft Excel .xls
Windows Metafile *Wmf
You may also have other available file types or formats on your system, depending on the other software
that you have installed on your system, such as Lotus, etc.
When you are finished to look at the report on screen, printed or saved it on your system, you may close the
report by clicking on the Close icon or on the Close button on the top right-hand corner of your screen. You
may also press the Esc key on your keyboard.
The benefit of printing and saving a report from this screen is that you first view your reports on screen to make
sure that you have selected the correct options. It could be a good idea to print and save from this option until
you are used to the various options to select.
J.3.2- Send to Printer
If you have selected the Send To Printer option and you click on the OK button, the report will be printed
automatically by the printer you have selected in the Setup - Preferences - Printer menu option, without
having a chance to preview the report. If you wish to print more than one copy of the report, you may select the
number of copies to be printed before you click on the OK button. For all the other report output options, you
cannot select the number of copies, since they will only be generated in 1 copy.
J.3.3- Send to File
If you have selected the "Send To" File option and you click on the OK button, the very same TurboCASH
Report Export screen as discussed above will be displayed. You will not be able to preview the report before
you can save it.
J.3.4- Send to E-mail
If you have selected the Send to E-mail option and you click on the OK button, the Sending E-mail and Fax
Report screen will be displayed. Your e-mail should already be set up in the Setup - Internet menu option.
Enter the subject and select the e-mail address from your address book and click on the Send button.
J.3.5- Send to Fax
If you have selected the Send to Fax option and you click on the OK button, the Sending E-mail and Fax
Report screen will be displayed. Your Fax drivers should already be set up in your Windows operating system.
TurboCASH has also included i.efax Setup and Drivers on the TurboCASH installation wizard and on a folder
on the installation CD.
In addition to these reports and those user reports, which you can use, you also have the further option as to
export these reports or data in these reports via the Export utility to further analyse your data in spreadsheets,
word processing, presentation programs, etc. You can use the reports and exported data to draft powerful
presentations, business plans, etc.
TurboCASH - Accounting Made Easy - 233
MODULE J - REPORTS
J.4- REPORT WRITER
J.4.1- INTRODUCTION TO USER REPORTS
In addition to the standard reports, which TurboCASH provide on the Reports menu option, you may use the
powerful facility to create and customise your own reports to meet your specific requirements. The Report
Writer, if used correctly, can supply you with information such as:
- Balance sheets,
- Income statements,
- Profit and Loss reports tailored to meet your requirements,
- Quarterly reports,
- Half yearly reports,
- Monthly income statements,
- This year versus last year comparisons,
- Budget versus actual comparisons, and a host of others.
The Report Writer allows for up to 15 columns if you are using wide paper and 7 columns if you are using A4
paper. The Report Writer works similarly to a Lotus spreadsheet, whereby you have columns and rows. Values,
formulae and references may be entered into cells. The columns are numbered from “A” to “H” (if 7 columns are
required) and “A” to “O” for the wider paper. The number of rows is infinite.
It is important that you plan your reports carefully to ensure that the correct reports are generated. An example
of a quarterly report is as follows:
234 - TurboCASH - Accounting Made Easy
HOW TO WRITE AN INCOME / EXPENSE REPORT
J.4.2- HOW TO WRITE AN INCOME / EXPENSE REPORT
If you have ranged your accounts using the Groups Facilities in the Setup menu, then numerous reports may be
written.
To write an Income / Expenses report:
´Click on the Edit - User Reports menu option.
´Select “New” - if you are writing a new report from the Select a user report screen and click on the OK
button. The Report Writer screen is displayed:
While designing the user report, you may at any time click on the Review button on the Report Writer screen
to view the layout, etc.
J.4.2.1- Setting up the Report Header
The first step is to define the Report Header. The report header will display the headings and the number of
columns as well as the number of decimals to be displayed in the report.
¯ Enter the following:
Field Description
Report name
¯ Enter Inc&Exp as the name of the report. You will use this name to generate the user report
or select this name if you need to delete the user report.
Report title 1
¯ Enter the main heading e.g. “Income & Expense Report”.
Report title 2
¯ This is your sub-heading e.g. “for the period ending #E”, the #E will mean that TurboCASH
will recognise the date you require when you print your report.
No of Columns
¯ Enter 2 for the purposes of this tutorial.
Display Decimals
´ Select to display the decimals of any amounts and percentages on the user report.
Compress Print
· Leave blank
TurboCASH - Accounting Made Easy - 235
MODULE J - REPORTS
J.4.2.2- Setting up the Row Types
Once finished with the Report Header, the cursor is in the Row Type field. The following screen is displayed on
which you need to select the type (properties) for each row.
Since you will need to select the properties for each of the rows, the properties for each row is briefly
discussed.
Row Type Description
Account The Accounts lookup facility will be displayed on which you need to select an account.
Any balances, budgets, etc. for the selected account will be displayed in each of the
columns of the selected row.
Blank The entire row will be blank.
Column Line A line as specified as a _ (single line) or as a = (double line) will be displayed in each of
the columns of the selected row.
Group 1 and
Group 2
Only the total balances, budget figures of all accounts linked to Account Group 1 or
Account Group 2 will be displayed.
Group 1 Detail
and Group 1
Detail
The individual balances, budget figures of all accounts linked to Account Group 1 or
Account Group 2 will be displayed. Each account will be listed on the User Report.
Single Line A line as specified as a _ (single line) or as a = (double line) will be displayed right
across the entire report of the selected row.
Text The text entered will be displayed as a label on the left-hand side of the report.
´ Select and enter the following for the rows to be displayed in the Income and Expense Report for the
purposes of this tutorial:
Ro
w
Row Type Description Column A Column B
1 Text
¯ Enter Income
2 Account
´ Select Sales Account
3 Account
´ Select Cost of Sales Account
4 Column Line
¯ Enter =
5 Text
¯ Enter Gross Profit
A2+A3 B2+B3
6 Text
¯ Enter Less Expenses
7 Group Detail 1
´ Select Expenses
8 Column Line
¯ Enter _
9 Text
¯ Enter Total Expenses
A7 B7
10 Column Line
¯ Enter _
11 Text
¯ Enter Net Profit
A5+A9 B5+B9
12 Column Line
¯ Enter =
Once you are finished to define the rows, you need to set the properties for each of the columns. For the
purposes of this tutorial, we have selected 2 columns. In the first column (Column A), we wish to display the
actual income and expenses and in the second column (Column B), we wish to display the budget figures as
entered in the Edit - Budgets menu option (see MODULE I).
236 - TurboCASH - Accounting Made Easy
Setting up the Column Headings
J.4.2.3- Setting up the Column Headings
When the cursor is placed in Column A, the Column Header for Column A will be displayed: Select and enter
the following for Column A:
Field Description
Column Type
´ Select This Year
Column Header
¯ Enter Actual in the first column and 2006/2007 in the adjacent field.
Method
´ “Absolute or Relative”, select Absolute. Absolute returns the balances for the months
specified, irrespective of the date of the report.

Relative is dependent on the date specified for the report.
Date from
To
´ Select the date (accounting period) From and To on the Periods lookup facility. Note
that if "Relative" was selected, you cannot select the dates (accounting periods).

If relative is selected, the Date from and To fields will be displayed as Relative from
and To. In this case you need to enter 0 in both the Relative from and To fields, which
refers to the current month of the specified date. –11 (11 prefixed with a minus sign)
refers to 12 months to the date specified.

When the cursor is placed in Column B, the Column Header for Column B will be displayed. Select and enter
the following for Column B:
Field Description
Column Type
´ Select Budget
Column Header
¯ Enter Budget in the first column and 2006/2007 in the adjacent field.
Method
´ “Absolute or Relative”, select Absolute. Absolute returns the balances for the months
specified, irrespective of the date of the report.

Relative is dependent on the date specified for the report.
Date from
To
´ Select the date (accounting period) From and To on the Periods lookup facility. Note
that if "Relative" was selected, you cannot select the dates (accounting periods).

If relative is selected, the Date from and To fields will be displayed as Relative from
and To. In this case you need to enter 0 in both the Relative from and To fields,
which refers to the current month of the specified date. –11 (11 prefixed with a minus
sign) refers to 12 months to the date specified.
TurboCASH - Accounting Made Easy - 237
MODULE J - REPORTS
J.4.3- GENERATING THE USER REPORT
If you have ranged your accounts using the Groups Facilities in the Setup menu, then numerous reports may be
written.
To print your User Report:
´ Click on the Reports - User Reports menu option.
´ Select “Inc & Exp.” on the Select a Report screen.
´ Select 31/03/2006 as the Date of Report.
´ Select either Screen or Printer (if a printout is required).
´ Click on the OK button and your report will be generated. TurboCASH will calculate all your columns and
rows automatically. The Income and Expense Report as per example in this tutorial should reflect as
follows:
In this example, the Net Profit should at any stage balance with the Income Statement if generated in the
Reports - General Ledger - Income Statement menu option.
238 - TurboCASH - Accounting Made Easy
MODULE K - LIST OF SHORTCUT KEYS
IN THIS MODULE
MODULE K - LIST OF SHORTCUT KEYS............................................................................................ 239
K.1- Function Keys on the TurboCASH Main Program..................................................................................... 241
K.2- Function Keys on the Batch Entry Screens............................................................................................... 241
K.3- Function Keys on the Document Entry Screens........................................................................................ 241
K.4- Shift and Function Keys............................................................................................................................. 241
K.5- Alt and Function Keys............................................................................................................................... 241
K.6- Ctrl and Function Keys ............................................................................................................................. 242
K.7- Ctrl and Alphabetical Character Keys........................................................................................................ 242
K.8- Ctrl and Alt Keys and Alphabetical Character Keys................................................................................... 242
Function Keys on the TurboCASH Main Program
K.1- Function Keys on the TurboCASH Main Program
Key Description Menu Option Function
F1 Help Help Access the Help files.
F2 Batch Entry Input - Batch Entries Enter transactions in your respective Batch Types.
F3 Update Ledger Input - Update Ledger Update Invoices, Credit Notes, Purchases and Supplier
Returns.
F4 Calculator Tools - Calculator Access the Calculator.
F5 Company Info Setup - System Parameters -
Company Info
Enter or edit information regarding the company and to
set defaults for the company.
F6 Invoices Input - Documents - Invoices -
Enter
The Invoicing screen will be displayed on which you may
start processing invoices. You may also select to process
any of the following documents:
- Credit Notes
- Purchase
- Supplier Returns
- Quotes
- Orders
F10 Creation Wizard File - Create Set of Books Launches the Creation Wizard screen on which you may
select an option to create, copy, or convert a Set of
Books.
F11 Close Set of Books File - Close Set of Books Close an open Set of Books.
Invoicing - You may also press the Spacebar on your keyboard, to launch the Invoicing screen, provided
that no other screens are open or active in TurboCASH.
K.2- Function Keys on the Batch Entry Screens
Key Description Function
F5 Balance Balance the Batch
F6 Post Post the Batch
F7 Exclusive / Inclusive Enter VAT/GST/Sales Tax Exclusive or Inclusive
F8 List List the Batch
F9 Process Process the Batch
F10 Setup Setup entry defaults for the batch.

K.3- Function Keys on the Document Entry Screens
Key Description Function
F7 Exclusive / Inclusive Enter VAT/GST/Sales Tax Exclusive or Inclusive
F8 Discount To enter Discount
F9 Comment Insert a Comment.
F10 Delete All Delete all the transactions entered in the document.
F11 Copy Copy the transactions from a selected invoice.
K.4- Shift and Function Keys
Key Description Menu Option Function
F3 Confirm Input - Documents - Confirm Options to Confirm Quotes and Orders.
K.5- Alt and Function Keys
Key Description Menu Option Function
F4 Exit TurboCASH File - Exit TurboCASH Exits your TurboCASH program.
F5 Credit Notes Input - Documents - Credit Notes Enter transactions on Credit Notes
F7 Orders Input - Documents - Orders Enter transactions on Orders
F8 Purchases Input - Documents - Purchases Enter transactions on Purchases
F9 Quotes Input - Documents - Quotes Enter transactions on Quotes
F10 Supplier Returns Input - Documents - Supplier Returns Enter transactions on Supplier Returns
TurboCASH - Accounting Made Easy - 241
MODULE K - LIST OF SHORTCUT KEYS
K.6- Ctrl and Function Keys
Key Description Menu Option Function
F3 Search Tools - Search Launches the Investigator to search for data in a Set of Books.
F7 POS Invoice
Input - Documents -
POS Invoice
To start processing Point-of-Sale invoices.
F10
Delete a Set of
Books
File - Delete Set of
Books
To permanently remove a selected Set of Books from your
System.
K.7- Ctrl and Alphabetical Character Keys
Key Description Menu Option Function
B Balance Sheet Reports - General Ledger -
Balance Sheet.
Options to generate a Balance Sheet.
E General Ledger
Transactions
Reports - General Ledger -
Transactions
Options to generate General Ledger Transactions.
I Income Statement Reports - General Ledger -
Income Statement
Options to generate an Income Statement.
L Open Item Link Input - Open Item Link Options to link receipts to specific invoices for Debtors
and payments for Creditors to certain supplier invoices or
purchases.
R Reconcile Bank Input - Reconcile Bank Perform the Bank Reconciliation.
S Save As File - Save As Save your Set of Books in a selected directory or
location.
T Trial Balance Reports - General Ledger -
Trial Balance
Options to generate a Trial Balance.
K.8- Ctrl and Alt Keys and Alphabetical Character Keys
The following keys have been assigned to generate Sales Analysis Reports. While keeping the Ctrl and Alt keys
down, you also need to press the R and A keys followed by the following keys:

Key Description
C Sales by Customer
G Sales by Group
P Sales by Product
S Sales by Salesperson
242 - TurboCASH - Accounting Made Easy

With thanks to: Philip Copeman Pieter Valentijn (Delphidreams) Malcolm Cheyne (TurboCASH Australia) Sylvain Ntumba Faizel Razak Sylvain Mboumba The staff of Liandor Trust ISBN 0-620-30923-7 Tutorial: Dan Van Zyl 1 July 2006

This document contains proprietary information that is protected by copyright law. All rights are reserved. No part of this document may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any form or by any means, that is electronic, mechanical, magnetic, optical, chemical, manual or otherwise, in whole or in part, without the prior written consent of Philip Copeman.

WELCOME to TurboCASH
Thank you for choosing the TurboCASH 3.7 program. This program is easy to use, but an exceptionally powerful accounting program. This program allows you to set up your accounting system according to your own requirements. TurboCASH 3.7 can be customised to accommodate virtually any business’ requirements. The program is so versatile, that, if your business expands and you change to another form of ownership, (e.g., from sole proprietor to partnership, close corporation or company) or even if need to you register or de-register for VAT/GST/Sales Tax, TurboCASH can accommodate these changes with ease.

The key to the TurboCASH program is in the setting up of the parameters. Failure to set up the program correctly will yield incorrect results. If you are unfamiliar with TurboCASH, please use one of the preset examples rather than creating your own Set of Books. If you have never used TurboCASH before, time would be well spent doing the Handyman tutorial before launching into your own Set of Books. When TurboCASH is set up correctly, you, as the user, will enjoy the benefits of increased financial control of your enterprise. Each business entity is different from the next. It is for this reason that the TurboCASH program was developed with built-in flexibility. In this book we will be tackling three types of businesses, namely: 1. Businesses, which do not control stock or need to print invoices from the program. 2. Businesses, which do control stock and will, therefore, be creating Invoices and Purchase documents (Goods Received Notes) through the program. 3. Businesses, which do control stock as well as non-stock items. Such as a beauty salon, which sells stock items such as lipsticks and moisturisers, and will also charge for services such as facials, on the same invoice. We strongly recommend that you work through the tutorial in the book to familiarise yourself with the TurboCASH program, the thinking and the concepts behind it. We have included the following Sets of Books on the TurboCASH installation CD, which will be installed, on your system:  HANDYMAN–A–SA - This is a Set of Books in which the transactions in MODULE E of this tutorial is posted and updated. You may use this Set of Books to generate reports to check that you have worked correctly through the Chapters in Modules C to E.  HANDYMAN–B–SA - This is the same as for HANDYMAN–A–SA or HANDYMAN–C–SA. The transactions are entered into the batches, but is not updated or posted to the ledger.  HANDYMAN–C–SA - This is a Set of Books in which the transactions in MODULE F of this tutorial is posted and updated. You may use this Set of Books to generate reports to check that you have worked correctly through the Chapters in Modules C, D and F. If you are not registered for VAT/GST/Sales Tax, the following tutorials are available: ● Accounting Made Easy - No Tax
● ●

Tutorial for Retail Entities - No Tax Totorial for Service Entities - No Tax

HOW TO USE THIS BOOK
The book starts with a table of contents, which can be used as a quick reference to the relevant page/s. This is a step by step guide to performing all the actions associated with TurboCASH. In order to facilitate quick referencing, the table of contents is comprehensively numbered.

To access more detailed information, on any topic in this book, or on any other issue in the TurboCASH program, you may click on the key on your keyboard to access the Help Files in the TurboCASH program. This book is divided into the following 11 modules:

 MODULE A – Introduction to accounting and accounting principles.  MODULE B – Installing, registering and working with TurboCASH. For the established users of TurboCASH
these Chapters may be skipped.

 MODULE C – Backing up and restoring your data in the event of mistakes or hardware failures.  MODULE D – Creating a Set of Books, set up and creating your chart of accounts, debtor and creditor
accounts as well as creating tax accounts.

 MODULE E – This is a work-through tutorial, providing “hands-on” knowledge of the TurboCASH system for
how to run a business, which does not control stock, i.e. service entities.

 MODULE F – This is a work-through tutorial, providing “hands-on” knowledge of the TurboCASH system for
how to run a business, which does control stock, i.e. retail entities.

 MODULE G – This is a work-through tutorial, providing “hands-on” knowledge of the TurboCASH system for
how to run a business, which sell stock items and service stock items (e.g. consulting, labour, etc.).

 MODULE H – This is a working tutorial describing the Bank Reconciliation based on the data you have
entered in the payments and receipts batches (journals) or the current bank account in MODULE E or MODULE F.

 MODULE I – This is a working tutorial of how to enter budgets and to generate reports to view your budget
figures. These budget figures are used as comparative figures on the budget performance report, income statement, trial balance, user reports, etc. compare your actual income and expenses against the budgeted figures.

 MODULE J – All available reports are listed and how to generate these reports. The reports from the tutorials
are also included with each tutorial so that you may check your reports after having completed the tutorials. In Chapter 4 of this MODULE, describes the report writer facility.

 MODULE K – This MODULE lists the basic keyboard shortcuts for those users who prefers to use the
keyboard instead of the mouse to get around TurboCASH.

The set up of a new Set of Books is dealt with in MODULE D and this MODULE is relevant to tutorials in Modules E and F. MODULE D is a very important as it describes setting up the system information, general ledger accounts, debtors and creditors for all types of businesses. Once you have completed MODULE D, you need to choose MODULE E (for Service Entities) or MODULE F (for Retail Entities), whichever is closest to your needs.

If you need to combine services (e.g. labour, consulting, etc.) with your stock items on the same invoice, you need to work through Chapter F4 of MODULE F. Once you have worked through MODULES E or F you may proceed to with MODULE H describing the Bank Reconciliation in TurboCASH. MODULE I describes how to use the Budget Facility in TurboCASH. The book has been structured in such a way that if you follow the step by step procedures, you will be able to run your company’s Set of Books with TurboCASH. The Chart of Accounts represented in this book is a basic generalised one. You should not use Handyman as a basis for you business, but rather the local set of Book supplied on your CD or Download. It is up to you to expand and change the Chart of Accounts as per your particular business requirements (for example, you may need an account called “commissions paid”).

 Next action or step. Financial Reports. Setup. Invoicing. If you are interested in a work shop in your area contact philip@pinksoft. Inadequate knowledge of the program 3. VAT returns. Please feel free to contact TurboCASH to inquire about these workshops at:    Cape Town . Debtors Statements. etc.co. i. Inadequate setting up of the program 2.yolanda@pinksoft.inaccurate data capture (finger problems!) Workshops for TurboCASH Users Beginner Workshops are held regularly in the major centres. we will develop these on demand. We will develop workshops in your area as fast as we can. Most of all . Batch Entry. In our experience 95% of all TurboCASH problems are caused by: 1.co.za .  Enter or press a key on the keyboard.If you want a Workshop in your area.co. trying to find a mistake afterwards can be difficult. edit or to perform a specific action. The duration is 3 hours and it covers basics of TurboCASH installation and usage. Inadequate computer hardware 4.za Johannesburg .  Click or select using the mouse. The following icons have been placed in the text for your convenience:  Create.za Other areas . Bank Reconciliation.louisa@pinksoft.e.Work as carefully and as accurately as possible.  Leave a field blank. Go to the next field.

...................................................................................................................2.Income Statement .........2..........................2.6.......................1................................ 34 B..............................................................................................................THE ACCOUNTING PROCESS...................STARTING AND REGISTERING TurboCASH ....................................1...................................2..............INTRODUCTION . 14 A................................1...Computerised System...............................Balance Sheet Accounts on the Chart of Accounts.... 32 B...............................1................ 34 B............2........................................2. 29 B............................MAIN CLASSIFICATION OF ACCOUNTS / FINANCIAL CATEGORIES........3............................................................................Company Information.............TRANSACTION LIST ....Accounting Equation .....................4......................... 11 A....1..................................................1.............................................3...........................2.............................METHODS OF RECORDING....................4................................................2....1............................................................. 32 B........................ B..........................3........................................................1...........................................................Title bar on the TurboCASH program.............................................................3...............................................4.............................................................................2............................5.......................................................... 30 Accounting Made Easy...........5.........2....2................................................Documents................................................3B..................Payments Journal............3................................4...................THE STRUCTURE OF TurboCASH.........1...........1...................................... B.......................................5.1........1.........5.1............General Journal................Setting up your Batches..............2.............................BASIC ACCOUNTING PRINCIPLES........................2..............................................................................................................UPDATING TurboCASH .................................3............. B.......Transactions............................................. 23 A......................Accounting Equation ................. 23 A...........4..........WORKING IN TurboCASH.........................2.....2............ 34 B........................................................26 B..Title bar on various screens in the TurboCASH program ..................................................2...........................INTRODUCTION TO ACCOUNTING....1....................................................................1.....................Cash-Book.......................4.........3..................................................................6......................... 32 B....................................1....................................................................4.......................Balance Sheet ......5.............................................. 32 B............3..... 19 A..............................7..................Sales Journal............... 17 A.............................................Autorun Installation ...1.................2........................................................ 30 B....INTRODUCTION TO TurboCASH......................1.......1.....................................Purchases Journal..........................THE LEDGER..........2B............. 16 A....8.......... 42 B...............If the Set-up Program does not initiate automatically........ 32 B........................................Stock Items...........................................................................1.4.....................................THE TurboCASH PROGRAM................................................................................................... 21 A..............................1..........................................................Starting TurboCASH.........2.................. 35 B..................................2................................................... 35 B.................................... A......1....................5..................................TurboCASH FEATURES........1.....ENTERING TRANSACTIONS IN A BATCH (JOURNAL)...............................5.............................6..........................1..........2.......1...................................... 33 B..1.......1.......4Get Started Easily........2..................3.....................................................................................ACCOUNTING PROCESS IN TurboCASH.........3.......................6... 32 B...........................4................................................1....3...................................2......1..................4.BATCH ENTRY .......................... B.....Manual System...... 34 B...............1... B..3..........5......................What are Debits and Credits?...1B......1..................................................... 42 .................................Posting to the Ledger.................................................................. 18 A.......................2....................2..............Income / Expense Accounts on the Chart of Accounts.....2.................1..................................... 32 B........DEBITS AND CREDITS .......1....USING A COMPUTER IN ACCOUNTING...1..........................................................2......................................... 42 B......... 18 A......................... 30 Comprehensive Reporting.................5.CHARTS OF ACCOUNTS in TurboCASH.....2........................... 30 B.......DEBITS AND CREDITS..............................5................................ 32 B.4.......2.............3.................... 15 A................. 31 B........... 36 36 36 37 37 38 39 39 40 41 41 B...........................2.......................................3.Accounting Equation .. 18 A.......HARDWARE AND SOFTWARE REQUIREMENTS..........................................................4......DUAL ENTRY SYSTEM ....................................Balance Sheet...2.... 16 A..............................................................................................INSTALLING TurboCASH ...1.......................... B..........2................................... 34 B.......4...........1.................................. 17 A................... B.....................................................1...................1............. 16 A................1..1..............................................................Accounting Periods.......................20 A.................................................6.Receipts Journal................1..............2..........................................6.........Account Groups for Financial Categories ................................. 29 B................... 30 Powerful.......................4..................7.........1.....................1............... B............... A........6.................................. 13 13 13 13 A..............................2.............................................................................................. Defaults and Settings...............................BASICS in TurboCASH...........................3.. 22 A....................DOWNLOAD TurboCASH OR ORDER TurboCASH CD’s?.1...........6......................... 19 A.........TABLE OF CONTENTS MODULE A ........... 17 A......................................................1....1..2..............................1.....................Dual Entry System........................................................................................................................................................................................................................1.............................................................6..........2.............Income Statement ...............................2...... 21 A........ A..................................Income Statement and Balance Sheet.ACCOUNTING PRINCIPLES...CONTROL ACCOUNTS..4......................................................................Registering TurboCASH ....................................1...4..............................THE TurboCASH PROGRAM..........GROUPS/CLASSIFICATION OF FINANCIAL CATEGORIES...........................1..........................Sets of Books...............................................................................1.. 35 B.5.................................. 25 MODULE B ....................................................................2.......................................................................2........................3.....................5........................................................................2.............MANUAL VERSUS COMPUTERISED ACCOUNTING SYSTEMS.................................1..INSTALLING AND REGISTERING TurboCASH...2.......................................Accounts .............................................2.................................................. B...............................................................1...................................2.................. 19 A............................6..........2.Account Groups for Financial Categories ...Title bar ...............1.... 35 B..................................................1.............1............... B......................

................... 66 D.......4B.............................TurboCASH BACKUP....USING SEARCH OR LOOKUP FACILITIES ............. B.. 50 Arrow Keys................. 74 D...................Speed Toolbar....................................................5..............................B..........................5B....................................................2......5.........................1........................ 73 D...............................1............ 50 Tick Boxes...... 74 Colours ...........................................................5................3..................................3.........................................4... 76 Reporting Dates...........3.............................................................................3.....5................. 64 MODULE D ........................... Back / Next and Finish Buttons......................................... 42 43 43 43 44 45 46 B.............3.................................4B..........................................................4Colours................................................................... 48 B..............................2.................................5.....................3............................................1.......EXE FILE ........1......2..............................Switching to other Programs on your Desktop................................................................. 50 B.......................................................................................7.................................2................Speed Buttons or Icons...........6............................. 59 C....5...............5..................Resizing of Screens on your Desktop...........................................................5..........5...........................................................1...........................................................1......3.5..............Theme..................................................5D............................50 Moving between Fields on Screens when entering Data..................................................................5....................................................................................................................................................................................................2.............BACKUP A SET OF BOOKS...5............ 57 C.............................................................................................................................................. 54 MODULE C .......................................... 48 B........... 74 Printer................Menu bar ...................SELECTING THE BATCH TYPE......6..........................................................................ZIP FILE.............................................................................................................................1.......................................7D..............................................................6................2D..SYSTEM PARAMETERS........4..2B....... Tools Menu...............3B................5.............Theme Style..3.........1...........................5D..3...........................8D.................................................... 72 D...............................................................................2...........................2................................................................6......9Access Control................... Setup Menu............................ 70 D.....................................................................................4..............................1.................................... 51 Theme Style..............................2.................1.....4.......GETTING HELP IN TurboCASH.....................................1...7..................TurboCASH BACKUP...........SETUP ................................................................................................. Input Menu .................................................... Edit Menu .....6Backup Path.....4..................3...5...................THE BATCH ENTRY SCREEN..............................3.6.............................................................5......1............3....... 54 B.......2....................1..................1............................................... 74 Define Labels.............................................7................. 76 Groups...............2.......................................................... 51 Select Language....................... 51 B........3............................CREATING A SET OF BOOKS AND SETUP.............................................................1.........Column Headings and Rows...........Batch Type......................................................................................................2....................................................... 76 Statements.....................Reporting Dates ....3...ENTER BASIC INFORMATION AND SELECT DEFAULTS. B.....6.............................................................3B..2.................2....................Title bar ...3.......................................................................2.................5...............................................................4....................CREATE A SET OF BOOKS USING THE CREATION WIZARD...3.................................................NAVIGATION IN TurboCASH......................PREFERENCES... 50 B................7- File Menu............................................. OK / Cancel........................... 70 D............................................. 75 Company Info.........................1D.. 50 Drop-Down Lists................................................................4.........3.......................................................SETUP ..........................................................1..............................................................................1B.2...48 B.........................................................................................................................3......................................4D.................4D..3.........................1B................................................................1...................... 76 Internet ..................................5..................3................................................1...........................................5.............1.............................................................................................................................................................................................................................2B....................................................ACCESSING MENU OPTIONS USING SHORTCUT KEYS .....5..........................................................................................6.............................................1...............................5...Minimise.... 76 ........................................ 52 52 52 53 B.. 47 B.....................................RESTORE A SET OF BOOKS ..............................................................................1D........................................ 75 D........CREATING A BACKUP FILE ONTO A DISK OR HARD DRIVE.....................................1....................................5..2B.............................3D......... 57 C.................5......2..............2...............3...3............................................ 49 B..................................5..3...1................................................................CREATING AN E-MAIL BACKUP FILE ......6D........... 47 B.......2.....................................................4.............................. RE-SIZE AND SWITCH BETWEEN PROGRAMS.................... 59 C..............Turbo Menu.................4..................COMPLETING YOUR SETUP PROCEDURES............CUSTOMISING THE TurboCASH PROGRAM.......3. 51 Theme........3...... 76 Financial Categories.............WORKING WITH BATCHES (JOURNALS)..5. 76 Documents...................................................................................7........3...............................3D................ 51 B..........5.......... 50 B........................................3...........................2.......5.....THE TurboCASH BACKUP FILE.............................................1.................................5............................................ B........6B................5....1................................7..................... 75 Batch Types............ 42 B................................3.................................................Groups......1B.............3.........RESTORE A SET OF BOOKS ..... 75 D.........................BASICS OF BATCH PROCESSING ......................3..................2.................... 49 B...................................................5.........................Company Information .....................................................................................RESTORE A SET OF BOOKS......................................... 62 C...................................2............ Reports Menu......................................................... 74 D........ Help Menu..2................................................2...1............................4.............4............... 68 D....................4............................................. 74 Data Parameters.....................................................3...................5............................................................................................ Restore and Closing of Programs or Screens....................................2D..........1....................5Yes / No..................................................................................3B... 74 Font.......................................3..................5.............................. 62 C........5........................................................................................................................ 54 B.....1......6..............................................2...................3.................................................................... 75 D...... 48 B................................................ 72 D...MINIMISE....................4.........................5.............................................................. 74 D........BACKUP AND RESTORE A SET OF BOOKS...............................2........................... 55 C.........5......................................................

.............. 112 E.......1...................................................................................................4...........................WORKING WITH STOCK.........2....................2...........................................2.......Stock Sales..... CREDITORS AND STOCK......3..................................7..2........... 124 E....2.....................................4.................................1...............................2............. 90 D............ E................................................................................2..........................System Parameters.................................1....... 77 D............................... 116 E................................................................2.......................3..92 E....................................D..................................1........................................1F. 129 129 131 133 135 136 137 138 139 142 143 147 149 MODULE F .... 151 F..................3.................Entering your Petty Cash Payments.....3.............................. 119 E........................... 124 E....2..............3.....................1..............PLANNING YOUR CHART OF ACCOUNTS.........................................TUTORIAL ... 112 E..............................2....... 119 E...2.......... 78 D.........................................................................................4............1...................................................................GENERATING A TRIAL BALANCE ...4.................................1........................................................................ 105 E. F...........................................4..................4.2........ 116 E......................................................................... F.........................................3............4...................................................................................153 F....5................Debtors Listing...2.......... Debtors ..........................6. 82 D...................................................................1....2........ 140 F...11...........................STOCK SETTING AND PARAMETERS......................................................3....Entering Opening Quantities on Hand and Cost Prices...... 114 E...........Point-of-Sales.................................................................................................................. 102 E...................3..................3............................3...............Edit Creditor Accounts................RECEIVING PAYMENTS FROM YOUR DEBTORS.................................................................. E...........................................................4.........1........Edit Menu Required Accounts and Settings................................................3..........CAPTURING YOUR SALES.......................4- Accounts (Cost of Sales)............................................................2.................4.........................2.........................2...................................................1.....Salespersons........3...............................................2..3....................................................................................CAPTURING YOUR TRIAL BALANCE................2...................................................3..........Balance Sheet..............GENERATING A TRIAL BALANCE .................................................................................................4.......... 153 F.......................................... 95 E...................................................4.......2...................1............................Entering your Receipts....................3..5......................................................................... E........2..........................................4.............................................8....................Linking Salespersons to your Debtor Accounts.................................................................................Stock Purchases..2.12..........................................4.......INTRODUCTION TO SERVICE ENTITIES.................................2.....................................3......................................... 77 D.........................................1.....................................................PRINTING LISTS OF ACCOUNTS..........................3........................ 91 MODULE E ............................2.......................................................................................................... 87 D.......1.............Chart of Accounts....................4............4...................5..........4....Edit Tax Accounts....... 82 D...........................General Ledger Reports................. 101 E.........3............................ 150 F......................... 151 F.........2F.............Setup ......1.......2.. 94 E................1.................................................Posting the Receipts Batch......................Posting the Payments Batch ...1.......................2............2.......................................... 101 E................................... 89 D....EDITING YOUR CHART OF ACCOUNTS..................3...........TAKING ON STOCK ITEMS........................................................Updating Sales to the Ledger ......1..................ENTERING OPENING BALANCES...............4..........................................Edit Debtor Accounts.........................2.......................................... 122 E.4................ENTERING YOUR OPENING BALANCES.......................................Other Debtors / Creditors Reports .................2.4....................................Debtors Statements.Income Statement..................... 80 D..........2............2..................................... 83 D.......................2...........6.................REPEATING TRANSACTIONS....................................................3................2..........3..............................3.............CAPTURING THE REST OF YOUR PAYMENTS..........................................................................1.............. Creating a Cash Customer............................................ E.........................................................................4............ 82 D..................................CAPTURING YOUR TRIAL BALANCE......Entering Payments from your Debtors ....2.......................................................................4...................................... 89 D................PETTY CASH PAYMENTS................................ 77 D..................................................................... E.........................................................................................2.....................................................5...................2.............1....................................................Generating a Stock Item Listing Report........................... 149 F.............3..10....IMPORTANT REPORTS..............3......2.........3...............................................6............................2.3.........................2.2......................Entering your Invoices..........................................................1.SETTING UP ACCOUNTS ......................1....................................................Edit Bank Accounts ............. 154 F.............2.................1........................................................................Creating a New Income / Expense Account...... 117 E..........................................................4......Trial Balance... E....................... F.......4........ 151 F.............................3...........3............................Entering Repeating Transactions......................................Entering the Rest of your Payments ..........1.....2.................................................................................2...............Debtors Age Analysis................................... 127 E.......................................1....................................2............1.......................RETAIL ENTITY (TRADING IN STOCK)..Stock Information...................... E.........1...................................................... 153 153 153 153 F................6..................... 153 F.........3......................................2.................2....... 94 E..........................................................Edit General Ledger Accounts...........1.................1.................................Groups..1.................................................................1..................1..................4...............................Entering your Payments........ E......TUTORIAL .......................................................2........................................................Batch Types.....2.....................3........ F....................... 107 E........................................................................................................... DEBTORS....... 99 E...2.2..............2......4................4....4....BASICS OF STOCK......3......................................................................................1....2................................................ 151 F............4.............................. 80 D.3..........................2...Batch Type Details Report............CAPTURING YOUR CASHBOOK..... 107 E... Accounts (Stock Control)...1.......5...................2....3............Updating Repeating Transactions.....Creditors Listing................. 85 D..................................................................SERVICE ENTITY (NOT CONTROLLING STOCK)....3......2......................1.Creating a New Balance Sheet Account...3.............................................................................. 78 D.......4.........4.............. 154 .........2....................................PROCESSING TRANSACTIONS AND REPORTS............................................Posting the Petty Cash Batch .........................................4................................................................ 110 E...3F...............................................

...................Send to Screen...............................PROCESSING CREDITORS ..................................... J.....................................................Documents........................167 F...................................................3............................................ 179 F....................7................ J. 218 H................. F......3................................................................................2................................................BANK RECONCILIATION IN TurboCASH.....3.......Stock Item Reports..............2.3........................................................ 186 F...... 227 I...............5............ 167 F.....2......BUDGETING........... 187 F.. H.............................................3........... 176 F.....................................1......166 F...................................PETTY CASH PAYMENTS.........................................................4.........................2.................... 194 F.................. 172 F..............................................................................................Posting the Payments Batch ..4..........................3................ 159 F............... 211 F........ 164 F..Batch Type Details Report..........3...........................1.....................................................................................2...................................................... F..................3...................................................................4....... 172 F.....2...3.2...............................................................................4.... H........GENERATING REPORTS.........2....................4.....4...........................................4..... 200 F.............2....2... 192 F...............3.3....2............. 174 F...................................................................1.........CAPTURING THE REST OF YOUR PAYMENTS..............4........... 214 G...............3..................3...1......................................................3.................................................................. 164 F...................................................................................................................2................................3............................3................. 209 F.....................................Updating Repeating Transactions.....................................................................................................4...ORDERS AND PURCHASES...............Reports to Manage and Analise Stock................2...............................................................................Entering your Receipts...... 197 F.Trial Balance...............................................................................2...2...INTRODUCTION TO THE BANK RECONCILIATION....CAPTURING YOUR CASHBOOK.................................................CHECKING YOUR BANK RECONCILIATION..........2..........3................ 175 F..... J........4.......2....................................... 200 F...................................................................3..........COMBINING STOCK AND NON-STOCK SALES.......3...........General Ledger Reports.........................GENERATING A BUDGET REPORT..................3....................Entering your Payments.........................3.............................3............................................................. 232 232 232 232 233 233 233 ....1.......................................... 215 MODULE H .......Confirming a Quote ........................Creating an Order...............................QUOTES AND INVOICES.....Confirming an Order ...........3..............COMBINING STOCK AND NON-STOCK SALES.....................IMPORTANT REPORTS...............3.................................................1..2..............4........1........................................Creating a Quote.......................................................................3... 210 F...........Other Debtors / Creditors Reports ......................................................................................3.............BANK RECONCILIATION....... 210 F..............4..............................................9.............................2................................... F..........Entering Repeating Transactions.........................................1........4.....................................................3.........................Send to E-mail.............. H........3.........................................Salespersons........................................3.................6.....3...................... 154 155 156 156 157 F.........4................................................Creating an Invoice .ENTERING THE BUDGET FIGURES............................................................4....Posting the Receipts Batch..1........3.........................4.......SETTING UP A STOCK ITEM FOR SERVICES.............................. 168 F.....................................2........ 207 F...............................................................................RECEIVING PAYMENTS FROM YOUR DEBTORS..Updating your Invoices to the Ledger................. 182 F...... 228 I............................................................................................................................1...............................................................Posting the Petty Cash Batch .............................3..............................................3..............2.........................Converting a Quote to an Invoice................................1......Reconciling your Cashbook with Bank Statements...................................F..................Send to File.. 175 F............5.....................Sales Analysis Reports....2...............Creating a New Purchase Document.......3...............Converting an Order to a Goods Received Note.................... 186 F.....3..........1.................................................................................................................................3..........................................................6................Hints when doing the Bank Reconciliation:...............9.......................2.................................... 202 F....REPORTS........................................... 206 F....2..............................225 I........................ 230 J............................................................................... J....................6.............3.....................2.....................Stock Information..........................................................3...............................Entering the Rest of your Payments . H............ J.....................2...1..................Entering your Petty Cash Payments................................................... J..9...............3.........................2..................................................Creating a Purchase Document or a Goods Received Note....................... 189 F.............. 204 F.............................................4...............BUDGETING..............................Updating Purchases (GRN’s) to the Ledger...................................4....................2..Balance Sheet............................................................ 229 MODULE J ............ 182 F..............................................................7.....................................1.....................................PROCESSING TRANSACTIONS AND DOCUMENTS.. 214 G........ 220 220 220 221 222 223 MODULE I ........................1..................................................................5............................................................. 189 F....................3.........................................Editing an Invoice Confirmed from a Quote............2......1.....1....................................... F..............................................2........... 184 F.......BANK CHARGES..................2..........3...........Entering Payments from your Debtors .............................2.............SUMMARY OF STANDARD REPORTS ..Creating a New Invoice........................................................................................8........3.................................3......2.....................3..... 208 F.6.................4....................... 211 MODULE G .3...................................................................... 194 F.............1...........................................................3.......3..............................................Purchase Analysis Reports...................Debtors Age Analysis......................................3......Debtors Statements......................3.................................................3.......................Editing a Purchase Document Confirmed from an Order...........................2......................................................3........7.Income Statement.. H.................................5..............................4.............. 212 G..................PROCESSING DEBTORS ..............................4.............................REPEATING TRANSACTIONS............ Sales and Purchases ..............................................3..........PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS.................3......................................................3...........................2................7......................... 162 F................................4...............................................INTRODUCTION TO REPORTS... 210 F...............................Send to Printer...................................................................3.....................................................................170 F........5.......................................1...............9....................1.............

......Send to Fax....................................................2K........................................................2.......1..................................... 241 Ctrl and Function Keys ....4........................................GENERATING THE USER REPORT............... 234 J......................................................................... 235 J..................2........................... 237 J....................................REPORT WRITER....5........3K.................................LIST OF SHORTCUT KEYS...............2......................6K..............................................................................................................................................................................4..............................3............................................................................ 233 J........J.............................1K....5K............................................................... 239 K......4K.. 234 J.............................8Function Keys on the TurboCASH Main Program............................2.............1...... 236 J................................Setting up the Report Header................4.. 238 MODULE K ............................Setting up the Column Headings.....INTRODUCTION TO USER REPORTS......................................................4................. 241 Alt and Function Keys.2..............................................................3...4...........................................................................................................................................4...............................................................................................................................................................................................Setting up the Row Types......... 242 Ctrl and Alt Keys and Alphabetical Character Keys...........HOW TO WRITE AN INCOME / EXPENSE REPORT....................... 242 ................3................ 241 Function Keys on the Batch Entry Screens............................................................. 241 Shift and Function Keys..... 242 Ctrl and Alphabetical Character Keys........................ 241 Function Keys on the Document Entry Screens...4............................................................................................................................................................7K.................................... 235 J..................

MODULE A - INTRODUCTION TO ACCOUNTING .

................... A........................................2..............................................2.................. 17 A..................THE LEDGER...... 19 A.... 17 A...............5.......6............................... 17 A........................................THE ACCOUNTING PROCESS..............Accounting Equation .................1...1..................... 25 ....................................................................................................................Income Statement .......................................3.........................8.............................. 16 A....2.............3..4..Computerised System....................................................................................1. 23 A.....1.....4.....Balance Sheet ........................2.......Manual System...................................Accounting Equation ....Accounting Equation ..3.......................2..2..................1...................................................... 19 A.......... 11 A.......1...................2............................2..................................GROUPS/CLASSIFICATION OF FINANCIAL CATEGORIES.......2..................2..3............................2..................................................................DEBITS AND CREDITS..................................................................................2......3...................................... 18 A................................3................................ 18 A...........2............................................................INTRODUCTION TO ACCOUNTING............. 14 A........................................... 13 13 13 13 A..............USING A COMPUTER IN ACCOUNTING................... 19 A.............. A............................ 16 A........................................................2.............................................5.......2....ACCOUNTING PRINCIPLES....2................................3.......................CONTROL ACCOUNTS.....................What are Debits and Credits?......2....................................................DEBITS AND CREDITS ....................1..2..........2.......... 21 A..........BASIC ACCOUNTING PRINCIPLES.................................20 A...............TRANSACTION LIST ......2......2...................Account Groups for Financial Categories .........................METHODS OF RECORDING....................................MAIN CLASSIFICATION OF ACCOUNTS / FINANCIAL CATEGORIES................. 16 A.................................................Account Groups for Financial Categories .....................................7.................. 22 A................. 23 A....1..................... 15 A.................Balance Sheet........................2.......1..................................5........Balance Sheet Accounts on the Chart of Accounts......Income Statement .........................1.....2..................................2...................1. 21 A............3................ 18 A............................................................................2......................2......Income Statement and Balance Sheet....CHARTS OF ACCOUNTS in TurboCASH..............Dual Entry System........................1........INTRODUCTION ...................................DUAL ENTRY SYSTEM .........4.. A..IN THIS MODULE MODULE A ......4....................................2................MANUAL VERSUS COMPUTERISED ACCOUNTING SYSTEMS...............1............................................................Income / Expense Accounts on the Chart of Accounts..................................1................................

Process 3.13 . These organisations exist to achieve certain benefits by making the most of the limited funds or resources.1. Additional summarised information with respect to certain items and budgets may also be necessary to determine performance or financial position. This is also the reason why businesses exist.USING A COMPUTER IN ACCOUNTING A.1. Businesses fail.1A. You may be surprised that some businesses fail because of brilliant decisions taken on incorrect or outdated financial information.  A Balance Sheet reflecting the business or organisations financial position as at a specific date. TurboCASH .Accounting Made Easy .3- METHODS OF RECORDING Accounting may be done either manually (by hand) or with the aid of a computer. the processes are basically the same: 1. Have you ever heard the expression: "You need to have money to make money"? Any business or organisation utilises money or resources to make money. A. Where no accurate information is kept.1. However. A. things quickly get out of hand. Safeguarding of records It is a good idea to make a comparison between these two methods.2- THE ACCOUNTING PROCESS Imagine if you have to make decisions based on boxes and boxes of slips and documents! Financial information is the summary of all this financial data into the following two basic reports:  An Income and Expenses Report or Income Statement reflecting how well or poor the business or organisation has performed over a specific period. certain organisations do not wish to make a profit. each year as a result of incorrect decisions taken.1- USING A COMPUTER IN ACCOUNTING INTRODUCTION “I am having sleepless nights! I get summonses and demand letters from everywhere! I started my business with 100 000! What happened to the money? Why can't I pay my bills? Why are my sales dropping? What will happen if I get investigated by The Receiver? Why are my expenses getting out of hand? Why don’t my debtors pay me? What is the value of my stock? Who has wasted my money and resources? Who is mismanaging my business? I will have to close down! My business may be liquidated!” It is of utmost importance to evaluate financial information with a view to judging business performance accurately. TurboCASH contains many of these reports and includes a report writer to supplement your own reports. either way. Output 4. Input 2.

14 . deposits.MODULE A . cash slips. theft.TurboCASH . 2. Input All transaction data (i. etc. Safeguard records The books of account and supporting documents need to be safeguarded from unauthorised access. Output A trial balance listing all the debit and credit balances is drafted to check the arithmetic accuracy and financial reports and statements are then drafted. posted to the general ledger and subsidiary ledgers. which are in turn balanced. The manual system can be illustrated as follows: The basic processes in a manual system is as follows: 1. 4. etc. etc.) are sorted according to transaction type and written into specific journals by hand. Process The journals are balanced.INTRODUCTION TO ACCOUNTING A. Some reports are:  Income Statement  Balance Sheet  Debtor Statements  Creditor Remittance Advice. This process is very time consuming.1- Manual System In this system all the transactions are manually or physically written up by hand.e. fire. cheques. 3.3.1.Accounting Made Easy . invoices.

A Trail balance and a host of reports are readily available at the pressing of a few keys on the computer keyboard or a few mouse-clicks. Any transactions captured or entered automatically update all applicable records. theft.Computerised System A.3.Accounting Made Easy . Balance Sheet. when the transactions are posted. etc. Some reports are:  Income Statement.) are sorted according to the type of transaction.2- Computerised System All records and transactions are captured or entered and processed in the accounting system via a computer keyboard and a mouse. fire.15 . creditor's ledger. invoices.Creditor Remittance Advises. deposits. physically entered into specific journals using a computer keyboard and / or mouse. etc. etc. The books of account and supporting documents needs to be safeguarded from unauthorised access. Process 3. cheques. debtor's ledger. Output 4. Backups TurboCASH . cash slips.1.e. stock records. Debtor Statements. etc. Input All transaction data (source documents i. posted to the general ledger and subsidiary ledgers (i.) by a mouse-click or by pressing a key on your keyboard.  The general ledger and subsidiary ledgers are automatically updated and balanced off.e. All the transaction data is automatically stored in the computerised accounting program on your system:  The journals are balanced off. 2. The computerised system can be illustrated as follows: The basic processes in a computerised system is as follows: 1.

There are a lot more rules and restrictions on data validation in an accounting package. We can clearly see that some of the time consuming processes are eliminated in the computerised system. You don't need to be fluent in it. A. Preparation of source documents . confronted with the daunting prospect of leaning accounting you may want to rush back to the comfort of your spreadsheet. Computerised System Planning and opening an accounting system. Another huge advantage is that multiple hard copies can be made very simply if necessary. Closing off of the auxiliary journals or books of first entry and post them to the ledger accounts.MODULE A . they are not bulky.Accounting Made Easy . Spreadsheets are a modern variation of a manual system.2. creditors.to enter them in the auxiliary journals or books of first entry. Bank Reconciliation. Hand System Planning and opening an accounting system. 16 . Coding of source documents . Stick with TurboCASH. Systems that short cut these rules have all failed because the fail to communicate the information to Accountants. Posting of the auxiliary journals or books of first entry to the ledger accounts. that proported to “make accounting easy”. Printing of Financial Statements and other Reports. Finalising of the Accounts and Adjustments. Compile the Trial Balance. it is because you are not familiar with this language.TurboCASH . Finalising of the Accounts and Adjustments. but you do need to understand the basics. and can be conveniently stored in a safe place/s of your choosing. 7. TurboCASH is a Generally Accepted Accounting Practice (GAAP) compliant system. The basic steps in the accounting process for a business is as follows: Steps 1. 2.1. etc. Some of the processes in the computerised system are automated.4- MANUAL VERSUS COMPUTERISED ACCOUNTING SYSTEMS The steps to be followed in a hand system and a computerised system have many similarities. These reports can be used for analyses and interpretation to make decisions regarding your business financial performance and position. If TurboCASH seems obscure at first. Since we have briefly compared the four basic processes and the steps to be followed in a hand system versus a computerised system it is apparent that using a computerised accounting system has much more advantages than that of a manual accounting system. Entering of the first transactions or opening balances.1- ACCOUNTING PRINCIPLES BASIC ACCOUNTING PRINCIPLES Many accounting systems have come and gone off the market. 6. Fortunately there are steps in TurboCASH to point you in the right direction and to minimise the need for accounting knowledge. Compiling of Financial Statements and other Reports. Entering of the first transactions or opening balances. On the computerised system. consultants. bank managers. The main function of any accounting system is to present the financial reports or statements to possible investors. Once data is entered. Bank Reconciliation. Many of you may have come from a spreadsheet system and when. 8. any transactions or data are automatically updated and reports are readily available at any time. Print the Trial Balance. 3.2A. They need the financial information be in an understandable format. 4. 5. It is apparent that the processes for both systems are basically the same.INTRODUCTION TO ACCOUNTING A.to write them up in the auxiliary journals or books of first entry. Furthermore. retrieval or generation of reports is easy and can be done with a few keystrokes or clicks of the mouse. Accountants speak a language. a computerised accounting system is pre-programmed and some defaults may also be set to eliminate human errors. the end will be worth it. but the end result will give you a much more powerful view of your data.

Tom on credit and issues a sales invoice for the transaction: On 1 March the customer receives the goods to the value of R 100 from the business. As a rule. the purchase of a computer for gaming at home) should not be entered. On 20 March the business receives the money to the value of R 100 from Tom. Only transactions between the business and another entity (i.2A. the purchasing of a computer for office use) should be recorded. and vice versa. On 20 March Tom gives the money to the value of R 100 to the business.1- DUAL ENTRY SYSTEM . any personal transactions made by the owner of a company (i.e.2. Debit The account receiving the value is debited. The customer account debit is debited and the sales account is credited.2. the owner and the business are seen as two separate entities in the eyes of the law. Debit is always on your left-hand side and a credit is always on your right-hand side. If you know where your left-hand side and right-hand side is. A.DUAL ENTRY SYSTEM . What happens if the customer settles his account with the business on 20 March? Your business will issue a receipt of R 100 as a source document. When a transaction is entered or processed in the accounting system a credit is entered for each debit of equal value. On 1 March the business gives the goods to the value of R 100 to the customer. For each transaction you will have debit and credit entries. If you give something you should receive something of equal value in return. Credit The account giving the value is credited. Business transactions are always written up or entered into two accounts.e.2. you already know something about accounting. TurboCASH .2- What are Debits and Credits? Any transaction is based on a give and receive principle. The principle is to Debit the Receiver and Credit the Giver.2. You will debit the bank and credit the customer account. which will be of equal value.DEBITS AND CREDITS Dual Entry System For 300 years accounting systems have operated on the basic rule of the dual entry system.17 . The following example illustrates debits and credits: On 1 March your business sells goods to the value of R 100 to a customer.DEBITS AND CREDITS A.2.Accounting Made Easy .

Accounting Made Easy .2- Accounting Equation . Capital and liabilities finance all assets the business has acquired and are also known as the “sources of financing” or “capital employed”.3. 18 .2. Owner's equity or interest in the business is the capital invested by the owner in the business. On the other hand.1- MAIN CLASSIFICATION OF ACCOUNTS / FINANCIAL CATEGORIES Accounting Equation . These income and expense accounts are also known as the nominal accounts.2. reflected in the balance sheet. proprietary accounts. It consists of two basic Financial Categories: Financial Category What do they tell us? Examples of accounts Income accounts These accounts reflect the income sources Sales (Nominal accounts) of the business. asset accounts and liabilities accounts.g.Balance Sheet There are three types of accounts. Rent Telephone Salaries and wages Water and Lights The difference between the total of the income and the total of the expense accounts will reflect how much profit/loss the business made. This reflects how Retained Earnings much the owner(s) has invested in the business and how much they have taken out of the business.3. Interest received Expense accounts These accounts reflect the expenses that Motor vehicle expenses (Nominal accounts) the business incurs to generate the income. which were financed. the assets that the business owns. The balance sheet is nothing more than a list of the sources used to finance the assets of the business and a list of the assets.MODULE A . Equipment Furniture and fittings Machinery Debtors Bank Petty cash Trading stock Liability Accounts These accounts will reflect all the liabilities of the Loans business. stock. which are normally. to which the business owes money. is known as the “employment of capital”. which is used in the activities of Vehicles the business.2.Income Statement The income statement reflects all the income accounts and expense accounts of the business. Bank overdrafts Creditors CAPITAL = ASSETS – LIABILITIES The balance sheet reflects a list of all the assets that the business owns and a list of how these assets are financed. The profit is the return or remuneration the owner or owners of the business receives on their investment in the business. Asset Accounts These accounts will reflect all the assets owned Land and buildings by the business. These accounts will reflect what the business is worth as at a specific date.3A. as will monies owed and the value of assets held (e.INTRODUCTION TO ACCOUNTING A. This difference (Profit / Loss) is transferred to the Balance Sheet (Retained Earnings Account) as it will increase the owner / owners equity (interest) in the business. Financial Category What do they tell us? Examples of accounts Proprietary Accounts These accounts are used to enter all the Capital personal transactions between the owner(s) of Drawings the business and themselves. plant and machinery). motor vehicles. Owner’s equity and loan accounts will also be reflected. PROFIT = INCOME – EXPENSES A.TurboCASH .

2. TurboCASH . which may be further divided into account groups.4- GROUPS/CLASSIFICATION OF FINANCIAL CATEGORIES In order to facilitate the generation proper reports.Income Statement and Balance Sheet All transactions have an influence on either the assets.2.Accounting Equation . Sales increase assets (the bank or debtors) and income.2. Revenue from ventures and activities outside the “normal” Incurred in the normal business activities to generate income. we have to look at the full accounting equation or expand the accounting equation. On the other hand expenses.4. A. Revenue generated from the sale of goods and services.Accounting Made Easy .Income Statement and Balance Sheet A. decrease the assets (cash in the bank) or increase the liabilities (creditors). the opposite is true for a loss. our template sets of books have been divided into financial categories. Income will increase the profit and expenses will decrease the profit. income or expense items.Income Statement Each of the Income Statement Financial Categories INCOME and EXPENSES. Capital and Liabilities (CREDITS) A. A profit will increase the capital value of a business. Income. Since most of the transactions have an effect on both the Income Statement and the Balance Sheet. the income/expense accounts are zeroed and the resulting balance transferred to the retained income account. are further classified or grouped as follows: FINANCIAL CATEGORY NET PROFIT / NET LOSS INCOME INCOME OTHER INCOME EXPENSES EXPENSES REPORTING GROUPS FOR ACCOUNTS RETAINED INCOME * DESCRIPTION Income received is greater than Incurred expenses. DR / CR CREDIT DEBIT CREDIT CREDIT DEBIT *RETAINED INCOME. such as advertisements. liabilities. Income / Expense accounts created (in TurboCASH) should be assigned to an appropriate reporting group and linked to a financial category in TurboCASH (INCOME or EXPENSES).1- Account Groups for Financial Categories .3. Incurred expenses are greater than Income received.3- Accounting Equation . The accounting equation will then be as follows: ASSETS + EXPENSES DEBITS = INCOME + CAPITAL + LIABILITIES = CREDITS Assets and Expenses (DEBITS) are equal to. capital.19 . The Financial Results influence the net worth of a business. at the beginning of the financial year.

20 .MODULE A . etc. stock holding and prepaid expenses. E.TurboCASH . Plant and Machinery. ASSETS or LIABILITIES). Taxes payable.g. Petty Cash. Furniture and Fittings. All amounts owed by the business to Creditors. Land and Buildings. ASSETS and LIABILITIES. Sole Proprietor or Partnership Close Corporation Companies Physical items with a value. DR / CR CREDIT DEBIT CURRENT ASSETS LIABILITIES LONG-TERM LIABILITIES CREDIT CURRENT LIABILITIES Each Balance Sheet account type created in TurboCASH should be assigned to an appropriate REPORTING ACCOUNT GROUP and linked to a FINANCIAL CATEGORY in TurboCASH (CAPITAL. Motor Vehicles. are further classified or grouped as follows: FINANCIAL CATEGORY CAPITAL REPORTING GROUPS FOR ACCOUNTS CAPITAL MEMBERS' CONTRIBUTION SHARE CAPITAL ASSETS FIXED ASSETS DESCRIPTION The value of the owners’ equity.2.2- Account Groups for Financial Categories .INTRODUCTION TO ACCOUNTING A.Balance Sheet Each of the Balance Sheet Financial Categories CAPITAL. All amounts owed to third parties or financial obligations repayable normally more than one year.Accounting Made Easy . and Value of the Debtors ledger.4. Computers. Cash in the Bank. accounts payable and provisions for expenses.

Other Printing Postage and Stationery Rent Paid Repairs and Maintenance Salaries . All accounts in your chart of accounts must be linked to either a Balance Sheet or Income Statement category. It may be a good idea to print the Chart of Accounts and to check that all the accounts necessary for your business appear.1- Income / Expense Accounts on the Chart of Accounts The first part reflects the Income / Expense type of accounts.5. Subscriptions Telephone and Fax Travelling Expenses Description INCOME INCOME OTHER INCOME OTHER INCOME OTHER INCOME OTHER INCOME OTHER INCOME COST OF SALES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES EXPENSES Account Group1 Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Inc / Exp Type TurboCASH .e. These Sets of Books were installed on your system along with TurboCASH.21 .Accounting Made Easy .2. (templates) for use when you create your own Set of Books. Income Statement Accounts and Balance Sheet Accounts.2. for your convenience: A. the chart of accounts (listed below) is split into the two parts i.Directors Salaries . In the Example-SA Set of Books.CHARTS OF ACCOUNTS in TurboCASH A. which is reported on the Income Statement: NETT PROFIT / NET LOSS = INCOME – EXPENSE ACCOUNTS Income Statement Financial Categories . You may add/delete accounts to cater for your specific requirements. In TurboCASH.Staff Salaries/Wages.(Income and Expenses): Account G010 G050 G060 G065 G070 G075 G080 G100 G180 G200 G205 G210 G215 G220 G225 G230 G235 G240 G245 G250 G255 G260 G262 G265 G270 G275 G280 G280001 G280005 G280010 G285 G290 G295 G300 G305 G310 G315 G320 G330 Sales Other Sales Bad Debts Recovered Cash Discount Received Interest Received Profit/Loss. the chart of accounts that is created or selected may be customised to suit your specific needs.Sale of Fixed Assets Sundry Income Cost of Sales Delivery Charges Accountancy Fees Advertising Audit Fees Bad Debts Written-off Bank Charges Cleaning Commissions Paid Consultancy Fees Depreciation Entertainment Finance Charges Gifts and Donations Insurances Interest Paid Legal Fees Lights and Water Medical Expenses Motor Vehicle Expenses Fuel Motor Repairs Motor Costs . All the necessary settings are already pre-set for your convenience.Employers Contrib.5- CHARTS OF ACCOUNTS in TurboCASH TurboCASH has ready created Sets of Books.

14% Zero Rated VAT .Accounting Made Easy . 22 . TurboCASH allows you to create up to 999 main accounts.0% VAT PAYMENT ACCOUNT SUSPENSE ACCOUNT Account Group1 CAPITAL CAPITAL LONG TERM LIABILITIES LONG TERM LIABILITIES FIXED ASSETS FIXED ASSETS FIXED ASSETS FIXED ASSETS FIXED ASSETS FIXED ASSETS FIXED ASSETS FIXED ASSETS FIXED ASSETS CURRENT ASSETS CURRENT ASSETS CURRENT ASSETS CURRENT ASSETS CURRENT ASSETS CURRENT ASSETS CURRENT ASSETS CURRENT ASSETS CURRENT LIABILITY CURRENT LIABILITY CURRENT LIABILITY CURRENT LIABILITY CURRENT LIABILITY CURRENT LIABILITY CURRENT LIABILITY CURRENT LIABILITY CURRENT ASSETS CURRENT LIABILITY CURRENT LIABILITY CURRENT LIABILITY Tax Account Tax Account Tax Account Bank Account Bank Account Creditors Control Debtors Control Type Retained Income The chart of accounts may be customised to suit your specific needs. Depreciation DEBTORS CONTROL ACCOUNT DEPOSITS PAID POS-Cash Transfer Account POS-Till Account POS-Cheque Payments Account STOCK CONTROL ACCOUNT CURRENT BANK ACCOUNT PETTY CASH CREDITORS CONTROL ACCOUNT SALARIES CONTROL Salaries UIF Payable PAYE Payable Skills Development Levy VAT CONTROL ACCOUNT Output (Sales) VAT 14% Input VAT (Exp) .Creditors FURNITURE AND FITTINGS Furniture and Fittings at Cost Furniture/Fittings Accum. add new accounts and sub-accounts. which is reported on the Balance Sheet: CAPITAL = ASSETS – LIABILITIES Balance Sheet Accounts . Liabilities and Assets): Account G505 G510 G550 G560 G600 G600010 G600020 G610 G610010 G610020 G620 G620010 G620020 G700 G730 G735 G740 G745 G750 B810 B820 G900 G920 G920001 G920005 G920010 G920015 G950 T950005 T950010 T950015 G950100 G999 Description SHARE CAPITAL RETAINED INCOME Long Term Loans Installment Sale . Depreciation MOTOR VEHICLES Motor Vehicles at Cost Motor Vehicles Accum.MODULE A .5. You may change descriptions. Capital and Liabilities) type of accounts.2- Balance Sheet Accounts on the Chart of Accounts The second part reflects the Balance Sheet (Assets.2.TurboCASH .Financial Categories (Capital. OFFICE EQUIPMENT Office Equipment at Cost Office Equipment Accum.INTRODUCTION TO ACCOUNTING A. For each of these main accounts you may also create up to 999 sub-accounts. Deprec.

Creditor's Ledger . such as quantities. Each individual creditor's account contains the contact information.consists of the individual stock item records. the Creditor's Ledger and the Stock Ledger (if you are trading in Stock Items). Assets and Liabilities (Balance Sheet) accounts. If you sell on credit to your customers.6- THE LEDGER The Ledger consists of the General Ledger (Chart of Accounts). Debtor's Ledger . 400 creditor accounts and 200 stock items. messages and accounting information. messages and accounting information.consists of the individual creditor accounts. The debtor's clerk can also use the ledger accounts for credit control and to collect the debt. It also includes a control account for the debtors. Stock Ledger . Imagine what the size of your General Ledger would be if you have 800 debtor accounts. cost prices. Only the total of each of these three ledgers will be reflected in your General Ledger. how will all the hundreds of stock items fit into the General Ledger? How will they fit into your Chart of Accounts? Only the total of all individual debtor's accounts and the total of all individual creditor's accounts and the total of your individual stock item records are listed in the Trial Balance and in the financial statements.2. The total outstanding balance of all the debtor accounts in the debtor's ledger is automatically updated and reported in the Debtor's Control Account in the General Ledger. It can be illustrated as follows: A.consists of the Income and Expense accounts and Capital.Accounting Made Easy . Another benefit of control accounts is.7- CONTROL ACCOUNTS In the General Ledger. Each individual stock item records contain specific information. The total outstanding cost price value of all the stock item records in the stock ledger is automatically updated and reported in the Stock Control Account in the General Ledger. that in large business enterprises. re-order levels. Trial Balance and Balance Sheet. selling prices.23 . creditors and stock items. If you open ledger accounts for each of your individual debtors and creditors and stock items in the respective subsidiary ledgers. how will you keep track of each of the individual debtors’ accounts? If you buy on credit from your suppliers. you would only have one debtor’s account and one creditors account.2. the Debtor's Ledger. you may delegate the subsidiary ledgers to the debtor's clerk who can manage and balance the debit and credit entries in the individual ledger accounts and compile a list of the balances at the end of a period. etc.THE LEDGER A. You will also have a separate list of all your debtors. The outstanding balances of the individual accounts and records in the Debtor's Ledger. In the General Ledger you would keep the control accounts regarding your debtor accounts. The total outstanding balance of all the creditor accounts in the creditor's ledger is automatically updated and reported in the Creditor's Control Account in the General Ledger. These balances must then balance with the debtors control account. creditors and stock items. The same principles may apply for the purchases department. how will you keep track of each of the individual creditors’ accounts? If you trade with stock items. the Creditor's Ledger and the Stock Ledger is automatically updated and reported in the respective Control Accounts in the General Ledger. creditors and stock items. The ledger can be illustrated as follows: General Ledger . Each individual debtor's account contains the contact information. creditor accounts TurboCASH . Now you will have three more ledgers in which you can manage and store specific information regarding each of the accounts for your debtors. units. your General Ledger would have approximately 1400 less accounts.consists of the individual debtor accounts.

may be stored. This subsidiary ledger is known as the stock ledger. Creditors Control Account The creditors control account reflects the total amount owed to all the individual creditors.INTRODUCTION TO ACCOUNTING and the stock items (if you trade in stock items). 3. 2. This debtors' ledger is also a register of each and every transaction that you and a specific debtor entered into. This stock ledger is also a register of each and every stock transaction. credit limit. etc. sold. may be stored. which represents the amounts or value of the individual stock items obtained from the individual balances in the various subsidiary ledger accounts for each stock item. terms. how many items are purchased. Stock Control Account The stock control account reflects the total amount or value of all stock items. The details are kept in the individual subsidiary ledgers (debtor's ledger. which represents the amounts owed by the individual debtors obtained from the individual balances in the various subsidiary ledger accounts for each debtor. creditor's ledger and stock ledgers). selling prices. etc. In the creditors' ledger. which represents the amounts owed by the individual creditors obtained from the individual balances in the various subsidiary ledger accounts for each creditor.MODULE A . quantities. The balance of the creditor’s control account must equal the total of the creditors list. The subsidiary ledgers and the General Ledger can be illustrated as follows: 1. This subsidiary ledger is known as the debtors' ledger. This subsidiary ledger is known as the creditors' ledger. terms.Accounting Made Easy .TurboCASH . the transaction details and additional information regarding each stock item such as the cost prices. Debtors Control Account The debtors control account reflects the total amount owed by all the individual debtors. This creditors' ledger is also a register of each and every transaction that you and a specific creditor entered into. etc. the transaction details and additional information regarding each debtor such as their personal and contact information. credit limit. may be stored. etc. In the stock ledger. The balance of the debtor’s control account must equal the total of the debtors’ list. the transaction details and additional information regarding each creditor such as their personal and contact information. and location on the shelves. 24 . In the debtors' ledger. The balance of each of the individual stock item ledger accounts or records must equal the total of the stock item list.

Bank Purchases .Bank TurboCASH .applicable Liabilities .cash contribution Assets .credit Assets .credit Expenses .Bank Expenses .Creditors Expenses .cash Expenses .2.credit Assets .Bank Capital Sales .applicable Assets .8- TRANSACTION LIST .Accounting Made Easy .Bank Assets .Bank Income Sales .cash Assets .Debtors Income Purchases .cash Assets .Creditors Debtors .Creditors Assets .applicable Assets .applicable Liabilities .DEBITS AND CREDITS The following list of most commonly used transactions illustrates the debit and credit transactions on the double entry accounting principle: TRANSACTION DEBIT CREDIT Capital .DEBITS AND CREDITS A.payments Liabilities .receipts Assets .TRANSACTION LIST .25 .Debtors Creditors .

MODULE B - INTRODUCTION TO TurboCASH .

.................26 B... 51 B.......1.................... Back / Next and Finish Buttons....... 30 B.........INSTALLING AND REGISTERING TurboCASH...................................1...........................................2........If the Set-up Program does not initiate automatically..Transactions........................................2...............1.........1..... 50 B........ 32 B............. Input Menu ...........................2...................5................................................................Resizing of Screens on your Desktop.....................................................7..................................2B......4...............Sales Journal..............7.......................................................Cash-Book........................................................1......2........................1.4...............................................6............................Documents......................... 51 B....................2... 29 B.....5.........................5............................................................3......3............ B....................................5......INSTALLING TurboCASH ..................1................................5..............................................................................................5.....5...........................1.......................1.............. B..........Receipts Journal.........................3. 36 36 36 37 37 38 39 39 40 41 41 B.......................................3.............................................................................1..1.......................1................. 30 B......................... 30 Powerful.......... 35 B................................WORKING IN TurboCASH..2..........5....................................5........... 31 B............................................................................................3B.1......... 32 B................................... 50 Arrow Keys..........................................MINIMISE..............................1..... 50 Tick Boxes................2................4B...................................................................................................................................................................................2......................................... 34 B............CUSTOMISING THE TurboCASH PROGRAM......Title bar on various screens in the TurboCASH program ..................................1. 34 B................................. 47 B........................5...........2........................................2.....Posting to the Ledger....................................................................................................................................... Restore and Closing of Programs or Screens.................................................................................................... 49 B...............................................................3.......Menu bar ................5......1.........5.................3.........................................................................5.. 50 B...................Stock Items.........................................................................................................1...................................STARTING AND REGISTERING TurboCASH .....................Turbo Menu...............................................1.........2.5..............1B........ 35 B..............6.........1.................................................................................................4.................2..........1B....................................................................ACCOUNTING PROCESS IN TurboCASH...... 34 B...........2................................................BASICS in TurboCASH..1................................................1........................3......................3.........4...........................1B.......5......................5..........................................6..............Starting TurboCASH...................1..................... 33 B.......... B...................................................1..............................................................1..............................................................7..............HARDWARE AND SOFTWARE REQUIREMENTS....1.......................2B.. 47 B................ Edit Menu ..............INTRODUCTION TO TurboCASH.............................4..... 32 B....................................... 48 B..................50 Moving between Fields on Screens when entering Data................THE TurboCASH PROGRAM....................................5............... B...................................1......................2...............2................................................5..........................3..................................1........3B............TurboCASH FEATURES....................DOWNLOAD TurboCASH OR ORDER TurboCASH CD’s?......................................................................................Theme Style..................................4.....................................5..5......4....................1..........................1.......................................... 42 B........ 48 B.........................................................1.........6B........ 32 B...GETTING HELP IN TurboCASH.........1............................................................... RE-SIZE AND SWITCH BETWEEN PROGRAMS....................................2.....5.................1.......1.....THE TurboCASH PROGRAM.............................6................... Setup Menu...........................3..............2.....................................................................5................................................................................2.......................4............................. 42 B..........1.....................................Payments Journal.....................3..........................................Title bar .......................7............................................4B.........2.....................7- File Menu... 51 B..................................5..................................................1.................................1.....Speed Toolbar..........2....................... 49 B...........................................5... 42 43 43 43 44 45 46 B.................1........................Purchases Journal..........Accounts .............................................................................................................. 34 B........................ENTERING TRANSACTIONS IN A BATCH (JOURNAL)..........Minimise..................................................................................4Get Started Easily.....Theme... B..........................6......5...........................1................5...........................General Journal...............................................5...........5.......................................1...............................5.................................. Defaults and Settings................................6...............................1................ 32 B...2...........5B.................2.......5Yes / No..............5.......6....................................2......THE STRUCTURE OF TurboCASH....................4.................................................................................3B..... B..........1................................................................ B......................... 42 B...1.............................6....... 32 B...... B....Sets of Books.......2...........1.......7............Accounting Periods.............Switching to other Programs on your Desktop..................................................................................... 48 B............................................... 29 B...........................UPDATING TurboCASH ............1.................................................................. 35 B................. 30 Accounting Made Easy..........................Registering TurboCASH ...........1..........5..1.................2B.......................................... OK / Cancel..................................................................................................................................................................................................................................................................IN THIS MODULE MODULE B ............. 32 B...........................1........................5..............................Setting up your Batches.................5..5...........4...........................1.................. 50 B..............5............Autorun Installation ..... 35 B......................................5.48 B................. Tools Menu...........5................. 34 B............1......................... Help Menu....................................4...............................................5.............................................................. 42 B............5........ 51 .................. 32 B....................... B..............5.......2..........Colours............5....2.......2............................................ Reports Menu..............................BATCH ENTRY .................................. 50 Drop-Down Lists.......................................................................................2.............................................1....USING SEARCH OR LOOKUP FACILITIES .....2.................... B...5...................................Title bar on the TurboCASH program......................1............................4................6...................................................1...............................................................................................................................................2......................1..NAVIGATION IN TurboCASH.........6.........................Company Information................................................3...........................ACCESSING MENU OPTIONS USING SHORTCUT KEYS ......4............................................ 30 Comprehensive Reporting............1.............................................................4...........

...................... B.................................2...............5..............................................3.2.................................... 54 B...SELECTING THE BATCH TYPE.............................3....................................... 51 B...................7...................6.............. 54 B.........................................3................................................4............B..............6.................6.........................................1................THE BATCH ENTRY SCREEN................ 52 52 52 53 B..................6..Speed Buttons or Icons.6........................3......................BASICS OF BATCH PROCESSING ...............................................................6...................................................................... B.............WORKING WITH BATCHES (JOURNALS).................................................................................. B.........................6............1.....3........ 54 .................Title bar ................................Select Language.............................................................................Column Headings and Rows.............................

If you have earlier versions of TurboCASH installed on your system. TurboCASH.za  www. TurboCASH is published under the GNU GPL. You may order the TurboCASH CD and the TurboCASH Plug-ins CD via e-mail or online. our Open Source Software partners.Seven Plug-ins CD .co.TurboCASH Program and Source.72 or later installed on your system. TurboCASH. you will receive 2 CD's which include: 1. Alternatively. They offer developers an opportunity to add specialised features to TurboCASH.29 .1. This guarantees you rights that TurboCASH will always be FREE as a download on Sourceforge.turbocashuk.Seven CD . For this special price. the TurboCASH CD can be purchased at a special price.co. etc.1- THE TurboCASH PROGRAM DOWNLOAD TurboCASH OR ORDER TurboCASH CD’s? TurboCASH is Open Source Accounting Software.nl  All Other Countries philip@pinksoft.za  United Kingdom (UK) info@turbocashuk.nl TurboCASH . you need to download and install the full program (63MB).This CD includes the following:  Documents .Accounting Made Easy .za Online  www.com  Netherlands pvalentijn@delphidreams. The are usually not Open Source components. If you have version 3.This Tutorial in OpenOffice.turbocash.THE TurboCASH PROGRAM B. Order via E-mail  South Africa (SA) yolanda@pinksoft.1B.turbocash.co. you may download and install the update (4Mb). Open Source Software. UK versions are also available. and PDF (electronic book formats).  Host of Plug-ins including Online Banking  Pastel Converter  Razor Accounting Servant  TC Drill Down  TC Data Utility  SQL Browser  Bank Import  XML Audit file export Third party developers develop TurboCASH Plug-ins. 2.com  www.

English.1. Standard reports include:  Bank Reconciliation. Comprehensive manuals and tutorials. B. Español.1.TurboCASH . French.2.Accounting Made Easy . Italian. B. send via e-mail or faxed.3- Comprehensive Reporting All reports can be viewed on screen. B. In addition to the standard reports. Afrikaans. B. The new Report Designer allows you to write your own external reports and documents using the data in a Set of Books in TurboCASH.INTRODUCTION TO TurboCASH B.  Balance Sheet. saved or exported in a file format.  Income Statement.7 helps you to get started quickly and automates many time consuming processes. printed. Xhôsa. Bank Reconciliation before cash-book transactions are posted. TurboCASH 3. you may design your own customised user reports with the powerful Report Writer. etc. Use our templates or create your own Set of Books.  Budget Performance. German.1   Get Started Easily Easy step-by-step installation. Multiple Language .1. Import and Export Batches T-Account viewer Online Registration Interactive Help System No month -end procedures Generate Repeating Transactions and Invoices. Gibberish.2.2. Indonesian.2         Accounting Made Easy Batch -driven entries allow mistakes to be edited before posting to the ledger.  Sales and Purchase Analysis.2- TurboCASH FEATURES The TurboCASH program is an exceptionally powerful accounting program yet easy to use. Netherlands.  Trial Balance.MODULE B .2.4     Powerful Up to 256 Batch Types 10 Bank Accounts 250 Reporting Groups 40 000 Debtors / Creditors 64 000 Stock Items 30 .1.1.

c) Reporting Account Groups Add or edit any reporting account groups for your Accounts to further classify the 5 Financial Categories. k) Set Preferences i. Expenses. i) Salespersons (only for Documents and Point-of-Sale) Add any salespersons that may sell your stock. g) Internet Set-up (Optional) Configure your e-mail account to send reports.Accounting Made Easy . Capital. 3. 7. most of the settings and defaults have already been set.g. h) Documents Set-up (only for Documents and Point-of-Sale) Set the Document numbers. ii. e) Batch Types Add. lists and documents over the Internet. Backup: Select the drive/path/folder for your backup files. Income. Printer : Set the default printer and paper sizes.e. Long-term Liabilities. Getting started entails little more than the entry of a few basic details and the selection of some basic options: 1. d) Financial Categories Link your Reporting Account Groups (e. Create Debtors Create accounts for your Debtors (customers) 5. messages and check the Batch Types for your Documents (Invoices.1. Supplier Returns and Orders for Creditors or Suppliers). Credit Notes and Quotes for Customers or Debtors and Purchases.) b) Reporting Dates Set the starting date for your financial year and the accounting periods for which you wish to generate financial reports. Set the System Parameters and Defaults TurboCASH will use these parameters and defaults to display and perform certain functions for you. 2. iii. if you trade in stock. Expenses. Fixed Assets and Current Assets) to the 5 Financial Categories (i. 8. Capital. Generate Reports to evaluate your activities. Create your Set of Books TurboCASH allows you to create a Set of Books within minutes by copying an existing structure. Current Liabilities. TurboCASH . which should reflect all your Income accounts and Expense accounts. Create Stock Items Create your Stock items if you trade in Stock Items. a) Company Information Enter your contact information and registration details and set the defaults for your Tax (if you are registered for VAT/GST/Sales Tax. 4. f) Access Control and Passwords (Optional) Set passwords and access control for your users.31 . You also need to set the Cost of Sales settings for your Stock Items. Create Creditors Create accounts for your Creditors (suppliers) 6. Data : Set the defaults for both entry and display. Enter Opening Balances/start processing your daily transactions Enter opening balances for your accounts and stock items. Customise your Chart of Accounts Your Set of Books will have a standard Chart of Accounts.ACCOUNTING PROCESS IN TurboCASH B. Income.3- ACCOUNTING PROCESS IN TurboCASH If you choose to work with one of the pre-created sets of books in TurboCASH. j) Stock Information (only applicable to if Documents and Point-of-Sale is used) Define your selling prices and units of stock. edit or delete any batch types (journals) in which you wish to enter transactions. Assets and Liabilities). Other Income.

1.4. Details which would be recorded include the invoice number (as a reference).4.4. all the purchases). B.2Payments Journal All payments made. and crediting the bank.4- BATCH ENTRY .1.1. B.4.3- Cash-Book This is made up of both the Receipts and Payments Journals. purchase details. B. which were made in the normal operation of your business. all the receipts or. Depending on the need. B.MODULE B . Output VAT/GST/Sales Tax or no tax applies) If no Tax (VAT/GST/Sales Tax) is applicable to all of the transactions in the batch. from whom you purchased.1. correct any errors you have made and process items like depreciation of assets and the payroll. 32 . invoice details.including or excluding VAT/GST/Sales Tax.1. The descriptions entered in the description fields should be entered sensibly.1Receipts Journal All deposits. depreciation journal or payroll journal. the date of the purchase. Input VAT/GST/Sales Tax (if you are VAT/GST/Sales Tax registered and if applicable) and the amount you were charged.BASICS in TurboCASH These are so named because all transactions of the same type are grouped together as a “batch” (for example. date of invoice. The Receipts and Payments Journals of the Cashbook are reconciled with a bank statement.5- ENTERING TRANSACTIONS IN A BATCH (JOURNAL) You will need to enter the following information:  Reference: (such as the cheque number or invoice number)  Date: (the date of the transaction)  Description: (description of the transaction)  Account: (appropriate general ledger account or debtor or creditor)  Tax: (whether Input VAT/GST/Sales Tax. along with the date of the deposit. along with the date. Output VAT/GST/Sales Tax (if you are registered for VAT/GST/Sales Tax) and the amount you charged the customer . B.1.4.TurboCASH . detail and amount are recorded here.INTRODUCTION TO TurboCASH B.2- Purchases Journal This journal is used to record all the purchases. B. Other journals that may be required are the sales returns or debtor allowances journal. For debtors it would have the effect of debiting the bank account and crediting the debtor. the name of the depositor and the amount are recorded in this book.4. can be set up as separate batch type and it will then be possible to generate a separate report for that function will then be generated. after the debtor has been debited through the Sales Journal.  Amount: (as either a DEBIT or a CREDIT).Accounting Made Easy . depending on your requirements.4- General Journal This book is used to enter all your opening balances. the payroll (or any other journal) for example. petty cash journal.1. B. you may hide the Tax column and the Tax lookup facility in the Batch Setup Options. You would record the invoice number.3. the debtor (who you sold to).3. including or excluding VAT/GST/Sales Tax. depending on your requirements. they should enable anybody to determine the origin and nature of the transaction.1- Sales Journal This journal or book is used to record your sales for the day. Payments would have the effect of debiting the creditor or the expense.1.

and Special Ledgers).select to display all Special Ledger Accounts (i. For example in the SALES JOURNAL you would set up the contra account to be the SALES account and enter all the DEBIT transactions for the various debtors.Accounting Made Easy . Creditor and Special Ledgers). TurboCASH .  Creditors . Creditors and Special Ledgers).  General Ledger . Creditor and Special Ledgers). TurboCASH will generate the transaction to the contra account for the total amount of all the transactions. Creditors and Special Ledgers). If you set up a contra account for the entire batch. e.select to display all Creditor Accounts (excluding General Ledger.Select to filter list of accounts to be displayed in the lookup facility for Contra Accounts or Balancing Transaction Accounts:  All . TurboCASH also allows you to set the following advanced options for each batch or journal to make the entering and processing of transactions easier. 3. Examples would be if only need to enter and process transactions which does not apply to Debtors or Creditor Accounts.5. TurboCASH generates a CREDIT transaction to the sales account.Automatically balance the transactions in the batch or journal 2.Setting up your Batches B. 6. In the case of the Payments and Receipts Journal. General Ledger. If you set up the contra account per line.select to display all General Ledger Accounts (excluding Debtors. Remember Tax on Contra Account .e. Not Open Item Batch . Another example would be if you only batch or group a payments (cheque counterfoils or payment remittance advises) for payments made to Creditors.  Creditors . Always Balance .Disables the Open Item Selection and Open Item confirmation messages 4. This option should only be used if no VAT/GST/Sales Tax is applicable to all transactions entered in the batch or journal or if the user is not registered as a VAT/GST/Sales Tax Vendor.Select to filter list of accounts to be displayed in the lookup facility:  All .  Special Ledgers .e. you to also select a contra account.select to display only Debtor Accounts (excluding General Ledger. General Ledger. General Ledger.  General Ledger .select to display all General Ledger Accounts (excluding Debtors. No Tax . Other examples would be cash purchases in the Payments Journal or Petty Cash Payments Journal which need to be allocated to the Expense and Asset Accounts). Another example would be if you only batch or group deposits (receipts) for payments received from Debtors. Debtors and Creditors).select to display all Creditor Accounts (excluding General Ledger. General Ledger. when you balance the batch. 3. 7. Creditors and Special Ledgers). You can enter the equal but opposite transaction (CONTRA ACCOUNT) yourself.Hide the Tax column in the batch or journal entry screen as well as the Tax Account Search or Lookup Facility.select to display all Special Ledger Accounts (i. TurboCASH will generate all the transactions to all the contra accounts. Debtors. Debtors.select to display all accounts (i. In this way you can select a different contra account for each transaction. When you balance the batch. the contra account is always the Bank Account and cannot be changed.e. faster and more accurate: 1. Creditors and Special Ledgers). each time you select an account. Contra Account code lookup type . Debtors. Remember Contra on Account .  Debtors .33 . and Special Ledgers). When you balance the batch. Account code lookup type . 5.Save the settings for the Contra Account (Balancing Entry) on the selected Account.  Debtors .select to display all accounts (i. 2. You can set up the whole batch to have one CONTRA ACCOUNT.g. Depreciation or adjustments to General Ledger Accounts in the General Journal. You can set up each transaction to have a CONTRA ACCOUNT.select to display only Debtor Accounts (excluding General Ledger.1.1- Setting up your Batches Because of the double-entry accounting concept each debit transaction requires an equal credit transaction and vice-versa. Debtors.Save the settings for tax on the Contra Account.  Special Ledgers . An example would be if only sales invoices are batched and entered into the Sales Journal for which you only need to select the Debtor Accounts. An example would be if only purchase invoices (received from creditors) are batched and entered into the Purchase Journal for which you only need to select the Creditor Accounts.e. Debtors and Creditors). The following are 3 options available for creating this contra transaction: 1.

This will update the entire general ledger accounts (chart of accounts) which you have set up.3- Accounting Periods Financial activities are usually measured over a financial year. they must be posted to the Ledger.1.INTRODUCTION TO TurboCASH Once the batch is in balance.2- Company Information. These act as a cross-reference for balancing the Set of Books. B.1. It is also a good idea to make a BACKUP before posting. You may also generate a host of reports for the General Ledger. TurboCASH stores each Set of Books in a separate directory or folder on your system. it is easy to simply restore your data from your backup and correct the allocations before updating the transactions to the ledger again.6. Note: In trying to bridge the gap between manual and computerised bookkeeping.1- Sets of Books TurboCASH allows you to keep up to 999 sets of books. B. The file Totals.2- Posting to the Ledger Once all your transactions have been captured. Accounts and Stock Items and Transactions. process and to report on the data. A brief description of the main components of the TurboCASH file system will be dealt with in the following paragraphs.1. All the transactions of an entity must be recorded in the accounting period in which the transactions occurred. B. Debtor's Ledger. Setup and Defaults. Creditor's Ledger and Stock Ledger. Defaults and Settings For each Set of Books the entity's information (Company information) and defaults or settings are stored. but once it is posted. B.db file (database file) in the TurboCASH Program Directory. Each Chart of Account number represents an expense or income account.6. Creditor's Ledger and Stock Ledger will automatically be updated. If there are. you cannot reconcile unposted items created on the “client machines”). B. The information will be reflected on reports and the defaults or settings will be used to enter. The General Ledger records all transactions into “T” accounts.6- THE STRUCTURE OF TurboCASH TurboCASH is very easy to set up and to use. which is further divided into accounting periods.Accounting Made Easy . Each “T” account is represented by a Chart of Accounts number (see planning your Chart of Accounts). Remember that it is easy to correct a transaction while it is still in the batch. it is POSTED to the ledger. After posting your transactions to the Ledger.1.1.MODULE B . if you are working on a network version of TurboCASH. representing the calendar months. The totals for any period for accounts must balance to zero. in case there are any incorrect allocations in the batch. an asset or liability. you will have to post an opposite transaction to correct it. 34 . Most functions can be performed with a few mouse clicks and a little typing. TurboCASH uses the Borland Database Engine (BDE) to read these files. The full accounting records for a business entity or an organisation are kept in a Set of Books. Each Set of Books must have approximately 40 Paradox Files.db contains period totals for each period (usually 12) for this year and last year. The TurboCASH file system consists of Sets of Books with its own Company Information. the General Ledger. TurboCASH has been written and designed to work as closely to manual books as possible. providing you with a user-friendly interface. usually 12 periods. Debtor's Ledger.5. as a transaction must have a debit and a credit of equal value. The list of these Sets of Books is kept in the Books.6. For this reason it is a good idea to complete all your transactions and do your bank reconciliation BEFORE posting your payments and receipt batches (Note that. Periods. You may then generate a trial balance for the general ledger accounts giving you a list of the accounts and the value of the transactions as well as a profit / loss analysis.TurboCASH . Debits are positive numbers and Credits are negative numbers.

db file.6- Stock Items If you are trading in stock items. charge amounts.35 . charge amounts. There are 5 types of Accounts. descriptions. etc. sales. credit limits. the date and period of the transaction.6. tax accounts. This information would include the batch type. selling prices. tax references. account and contra account. amount.6. TurboCASH . TurboCASH stores specific data of your stock items in the Stock.5- Transactions All transactions are entered in batches and these batches are posted to the ledger. credit limits. reference number.db and DocLine. remittance advise messages. interest percentage.Accounts B. groups.1. This saves you having to figure out complicated transaction relationships. Credit Notes.1.db file. tax amounts. description. etc.db The contain stock details and quantities. When Documents are posted TurboCASH creates transactions and posts them to accounts.7- Documents Documents like Invoices. B.4- Accounts The core to a Set of Books is the Chart of Accounts.db file.1. statement messages.6.1. cost of sales and stock account information. Tax Accounts Percentages for VAT/GST/Sales Tax and effective dates in which these percentages apply B. which contain fields of information specific to each type of file: Type of Specific Information Accounts General Ledger Income or expense accounts Bank Accounts Cash book payments and receipts batch Creditors Creditor contact information.Accounting Made Easy . B. groups. tax references. Purchases. This data is kept in the Accounts. This data would include codes.6. Debtors Debtor contact information. and bar codes. The information of each transaction is kept in the Trans. Supplier Returns are kept in the files DocHeader.

Recent decreases in the cost of hardware have made even the simplest of modern machines.03) Up to 2001 can only be converted by TurboCASH 3. 36 .03 -->3. 2. and 2.  36 Speed or higher CD ROM  SVGA screen (800x600 screen resolution). Windows 2000.Accounting Made Easy .6 Earlier versions will need to go through a two step process.2.01.02.6i -->3. orders of magnitude better than older machines.2- UPDATING TurboCASH TurboCASH will only update the program. Database changes in TurboCASH are small.INTRODUCTION TO TurboCASH B.TurboCASH .6i (2000. 2.1- INSTALLING AND REGISTERING TurboCASH HARDWARE AND SOFTWARE REQUIREMENTS In order to run TurboCASH you will need.  Approximately 80MB hard disk space. Early TurboCASH --> 2. Versions prior to TurboCASH 3.03 or TurboCASH 2000).7--> latest ! ! WARNING ! ! MAKE SUFFICIENT BACKUPS AND PRINT ALL THE NECESSARY REPORTS BEFORE UNINSTALLING YOUR PREVIOUS VERSION OF TurboCASH (Version 2. 2.02. Sets of books will only be converted when you open them with the current version. Windows ME. 2.2B. The costs saved by using an old machine will soon be at risk given the time and effort that it will take to construct a Set of Books and re-enter the data. Windows NT or Windows XP. as a minimum.2. Windows 98. It will run more securely on a better machine.01.MODULE B . TurboCASH is a database. the following:  An IBM compatible computer running Microsoft Windows 95B.  32 MB of RAM (64MB strongly recommended) for a single user and 128 MB for a multi-user. B.

 Install Mozilla .3. Click to browse and locate the extras on the CD.  Install OpenOffice V2 .A number of extras are included on this CD.Accounting Made Easy . with the Sets of Books.7 disk in your CDROM drive and wait for it to run automatically.A Demo Screen saver of the TurboCASH program.03).3B. You can now get browsing and e-mail facilities without the many viruses that target Microsoft's Internet Explorer. Spreadsheet. It includes a powerful Word processor. Presentations.  Click on the Next button. You may also select to install Acrobat Reader and WinZip.37 .0.  Install TurboCASH 2000 . it can also be used as a developer’s tool.The world’s leading Open Source Office Software. The TurboCASH Setup Wizard screen will be displayed. TurboCASH . insert the TurboCASH Version 3. It is also compatible with Microsoft Office.INSTALLING TurboCASH B.  Read the License Agreement carefully by scrolling down. which is a DOS based accounting system. select the language for the Installation.This is an award winning open source Web Browser and e-mail client. It can open any file created with Microsoft and save files in the Microsoft Office format.org V2. for your country. Drawing. It uses XML as its data standard. etc. this document was created using OpenOffice. The following screen is automatically displayed: You may also select the following options to be installed from this screen:  Install Screen Saver . Formula Editor and a HTML Editor for web pages.  Browse the CD . The License Agreement will be displayed.1- INSTALLING TurboCASH Autorun Installation If you have autorun enabled on your personal computer.  To install TurboCASH. Because it is open source.(Version 2. The Select Setup Language screen is displayed:  Select the language of your choice and click on the OK button.  Click on the Install TurboCASH T3 option. In fact.

g.2- If the Set-up Program does not initiate automatically You will have the following two options:  On your Start .  Click on the Next button. Make sure that the correct directory or folder in which TurboCASH is to be installed. You may select to create an icon on your Desktop and / or the Quick Launch menu of your system. You may.Run menu type the following path X:\TurboCASH3SETUP.  The Select Destination Location screen will be displayed.  The Ready to Install screen will be displayed. click on these icons to start or launch the TurboCASH program. you may enter a different name than Pink Software or click on the Browse button and select the Start menu folder. and click on the Cancel button. Click on the Next button. Should you wish to select a different directory or folder for the Start menu. and that the correct Start menu folder and Additional Tasks (Desktop icon and Quick Launch icon) is selected. e.Accounting Made Easy .3.  The Select Additional Tasks screen will be displayed. (Note: If you do not accept the terms in the license agreement. 38 . Click the Next button. Should you wish to select a different directory or folder to install TurboCASH. is not case sensitive. click on the Finish button. TurboCASH will install the program in the C:\TCASH3 directory or folder by default. the TurboCASH Set-up program will be initiated.  The Select Start Menu Folder screen will be displayed.  Once the setup process is finished.: The path.EXE where X:\ is the letter representing the CD-ROM drive on your computer.TurboCASH . you will cancel or terminate the Setup process). TurboCASH will install the program in the C:\Programs\Pink Software folder by default. if these icons have been installed. click on the Browse button and select the destination directory. The TurboCASH program will be started if you did not remove the tick on the Launch TurboCASH field of the Completing the TurboCASH Setup wizard screen before clicking on the Finish button. Double-click on the setup icon to start the TurboCASH installation process. B.INTRODUCTION TO TurboCASH  Select “I accept the terms in the license agreement” and click on the Next button. If you click on the OK button.MODULE B . which you type in the Open field. Or  Locate and open the folder TurboCASH3 on the TurboCASH CD.

you will be asked if you wish to register the program. double click on the icon created for you on your Desktop.4B.STARTING AND REGISTERING TurboCASH B. At first only the items under the File menu are open to you.4.39 . you will need to “Open a Set of Books” (File . Once you have opened TurboCASH.Pink Software .Programs . If your program is not registered.Accounting Made Easy . Before you can select any of the menu options. The TurboCASH program will be launched. you see a main menu bar at the top of the screen.Open Set of Books).TurboCASH T3 The following screen will display a progress indicator. Or select TurboCASH T3 on the Start Menu . TurboCASH .1- STARTING AND REGISTERING TurboCASH Starting TurboCASH  To start TurboCASH.

Register your TurboCASH menu option. You may also enter your personal name if you are the owner of the business). If for any reason you cannot be unlocked or registered immediately.2- Registering TurboCASH If you start TurboCASH via one of the above-mentioned options.and the the serial number and unlocking code. 40 .TurboCASH .4. click on the OK button. You may register to get your serial number and unlocking code via the following options: Telephonically during office hours (Mondays to Fridays from 08h30 to 16h30) by phoning TurboCASH on Telephone number +27 11 646-5702 ✔ Register on the Internet on the following options while connected to the Internet: ✔ ➢ Click on the the Get it Online button of the Register your TurboCASH screen.MODULE B . you will receive this message every time you start TurboCASH. you can continue to work in TurboCASH. You will not lose your data or the company parameters that you have set up in TurboCASH.Accounting Made Easy . the Register your TurboCASH screen is displayed: If you have not initiated this Registration screen at this stage. you may later access this screen from the Help .nl/register/registerdll. ➢ Click on the Register button of the Welcome screen ➢ Click on the Register option on our Website at http://www. TurboCASH will display a confirmation screen asking you if you wish to now register your copy of TurboCASH.INTRODUCTION TO TurboCASH B.co.  Once the details and codes are entered. ➢ Enter our Registration page’s web address http://www.  If you click on the Yes button.turbocash.  Once you have received your serial number and an unlocking code.turbocash.za.dll in the address bar of your Web Browser. enter the Company Name (the owner of this copy of TurboCASH to be registered. If you do not register.

The progress indicator will be displayed if the program is busy with certain functions. it is important that you can access the required options as quickly and effortlessly as possible. The location and name of the file for an open Set of Books will be displayed. you may use shortcut keys to navigate and access the various options in TurboCASH.1- THE TurboCASH PROGRAM TurboCASH offers many features and options.5- WORKING IN TurboCASH In this chapter we will be looking into the basics and the structure of the TurboCASH program and how to get around in the program. which you may use to access the different features and options:  Menus  Speed Toolbar  The Turbo Menu In addition to these menu options.WORKING IN TurboCASH B. TurboCASH offers you three different tools.Accounting Made Easy .41 . TurboCASH . The TurboCASH program screen will be briefly discussed: Title bar Minimise Restore Close Main Menu bar Speed Toolbar bar Navigation links back and next Scroll bar Turbo Menu Click to read the topics. B.5. To enhance your effectiveness and efficiency to perform your tasks in the program.

Close Set of Books .Choose to work in English. If a Set of Books is open in the system.Delete a Set of Books permanently from the system. 4. etc.1Title bar on the TurboCASH program The title bar displays the following information about the TurboCASH program:    B.Accounting Made Easy .5. 3.Close an open Set of Books. 8. or pressing Esc on your keyboard. Save As . Clicking on each of these main menu options.1. 9. Create Set of Books .TurboCASH . B. Netherlands. Title bar on various screens in the TurboCASH program All the screens accessed in TurboCASH have a title bar containing information or the name of the option or screen. you may press the underlined character to select or access the required menu option.1.Open an existing Set of Books in any valid folder on the system.1.1. 42 . B. relating to Sets of Books: Menu option Brief description 1. While keeping the Alt key down.1- Title bar The title bar can be used to minimise.2- Menu bar The various features or options in which you may choose to work may be accessed from 7 menu options in the main menu. 7. Afrikaans. B. German.1. maximise or close the program or any screens. Pressing Alt together with any of the underlined letters in the main menu allows access to the options through the keyboard.MODULE B . French. A list will be displayed.Exit or Close the TurboCASH program. copy or convert a Set of Books using the creation wizard. Each of these menu options also has 1 underlined character. which you can perform with TurboCASH.5. Switch Language . Backup / Restore Set of Books .Re-index the data or rebuild the data in an existing Set of Books.) Clicking "close". 2. the company's name.2.5. the serial number and to whom the program is registered.1. Some of the screens can only be closed with the button (on the top right-hand corner of the screen. (TurboCASH allows you to create up to 999 sets of books. In the TurboCASH program you will find that all screens have a title bar. which can be managed from the File menu). Exit TurboCASH . 6. Delete Set of Books . Data Re-index .Save an existing Set of Books as an exact copy.2- The word Unregistered if the program is not yet registered. it will display a list of items for that menu.1File Menu This menu lists all the functions. As soon as the program is registered.1. Open Set of Books .Backup or restore a Set of Books from a backup file or disk.INTRODUCTION TO TurboCASH B.5. exits the screen you are currently working on.5.Create. 5.

Take-on of stock items and adjust quantities. Calendar .Create a new stock item or edit or delete existing stock items. 7. It may also be used if you do not trade in stock items. Orders.1. Supplier Returns and Orders for creditors.2.43 .Link receipts or payments to specific invoices for debtors and creditors.1. tasks. delivery notes and confirtm quotes and orders. 3. which occur frequently in batches (journals).User Reports menu option. cost and selling prices. Batch Entry. These options include documents Invoices. which you may have set up or created on the Edit . and to post it to the general ledger. may also be generated. Documents. In the case of Documents.2.Select invoices to repeat from the invoice history. which are required to manage the information in a Set of Books. ledger and tax accounts. You will access options on this menu to capture transactions in journals from source documents. Repeating Transactions . an arrow indicates that there are more options available. Repeating Invoices .2- Edit Menu This menu lists all the functions. Batch Entry . user reports and documents. and documents. Special reports. Reconcile Bank .Enter. Supplier Returns.Reconcile a bank account in TurboCASH with the bank statement. Delete .3- Input Menu This menu lists the functions for the daily or periodic processing of transactions in a Set of Books. Menu option Brief description 1. Documents . generate invoices.Powerful feature to schedule and manage appointments (general. B. The various input or process options are available for Stock Items. 8. Stock Items . Point-of-Sales Invoices. User Reports may also be exported and saved or inported from a valid file format . 6.Delete contacts.Update (post) transactions in documents and batches to the ledger.5. Bank Reconciliation and to update the Ledger. edit and delete bank.2. 4. 4.Create or edit contact information for debtor and creditor accounts. User Reports .Enter or edit any budget figures for the ledger accounts. repeating invoices and contacts. You may also select to confirm a Quotes and Orders and to update the transactions to the ledger.1. 2.4- Reports Menu This menu lists all the standard reports in TurboCASH.Menu bar B. but wish to generate documents and have set up a service stock item. Accounts .5. debtor.Create a new user report or edit any existing user reports. Purchases. 6.Enter any transactions. import and process transactions in different batches (journals). Update Ledger . debtors and creditors). 3.5. Adjust Stock . which you can perform to create edit or delete master records.Generate documents such as Invoices. Open Item Link. Contact . Menu option Brief description 1. 7. Budgets .Accounting Made Easy . capture. You may also print documents. Credit Notes and Quotes for debtors and Purchases. 2. Quotes and Point-of-Sale Invoices. etc. 5. TurboCASH . etc. The Documents menu option should only be used if you are trading in stock items and have set-up Stock Items. Open Item Link . B. creditor. 5.Create. You may also process open item likns for General Ledger Accounts. Credit Notes.

i.Lists contact information for creditor and debtor accounts.Ageing. remittance advice. 4. When the cursor is in certain fields on these report options screens. User Reports . In some fields. General Ledger . Contact Listing . transactions and listing reports for creditors 3. 1000 to be displayed as 1.Define labels for creditors. You only need to select the information you wish to include in a report. It is important to set certain preferences and the parameters up correctly. number of decimals to be displayed on reports and documents as well as the number of decimals to be stored. The Preferences menu option lists the following menu items: Menu option Brief description 1. This menu option is the second option you need to set or confirm the defaults when you set up a Set of Books. which you may have designed for your specific requirements. the  arrow indicates that there are more options available. and item listing.MODULE B . back orders. TurboCASH will display a Report Options screen for each of these reports. before you start to create or edit any accounts and start to process transactions in a Set of Books. You may also add your own favourite background pictures. movements. 5. 5. quotes. you may specify the number of documents to be printed. Menu option Brief description 1.g.Budgets. 12.Analyse purchases by supplier or product.5Setup Menu This menu option allows you to configure TurboCASH to suit your specific requirements.Specific reports.Ageing. credit notes.Reports on the Tax (VAT) for transactions if you are registered for VAT.TurboCASH . etc. Debtor . Preferences and System Parameters. transactions and listing reports for debtors. lists. debtors and stock items. There are two basic items on this menu. Theme Style . You may also specify the symbol for large numbers (e. transactions. Bank Reconciliation . supplier returns and orders for your stock items. Tax . 6. Theme . 7.Accounting Made Easy . Define Labels . Data Parameters . quotes. cash flow. 2.Cash-up and Sales Reports. returns and orders).Reports of transactions in batches and documents posted to the ledger.e. Colours . trial balance and financial statements (Income Statement and Balance Sheet). 4. Select 1 of 2 methods for reconciling bank statements with the transactions in your cashbook (receipts and payments batches).Select one of 7 colour schemes in which the program can be displayed. 8. labels. 8. Batch Type . Backup Path . labels. labels. Purchase Analysis . Once this is done you may only need to access certain menu options from time to time.2. B. credit notes. (invoices.Select WindowsXP (default) or OfficeXP as the theme style. 7.Select one of 15 themes or background pictures to be displayed in the program. Point-of-Sale .Set the default fonts in which you wish the reports and documents to be displayed. 2. Sales Analysis .Stock activity. 9.Reports of bank accounts reconciled with bank statements. 10.Select the indicators for debit and credit. purchases. 13. Document Listing .Set the default backup drive and folders on your system on which you wish to create backup files or disks. 11.INTRODUCTION TO TurboCASH The various reports options are available.10 standard reports to analyse your sales by stock item.1.000 if a comma is specified) and / or select to display the default system currency symbol.5. statements. 44 . If you are generating documents. debtors. a drop down list will display the valid options to select from. 6. re-order. Printer . Creditor .Lists all documents (invoices. salespersons. movements. a lookup facility will display a list of valid codes and descriptions for that field to help you find what you need. Stock . Fonts .Select the default printer on which reports and documents are printed. 3. purchases.

5. 12. batch types. lists and documents via the internet or to configure a network server. Salespersons . fax numbers e-mail address) and registration numbers for the Company and VAT/GST/Sales Tax. file.Link your Ledger Account Groups to Assets. Stock Items and Documents for generating reports. 7. The global processes should only be performed under certain circumstances. You also need to set the default tax method and output method for reports (to screen. You may also perform the global processes in a Set of Books to transfer transactions from a selected account to another.Set the defaults for documents. 9. perform year-end procedures and to clear or reset the transactions and balances.Add or delete the units in which you wish to sell stock items and define up to 3 selling price descriptions. batch type.Set the passwords. You may also set the parameters for Cost of Sales (account. headings and messages. Point-of-Sale . Reporting Dates . 11. Batch Types .Create or delete batch types or journals in which you wish to enter the transactions. 8. configure printers.1. e-mail accounts to send reports.Add or remove any salespersons. B. 10.Set the start date of your financial year and the periods in a financial year. TurboCASH . Set the default currency format and date format in your Windows Operating System. 4.Accounting Made Easy . 5.Select the paper type and enter any messages to be displayed on Statements you wish to send to your debtors. perform year-end procedures and to clear or reset the transactions and balances. 2.6- Tools Menu This menu option allows you to access various utilities. etc. The global processes should only be performed under certain circumstances. Documents . Load your logo or picture. Financial Categories .Set up to 2 Groups for ledger Accounts.Enter the company information (name. Stock Information . 6. if applicable. printer. which you wish to be displayed on the documents. You may also close a specific period for posting transactions to the ledger. Groups . Capital. such as the numbers.45 . Company Information .This menu option allows you to access various utilities. Access Control . You may also perform the global processes in a Set of Books to transfer transactions from a selected account to another. Income or Liabilities.Menu bar The System Parameters menu option lists the following menu items: Menu option Brief description 1. whether you will be using average or latest cost). address telephone. which will be selling your stock items or cashiers operating Point-of-Sale. users and access to certain menu options for each of your users. peripherals. e-mail or fax). Expenses. Set the page and margin size of paper used on for Dot-Matrix Printers.Configure your Internet. Debtors. Creditors.2. 3. Internet . Statements .Set the Point-of-Sale parameters.

creditors and stock items. 8.Visit our Forum to find sollutions or to post comments. 4. 8. debtors. etc. Import .View the version and release date of the program and the version of your Operating System. 46 . Online Update .View and report any bugs on our bug-tracking system at sourceforge details or register TurboCASH via the Internet. Menu option Brief description 1. About TurboCASH .. or register TurboCASH via the Internet.Export data to a file . 5.to be advised. Update or upgrade your TurboCASH program or even go directly to the TurboCASH support page on the Web.Online Banking. T-Account Viewer . 9.documents. 3. accounts. Help . view information regarding the TurboCASH program and information regarding support.Register the TurboCASH program via the Internet.Customise the labels of the program. Customise Language .View the Welcome to TurboCASH and other useful information and links. accounts. update a server. You need to install the plug-ins from the TurboCASH CD before the Online Banking. etc. Forum .Checks the integrity of the data for selected Set of Books. Support . Online Registration . Calculator . Register your TurboCASH .Download the latest update installation files from the Internet to upgrade your program. Global Processes . Bug-report (sourceforge) . 2. 6. TCASH Data utility and the Pastel Conversion utility can be accessed. perform year-end procedures. stock items and posted batches. You may also uninstall the utilities. Generate Reportman Dirs .Launch the TurboCASH Help System where you may locate topics on TurboCASH.5. debtors.View the accounts in the traditional T-Account format.Import data from a file . 3. 7..MODULE B .INTRODUCTION TO TurboCASH Menu option Brief description 1.Reportman still under development .2. 10. Plug-ins .Launches the Pascal Script Engine.TurboCASH .documents.7- Help Menu This menu allows you to access the comprehensive help files. Your Internet connection must be activated before any link can be made to the Registration and Support or online update web pages of Pink Software.Accounting Made Easy . 2. 11.Design you own layout files for documents from TurboCASH data. creditors. TCASH Data utility and the Pastel Conversion utility.Helps you search and / or filter for specific data. 7. B.Launches the calculator. Data Integrity Check .View contact information of Pink Software or go to the Support page via the Internet. 12. clear or reset the transactions and balances. Script Engine . You may register TurboCASH on the Internet.1. 5. Show Welcome . 4. reverse the transactions in posted batches (journals) and documents or copy the data from a selected Set of Books.Enter your Registration details.Transfer transactions from a selected account to another. Report Designer . 9. 6. Search . Export .

Data Parameters menu option. The Open Item Link screen will be displayed on which you need to select if you wish to edit the links for open item debtors or creditors accounts. Clicking on that option will open a screen enabling you to perform that function. B. To access the Turbo Menu. The Backup / Restore screen will be displayed on which you need to select if you wish to backup an existing Set of Books or if you wish to restore a Set of Books.Accounting Made Easy .1.Speed Toolbar B. The Invoicing screen will be displayed on which you may start processing invoices. Launches the Search Investigator screen. When ordering goods you have the option to configure TurboCASH and import goods as stock items and generate documents for the goods purchased on the online store.47 .5. TurboCASH . Credit Notes and Quotations)  Purchase Documents (Purchases. You may also process Open Item Links for General Ledger Accounts if you have specifies the Account Codes in the Setup .Preferences . A brief description of the options follows: Icon Brief description The Open Set of Books screen will be displayed on which you need to select a Set of Books or to browse for a Set of Books on any folder on your system. This icon will only be displayed on the Speed Toolbar.5. You also need to select the date until which you wish to reconcile and the closing balance of the bank statement.3- Speed Toolbar This toolbar allows you to quickly access the following most frequently used options without accessing the options using the menu lists: Moving the mouse cursor over an option will highlight that option. You may also select to process any of the following documents:  Sales Documents (Invoices.1. You may also specify a file or folder or a disk on which to restore a Set of Books on your system. Supplier Returns and Orders) The Reconcile Bank Account screen will be displayed on which you need to select the bank account to reconcile with a bank statement. you need to right-click anywhere underneath the speed button or icon bar on the TurboCASH program screen.4- Turbo Menu The Turbo Menu will display the last 10 – 25 screens or menu options recently accessed when working in the TurboCASH program. if the OSC-Plug-in has been installed. on which you may define search criteria to search for specific data or information in a Set of Books. Open Source Commerce (OSCommerce) plug-in is now available to do online trading at their website. You may download this plug-in on our page at the Sourceforge website. The Batch Type screen will be displayed on which you need to select any of the available batches or journals in which you need to enter or capture your source documents.

On the bottom left corner of the TurboCASH program screen will change to . Repeat releasing and pressing the Tab key until the desired program is selected. 48 .1- MINIMISE.2B. Restore and Closing of Programs or Screens The following buttons are found on the right side of the title bar: – Minimise . B. you may double-click anywhere on the title bar to display the screen in the full size of your desktop and double-click again to return to it’s original size. you may easily switch to another program as follows: 1. It has the same function as the File . This button will change to a single square restored to its original size. Release the Alt-Tab keys and the selected program will be restored and ready to work in. Press the Alt-Tab keys simultaneously on your keyboard and the following screen. click on the mouse and drag the edge of the screen to desired size. and by clicking on this button the TurboCASH program will be If the Restore button is displayed in a title bar. listing all the active programs on the Windows Taskbar.2Pressing Resizing of Screens on your Desktop . RE-SIZE AND SWITCH BETWEEN PROGRAMS Minimise.5. such as word processors or spreadsheets at the same time.5. in the title bar will re-size TurboCASH to the full screen option.5. When the mouse pointer changes to a double-sided arrow. While keeping the Alt key down you may release the Tab key and press it again to select the next program.2.TurboCASH . Instead of minimising TurboCASH using the Minimise button on the Title bar and restoring another program from the Windows Taskbar.Click on this button to minimise the program in the Windows Taskbar.INTRODUCTION TO TurboCASH B. is displayed: 2.5.MODULE B .This button will exit the TurboCASH program. 3.Click on this button to display the TurboCASH program in a smaller screen on your desktop.Exit TurboCASH menu option on the File menu.2. – Close .Accounting Made Easy . – Restore . You may resize the screen to any size on your desktop by moving the mouse pointer to any place on the edge of the TurboCASH screen or window. 4.3- Switching to other Programs on your Desktop Sometimes you may work in TurboCASH and in other programs.2. B.

Function Keys F5 to F11 on Document Entry Screens 4. etc. A lookup screen is basically a list of all the valid entries or master records in a Set of Books from which you need to select one item from the list. In addition to this facility.3- ACCESSING MENU OPTIONS USING SHORTCUT KEYS Any menu option can be accessed or initiated from the keyboard. . the Alt or Ctrl or Shift keys in combination with the function keys or alphabetical keys A to Z. you may locate and select accounts. . B. periods. If the Use filter is enabled.Click to scroll to to the top or first entry of the entries displayed in the viewable area.5. TurboCASH will automatically display the lookup screen for that specific field. . These may include only of pressing the function keys F1 to F11 keys. . . and pressing the underlined characters of any other item displayed on a menu list.Click to scroll to the selected entry on the list. by keeping the Alt key down.5. Function Keys F5 to F11 on Batch Entry Screens 3. stock items. Ctrl Key and Function Keys F1 to F10 7. a list of the keys for the following are listed in MODULE K at the end of this book: 1. Alt Key and Function Keys F1 to F11 6. Ctrl and Alt Keys and Alphabetical Keys. To disable the filter. TurboCASH has also provided other shortcut keys to select or access certain menu options from your keyboard. Function Keys F1 to F11on the Main TurboCASH Program 2. All of the lookup facility screens are basically similar of appearance: The following lookup facility screens are available in TurboCASH:           Accounts Bank Accounts Creditor Accounts Debtor Accounts Tax Accounts Batches List Stock Items All Years.Click to scroll to to the top or last entry of the entries displayed in the viewable area. For your convenience. You may also right-click in the scroll bar to launch a context menu on which you may scroll or search for an entry on the lookup facility.Click to scroll to the first entry on the list. on the lookup facilities with ease. the Use filter context menu will display a tick as follows . .ACCESSING MENU OPTIONS USING SHORTCUT KEYS B. If the filter is enabled.Click to scroll to the last entry on the list.Accounting Made Easy . This Year and Last Year Periods Date Picker Point-of-Sales Lookup You may right-click on any area of the lookup facility to enable or disable the filter.49 . Ctrl Key and Alphabetical Character A to Z Keys 8. . TurboCASH .4- USING SEARCH OR LOOKUP FACILITIES When the cursor is in various fields on a screen of the TurboCASH program. click on the menu to remove the tick.Click to scroll to one page down in the viewable area. Shift Key and Function Keys F1 to F11 5.Click to scroll to one page up in the viewable area.

Down arrow The next entry on the list will be highlighted. To select the required account. by pressing the key corresponding to the first letter of the command.Help menu option or press the Alt and H keys on your keyboard.5. with a down arrow or three dots (…) on the right-hand side of the respective field. Back / Next and Finish Buttons These options may be selected with a mouse click. 50 . B. To move to the previous field.MODULE B . TurboCASH will display rectangular dots around the label. End The last entry will be displayed on the list according to Code or Description depending on the whether Code or Description is selected in the Search by field.6- GETTING HELP IN TurboCASH To access the help file. Examples are reporting groups.5. salespersons.5. will shift the cursor to the next field.  Click on the Help . B.Accounting Made Easy .5. selling prices. The Spacebar on your keyboard allows you to toggle between a tick and a blank space in the tick box. you have 2 options:  Press the F1 key on your keyboard. B. Up arrow The previous entry will be highlighted.5.2- Moving between Fields on Screens when entering Data Once data has been entered. and you need to select an account. B. click with your mouse or simply press the Enter key on your keyboard.5.5B. etc.5. pressing Tab or Enter.5. B.INTRODUCTION TO TurboCASH The following shortcut keys on your keyboard may be used to search and select an entry: Key Description Home The first entry will be displayed on the list according to Code or Description depending on the whether Code or Description is selected in the Search by field.5.: Yes = Y or Enter No = N or Esc Next = N Back = B Cancel = C. etc.5. By clicking on this button.5.5- Tick Boxes You will come across many fields where you have to place tick to select certain options. or.3- Arrow Keys Whenever a lookup facility is listed on your screen.g. e.4- Drop-Down Lists A Drop-down list is represented by a small block.5.TurboCASH . An example of a tick box is as follows: If a tick box is active. B. a list will be displayed. use the mouse or press the Shift and Tab keys simultaneously. use the mouse or the Up and Down keys to scroll through the accounts. OK / Cancel. this can also be achieved by clicking with the mouse cursor.1- NAVIGATION IN TurboCASH Yes / No.

Switch Language and select the language of your choice. Sumarai. Space. Motor Madness. a new picture will appear on your screen each time you create a new invoice or open a batch.51 .7B. B. Pastel. as the language you wish to work in a Set of Books.CUSTOMISING THE TurboCASH PROGRAM B. If you choose Random.2- Theme Style This option allows you to choose between WindowsXP (default) and OfficeXP themes. B. Dolphins.  To select a Colour scheme: Click on Setup . German. etc.7.Preferences .  To Choose a Language: Click on File .Accounting Made Easy .Preferences .5.5. These themes are background pictures. Brilliant. Netherlands. Gibberish.5. which will make your program more colourful and pleasant to look at.4- Select Language This option allows you to choose between any available language .7.English.Colours and choose the colour scheme you like the best.7. Xhôsa. French. TurboCASH . Beach.1- CUSTOMISING THE TurboCASH PROGRAM Colours You may choose between Classic. Gotham. Italian. Español.5.Themes and choose the background picture you like the best.7. Sands of Time.3- Theme This option allows you to choose between Classic. Afrikaans.5.  To select a Theme: Click on Setup . Future House. New South Africa. ClassicBMP. Indonesian. B. Pink and Windows Default colour schemes. Wasteland and Random themes.

To correct errors within posted batches. unless your requirements change).6. If no Tax (VAT/GST/Sales Tax) is applicable to all of the transactions in the batch. 2. 4. It is a good idea to check the data entered in a batch from the batch listing before posting it to the ledger.1- WORKING WITH BATCHES (JOURNALS) BASICS OF BATCH PROCESSING All source documents such as receipts. Balance the batch. 7. TurboCASH allows you to enter or capture your transactions whenever you wish. for which a user’s access have been restricted or blocked in the Setup . You may capture the transactions on a daily basis and exit the batch screen without posting the batch to the ledger before proceeding to steps 5 and 6. cheque counterfoils. another Batch Entry needs to be generated. Right-click on any of these batches to access the Batch Processing options from a context menu. once you have selected the required batch: 1. 3. B.2. Set the options or defaults for the batch. Select whether you wish your transactions to be inclusive or exclusive of VAT/GST/Sales Tax (If you do not use VAT/GST/Sales Tax. (This will help you to identify the batches when generating batch type reports). which are linked to Bank Accounts. To enter or capture data in a batch consists basically of 7 easy steps.1.Access Control menu option.2- SELECTING THE BATCH TYPE  To select and open a batch:  Click on the Batch Entry icon.Batches or Journals.Accounting Made Easy . see paragraph B.Payment and Receipt Batch Types or Journals. Post the batch to the ledger. Enter the transactions in the batch.6. You may also click on the Input . Black . now is the time to fix them. (You only need to set the options once.TurboCASH . are entered in their respective batches or books of prime entry.MODULE B . Grey . Change the alias for the batch.System Parameters . The data will not be lost. you may ignore this option).Batch Entry menu option or press the F2 key on your keyboard. 5.1 of MODULE B 52 .All other batches (journals).INTRODUCTION TO TurboCASH B. etc.6B. 6. List the batch and retain the batch listing with your source documents. The Batch Type screen is displayed: Colour Coding of Batch Types Blue . you may hide the Tax column and the Tax lookup facility in the Batch Setup Options. If you have made any mistakes. (“Capture” the data).

The Batch Entry screen for the selected Batch Type will be displayed.6. setup.SELECTING THE BATCH TYPE Once the options for a batch or journal has been set up. date. If you access a batch type and the contra -account is for example. Title bar Minimise Restore Close Speed buttons Column headings Rows Scroll bar Total amount of all transactions in the debit and credit column of the batch. We would enter the cheque number.Accounting Made Easy . the total amount of the transactions entered in the debit column and / or the total amount of the transactions entered in the credit column will be displayed as unposted. If the batch is in balance (amounts of equal value is entered in the debit and credit columns or if the batch has been balanced). If the options for a batch or journal. Selected account code and description. the debit and credit amounts will reflect the same value. displayed as the Sales Account (010).53 . B. Information of the batch settings and transactions entered into the batch. which have not yet been. Lookup facility TurboCASH . the Contra Account code and name or description. for what.  Select the batch from the list and click on the Open button. to whom the payment is made. and the amount of the transaction. you may change the contra account when you set the options for a batch. For each transaction. If any transactions have been entered into a batch (journal).3- THE BATCH ENTRY SCREEN In this section we will explain the basic layout and principles of the Batch Entry screen. it will display no Contra Account. will be displayed. you need a source document from which you will enter the basic information in a Batch Entry screen.

The date of the transaction. Close .Show where to enter the basic information: Column Heading Reference number: Date: Description: Account: Tax: Description The number of the document. Amount: Rows . the batch name will make it easier if you need to identify the specific batch to generate a batch type report.Accounting Made Easy .2- Speed Buttons or Icons These speed buttons or icons are conveniently placed below the title bar on the Batch Entry screen to allow you to access the most frequently used options with ease. invoice. for example. Once the batch is posted or updated to the ledger. The Tax amount will be calculated automatically based on the percentage of the selected tax code. 54 . Should you. The account which must be debited or credited with the transaction. you need to enter each of these items (parts of a transaction) in 2 separate rows. Each of the speed buttons has a shortcut key to access the required option from your keyboard. B. may be changed in the Change Alias option to reflect the batch name for the specific transactions entered into the selected batch.the correct tax code must be selected if you are registered as a VAT/GST/Sales Tax Vendor and / or if VAT/GST/Sales Tax is not applicable to an entry or transaction. You will then have one source document (cheque) with 2 entries representing 2 transactions with the same party. You will still need to use one reference number (same cheque number) for both transactions.Displays the name of the selected batch accessed from the batch type screen. If you are not registered as a VAT/GST/Sales Tax Vendor. if VAT/GST/Sales Tax is applicable. which contains the details of the transaction. The tax account . This date must be a valid date within any accounting period within a financial year. and / or if VAT/GST/Sales Tax is not applicable to all the transactions in the batch or journal. make one payment or issue a cheque for petrol and repairs and wish to allocate the petrol to one account and the repairs to another account.1 Title bar  Title bar . It may be a cheque.3.3.6. you may select to hide the Tax column for the specific batch or journal. deposit. receipt. export the posted transactions in the posted to a file or to reverse the posted batch.3. The name of the selected batch (between square brackets in the title bar).TurboCASH . B.6.Click to close the Batch Entry screen. A brief description of the details of the transaction.MODULE B . The amount of the transaction.6.INTRODUCTION TO TurboCASH B.3- Column Headings and Rows Column headings . etc. it may be inclusive or exclusive of Tax (VAT/GST/Sales Tax).For each source document or transaction you need to enter the basic information in a row on the Batch Entry screen.

MODULE C - BACKUP AND RESTORE A SET OF BOOKS .

..................EXE FILE .....2..... 57 C..................................ZIP FILE...... 62 C...........3.. 62 C..................................RESTORE A SET OF BOOKS .......................... 64 ..............CREATING AN E-MAIL BACKUP FILE ........................2......................................................TurboCASH BACKUP................CREATING A BACKUP FILE ONTO A DISK OR HARD DRIVE............ 57 C............................3....................................... 59 C........................................1..........................................1...................RESTORE A SET OF BOOKS...1...................... 55 C...............THE TurboCASH BACKUP FILE..............3.............................................1.............. 59 C..................IN THIS MODULE MODULE C .................................BACKUP A SET OF BOOKS.....2................................TurboCASH BACKUP.....1......................................RESTORE A SET OF BOOKS ..BACKUP AND RESTORE A SET OF BOOKS...................

2 weekly sets . creditor and stock information. stiffy disk or floppy disk.57 . Old data on your previous version of TurboCASH or other accounting package (Pastel 5. In this version of TurboCASH.1- BACKUP A SET OF BOOKS CREATING A BACKUP FILE ONTO A DISK OR HARD DRIVE The File . On a regular basis: Depending on your need and volume of work. preferably upon closing the program. Backing up to your hard disk is also a good practice but the best backup is not stored on your computer.3 sets daily re-used weekly or every 3rd to 4th day. debtor. you may also restore a Set of Books from a valid tcBackup file stored on a Network Server. TurboCASH will automatically close the Set of Books and the Backup Set of Books screen is displayed: TurboCASH .1.re-used every 3rd week. 1 set prior to year-end and kept permanent. Do Year End.Backup/Restore Set of Books menu option or you could also click on the Backup/Restore icon.exe (self-executable) or a tcBackup. This option uses the Pkzip to compress or zip the size of files contained in the backup file. Backups are copies of your data that you make on a regular basis.exe file.exe files. (In case of a hard drive failure!!) It is also recommended that you complete a BACKUP in the following instances: • • • • • • • Prior to performing any major processes.BACKUP A SET OF BOOKS C.zip file format. Backing up can be to CD-ROM. The very same backup disks or backup files on your hard drive are used to restore your data in your Set of Books. The following minimum is recommended: 2 . you may have to re-enter thousands of transactions and general ledger. if a Network Server has been set up and configured on your system. and re-used each year.Accounting Made Easy .done at the end of each month. TurboCASH also allows you to create a backup file and send it directly via e-mail. As a general rule.2) prior to conversion to TurboCASH. Transfer Balances) on the Tools menu. such as Delete a Set of Books and Data Re-Index on the File menu and Global Processes (Clear / Reset. You will need backups in case of file corruption. hardware failures and other errors.1C. The zip backup file format allows you to send a backup file via e-mail in cases where your Internet firewall settings will not allow you to send and receive *. 12 Monthly sets . it is good practice to back up often. If you do not make regular backups.  To create a Backup file: Click on File . If a Set of Books is open on your system. You may also select to create the tcBackup. Backup files are used to Restore a Set of Books to the set of data from which the Backup File was created.Backup / Restore option will backup your data onto disk or your hard drive in a tcBackup.

BACKUP AND RESTORE A SET OF BOOKS Select the Backup option. While the Backup process is running.Accounting Made Easy . (In this example.) It is recommended that this date and time not be over typed.MODULE C . 58 . the following Information screen is displayed: Click on the OK button and click on the Cancel button on the Backup Set of Books screen. If you have not set the default backup path. You may over type the tcBackup File Name with a name of your own.exe file format. if not already selected. the default system drive (normally this would be the Stiffy Drive A) will be displayed.Backup Path menu option will be displayed.Preferences . The default backup path (drive or folder) for a Set of Books as set in the Setup . the files are backed up from and added on your backup disk or location on your hard drive or network drive will be displayed. Select the Drive to Backup to. Click on the Backup button to start the backup process. TurboCASH will by default create a tcBackup file in the *. The date and time of your operating system is automatically inserted in the file name (e. You may select any other drive or folder on your system. You may also press the Esc key on your keyboard to exit the Backup Set of Books screen. You may then later select that file name to restore a Set of Books from. The format may differ if your operating system's short date style or format is set different. Select the Name of the Set of Books you wish to Backup. When the backup process is completed. the date and time format is YYYYMMDD followed by the Hour and Minutes. If you need to create the Backup file in the *zip file format remove the tick in the field. if you enter a name for your backup file. tcBackup200603261433) after the default tcBackup file name.g.TurboCASH .

 To Send a Backup file via e-mail: Select the option on the Backup Set of Books screen. The e-mail address of Pink Software will automatically be entered in this field. If your data becomes corrupt for some reason. You may attach another document to the e-mail. If you do not make regular backups. Should you wish to change it to a different e-mail address. C. If the message is larger than the allowed message. that of your auditor or consultant). It will be necessary to re-enter all the data from the date of the last backup to the present.g. It is recommended that you keep a record of which data is backed up and which is not.2MB). It can be seen that backing up often is a good habit that can potentially save a lot of work. When the backup process is finished. It is also important to keep record of your backup disks or files or to label your backup disks to prevent restoring a Set of Books from an incorrect backup disk or file.2- CREATING AN E-MAIL BACKUP FILE This is a new feature in this version of TurboCASH. including attachments to 1. Launch your Internet connection and click on the Send button your E-mail program will automatically be launched. To use this option. creditor and stock information.2- RESTORE A SET OF BOOKS This option will restore your data for a specific Set of Books or your hard drive or in a valid folder on your system.Backup / Restore Set of Books menu option or click on the Backup/Restore icon. your message may not reach the recipient and may be returned. to prevent re-entering data that is already on your backup disks. Note that your Internet Service Provider may limit your e-mail message (e. This option uses the Pkzip to uncompress or unzip the size of files contained in the backup file. a valid Backup (tcBackup. Enter your message. To Restore a Set of Books from a Backup. The file is automatically attached to the e-mail message.g.g. TurboCASH will automatically close the Set of Books. Add a description to the subject if you wish (e.zip) file must exist. (e.Accounting Made Easy . you may have to re-enter thousands of transactions and general ledger.  To Restore a Set of Books: Click on File . your company name).1. The process to create a backup file must be followed. debtor. The Backup Set of Books screen is displayed: TurboCASH .CREATING AN E-MAIL BACKUP FILE C. your computer system must be properly set up and the Internet Account with your Internet Service Provider.exe or tcBackup.59 . restoring from backup will fix this. your e-mail program will automatically be launched. If a Set of Books is open on your system. you may enter a valid e-mail address to that field.

Select the Drive to Restore from. You may also browse for a folder to select the folder on your hard drive or network drive in which your backup data is stored when you click on the icon on the right hand side of the Restore To field. You may select any other drive or folder on your system. the default system drive (normally this would be the Stiffy Drive A) will be displayed.TurboCASH . provided that you have a CD writer installed on your system and the backup is correctly done. TurboCASH will prompt you to insert the next disk until the restore process is completed. 60 .BACKUP AND RESTORE A SET OF BOOKS Select the Restore option. (If the Stiffy drive is used. You could also choose to Restore from your hard drive or any available drive on your network. If you have not set the default backup path. Select a valid folder and click on the OK button.MODULE C . The Backup screen will change to the Restore Set of Books screen.Accounting Made Easy . Select the Name of the Set of Books you wish to restore. The default backup path (drive or folder) for a Set of Books as set in the Setup .Preferences .Backup Path menu option will be displayed. Click on the Restore button. TurboCASH also allows you to restore from a CD.

RESTORE A SET OF BOOKS The following Information screen is displayed: Click on the Yes button.exe file. When the backup process is completed. the following Information screen is displayed: Click on the OK button and click on the Cancel button on the Backup Set of Books screen. TurboCASH .  Click on the OK button.  Error .File not found If no valid Backup file exists. the operation will be cancelled. to start the restore process. If you click on the No button. You may also press the Esc key on your keyboard to exit the Backup Set of Books screen. TurboCASH will display an Error message that the Backup file could not be found.Accounting Made Easy . Try to relocate the tcBackup.61 .

exe file.exe file: Click on the tcBackup.MODULE C . The TurboCASH T3 SelfExtracting Backup screen is displayed: Click on the Restore button on the TurboCASH T3 Self-Extracting Backup screen. In addition to restore a Set of Books on the File .EXE FILE  To Restore a Set of Books using the tcBackup. These tcBackup files may be created on your system with the Backup option of TurboCASH or you may have downloaded a backup file from the Web or have received them via e-mail. you may also restore a Set of Books from the tcBackup. When the process is finished. These files will be displayed as an icon in the selected folder in which a file is backed up.3.exe or tcBackup.TurboCASH .zip files on your system. which is an executable file or a tcBackup. TurboCASH will extract all the files into the selected directory.BACKUP AND RESTORE A SET OF BOOKS C.3- THE TurboCASH BACKUP FILE TurboCASH Backup creates a tcBackup.Accounting Made Easy . You may then open the Set of Books to commence working in the restored Set of Books.Backup / Restore menu option. the following screen is displayed: Click on the OK button.1- RESTORE A SET OF BOOKS . C.zip file. 62 .exe icon in the selected folder on your system.TurboCASH BACKUP.

. button to create a new folder (sub-directory) in which you wish to restore a Set of Books.EXE FILE Click on the Browse button to select a different folder than the folder displayed in the Restore to field. TurboCASH . The Extract to: screen is displayed: Select the directory and click on the OK button. You may also click on the New. Enter a new directory than the current directory displayed on this screen and click on the OK button..63 .Accounting Made Easy .TurboCASH BACKUP.RESTORE A SET OF BOOKS . should you wish to restore the Set of Books elsewhere on your system.

Backup1703).2- RESTORE A SET OF BOOKS .BACKUP AND RESTORE A SET OF BOOKS C. for your convenience.3.zip is displayed: icon in the selected folder on your system.TurboCASH . button to change the folder and select a folder on your system in which you need to restore the Set of Books.g.1 in the Extras folder on the TurboCASH Installation CD. the following screen will be displayed: Click on the Next button. When the process is finished.MODULE C .zip file: Click on the tcBackup.  To Restore a Set of Books using the tcBackup. TurboCASH has also included WinZip version 8.ZIP FILE To use this feature you already need to have WinZip or any other application with which you may create zip files or unzip a selected zip file. You may click on the Select different folder.zip feature should be used if your firewall settings is set not to allow sending.TurboCASH BACKUP.Accounting Made Easy . The Unzip Now screen is displayed: By default it will unzip the files for the Set of Books) in the Unzipped folder on your system.. The WinZip Wizard screen Select the Unzip or install from tcBackup.. installed on your system. receiving or downloading of executable files (*. 64 . The tcBackup.exe) files.zip or other name as entered in the File Name field of the Backup Set of Books screen (e.

ZIP FILE If you click on the Select different folder. click on the Unzip Now button.Accounting Made Easy . in which you need to restore the Set of Books. You may then open the Set of Books to commence working in the restored Set of Books. if the folder or directory. All the backed up files in the zip folder will automatically be extracted to the selected directory on you system.RESTORE A SET OF BOOKS . TurboCASH . button.TurboCASH BACKUP.65 .. the Select Folder screen is displayed: Click on the Browse button to create a new folder or directory. does not exist on your system. Select the directory and click on the OK button. Once the folder or directory is selected..

MODULE D - CREATING A SET OF BOOKS AND SETUP .

............................2................................ 66 D....................................................3....................4.................................................................1..................... 76 D..............3.................................................. 74 D.............................................3.............PRINTING LISTS OF ACCOUNTS...................5........................................................................................3...........1......................................Creditors Listing..............................................................Edit Tax Accounts......Edit Debtor Accounts...................................................................... 75 D....... 77 D......................3.........SETTING UP ACCOUNTS ....2.....................Documents........3........................1...........................PREFERENCES...... 87 D.............................................................3....4D.....................................Theme Style.4......................... 74 D............................... 76 D..... 70 D.......................................................... 73 D......................3................................................ 68 D.COMPLETING YOUR SETUP PROCEDURES...Theme....................................... 74 Printer....Chart of Accounts.............2D............1.4...Reporting Dates.. 74 Data Parameters..................................Financial Categories................. 75 D.......................... 83 D.......................2............................................................... 76 D.............................................................4......................................................3.....4...4..................PLANNING YOUR CHART OF ACCOUNTS......................................................................................2.........4..........................................................................................Creating a New Income / Expense Account...................................................................SETUP .1..3.. 75 D...........................................2.........................2.................................................Salespersons...................................................Stock Information..Internet ..3D................................ 82 D................2.................................................................................12.3....................................................... 82 D.......................2..2... 78 D................................ 76 D......1.........................3................................................ 77 D.....4.......................................Debtors Listing.................... 80 D......................................................................................4...................................4....8......................................... 89 D.... 76 D.......... 76 D.......5..........................................................................2.................2........................................................................... 75 D.4......3.....4...........................7....3..................SETUP ..............3.......4.....................................EDITING YOUR CHART OF ACCOUNTS.....................4....................................................................................................................1.......11....... 74 D..4.............Batch Types....... 74 Font. 77 D...9...........4.................................4..............................................................Groups..................IN THIS MODULE MODULE D .........................................1D..........Company Info................Creating a New Balance Sheet Account....................................................3..................................... 70 D.............................. 72 D.........4. CREDITORS AND STOCK......................................................10.....................................Point-of-Sales............................3................... 82 D....................... 90 D......................4....................................... 85 D...........3.................................................................CREATE A SET OF BOOKS USING THE CREATION WIZARD.........................................................................................2......4.............................4................................................... 72 D.............3........................................3.........................................3.......................................................4......3.............. 74 Define Labels...................2..3..............................................................1.............................................................................................................4............Statements................1..........................1...............................3..............................................Access Control....... 76 D.......................6Backup Path.......................Batch Type............ DEBTORS...........................2.......3.............................................3................2............Edit Bank Accounts ............... 75 D..............................2........................................4.................................................4....2...........Reporting Dates ............................................................. 80 D...............................................2.................................CREATING A SET OF BOOKS AND SETUP..........2.......................................4.....................................................................3..................3...........3.1...................................5D..Groups...................................................................................................................................6.....................................................4.................................................... 78 D..................................................................... 89 D..................................................................................... 91 ......3................................2....................2....................................Edit General Ledger Accounts.4..4...............3........................................1.............................................SYSTEM PARAMETERS.. 74 Colours ...............................................Company Information .......................................4..........ENTER BASIC INFORMATION AND SELECT DEFAULTS.........................................................3..............................................Edit Creditor Accounts..............1..........1........................................................

On the next screen. TurboCASH will ask you: “Which Chart of Accounts you wish to use?” 8 For the purposes of this tutorial. 8 Click on the File menu option and select the Create Set of Books menu option. The creation wizard will help you to create a new Set of Books. The Creation Wizard screen is displayed giving you 5 options to create a Set of Books.Accounting Made Easy . select HANDYMAN and click on the Next button. 8 Check that it is selected and click on the Next button.1- CREATE A SET OF BOOKS USING THE CREATION WIZARD Upon initiating the TurboCASH program a menu bar at the top of your screen will be displayed.MODULE D . To create a Set of Books only takes a few minutes. 68 . TurboCASH will ask you to enter the “Name for a new Set of Books". On the next screen.TurboCASH . You may also press the F10 key on your keyboard.CREATING A SET OF BOOKS AND SETUP D.

8 Click on the Yes button to confirm. type in your own name.69 .  TurboCASH will now ask you to confirm that you wish to create this Set of Books.  Click on the Next button. On the following screen TurboCASH.CREATE A SET OF BOOKS USING THE CREATION WIZARD  For the purposes of this tutorial. 8 Click on the Finish button. will give you the following options to select:  For the purpose of this tutorial.Accounting Made Easy . TurboCASH . or press the Enter key on your keyboard. see that "Do you sell Stock?" option is not selected.

: If you areregistration number must bea entered.Accounting Made Easy . close corporation or a non-profit organisation.  Click on the Options button.1- Company Information  To enter and set the Company Information and Defaults: The Company Information screen is automatically displayed:  Enter the relevant details of your company in the available fields. No. registered as a company. For the purpose of this manual. The Options screen is displayed: 70 . No.: number must be entered.2- ENTER BASIC INFORMATION AND SELECT DEFAULTS to enable you TurboCASH will automatically launch the screens from the Setup menu as selected in step to set the basic information and defaults for the Set of Books. the VAT/GST/Sales Tax registration  Tax Reg. D.TurboCASH .MODULE D .CREATING A SET OF BOOKS AND SETUP D. the  Company Reg. the relevant company details are already entered in the HANDYMAN Set of Books we have selected.2. relevant If you are registered as a VAT/GST/Sales Tax vendor.

Company Information

If you have a company logo or picture, which includes the address, you may right-click on the Company logo to load the logo from a valid file format on your system. This logo can be selected to display on documents (invoices, etc.) and statements. . If the Set Windows Date Format/Style button does not launch your operating system's (version of Windows™), Regional Settings, you need to

open the in the Control Panel to set the format of the Short Date and the correct Currency Symbol.

 On

this screen you may set your Tax Method (Invoice Based or Payments Based) if you are registered for VAT/GST/Sales Tax. use screen for this tutorial.

 You may also select your default output options for screen, printer, file, fax or e-mail. We recommend that we  Click on the Set Windows Date Format/Style button to set the date format of your operating system.
It is important to check your Windows Date Format, since this format will determine the format in which you will enter your dates for your transactions. It will also determine the format in which your dates will be displayed in the lookup facilities, screens, reports, debtor statements, etc. The date for 1 March 2006 may be displayed in one of the following formats:  YY/MM/DD - 06/03/01  DD/MM/YY - 01/03/06  YYYY/MM/DD - 2006/03/01  DD/MM/YYYY - 01/03/2006 The DD/MM/YYYY (01/03/2006) is the format, which is used in this tutorial.

 Click on the OK button to save your changes.

TurboCASH - Accounting Made Easy - 71

MODULE D - CREATING A SET OF BOOKS AND SETUP

D.2.2-

Reporting Dates

 To Set the Reporting Dates:
The Reporting Dates screen is automatically displayed:

Number: Start date:

 This is the number of accounting periods in your financial year. We recommend that you use
12 for 12 months of the year. Type 12. This is the start date of your financial year. The format of the date is DD/MM/YYYY or the Windows™ format that you have set. Usually your financial year will start on either 01/01/YYYY, or 01/03/YYYY, or 01/07/YYYY.

 For this example type 01/03/2006 and press the Enter key or use the date picker to select
the start date by clicking on the down arrow on the right-hand side of this field. Open for Posting? Post to Last year?

 Leave the fields next to “Post to last year?” and “Open for posting?” ticked.

 Press the Enter key and click on the OK button. The program will automatically calculate the month end
dates for you.

D.2.3-

Batch Type

Batch Types are the journals in which you will enter (capture) the source documents of your transactions. You may enter all your invoices in the sales journal, deposits or receipts in the receipts journal, cheques or payments in the payments journal, etc. After you have entered, your transactions from the source documents, you need to check them and post or update these batches to the ledger.
72 - TurboCASH - Accounting Made Easy

Batch Type

 To check the Batch Types:
The Batch Type screen is automatically displayed:

 Check the batch types and click on the Close button.
D.2.4Groups

 To set the Groups:
The Groups screen is automatically displayed:

Check the Account Groups and click on the OK button.

If you did not remove the tick in the “Do you sell Stock?” option in step of this chapter, the Documents Setup, Stock Information and Salesperson screens will be displayed. Close or exit these screens for the purposes of this tutorial. These setup options will be discussed in Chapter F2 of MODULE F .

TurboCASH - Accounting Made Easy - 73

MODULE D - CREATING A SET OF BOOKS AND SETUP

D.3-

COMPLETING YOUR SETUP PROCEDURES

We have created a Set of Books and done the basic setup processes for it. It is good practice to check all the available menus in Setup, before moving to the next step. This will take a few minutes of your time, but it will save you problems in future. We will therefore discuss the Setup menu options briefly. Before you may start with this process you need to Open your Set of Books.

 To Open your Set of Books:  Click on the File - Open Set of Books main menu option or click on the Open icon. You may also press
the Alt and O keys on your keyboard.

 Select the Set of Books which you were creating and click on the Open button.
D.3.1D.3.1.1-

SETUP - PREFERENCES
Backup Path

This option allows you to select the drive and / or the folders on which you wish to make your Backups. This is normally your Stiffy Drive, but you could also make backups in any available folder or directory on your hard drive.

D.3.1.2-

Font

This option allows you to select any one of the available fonts, for use in viewing and printing reports, statements and lists. Some of the fancy fonts may look good, but our experience shows that they are not as practical as a simple one such as “Arial”.

D.3.1.3-

Colours

This option allows you to choose between Classic, Brilliant, Pastel, New South Africa Pink, Windows Default and Windows 2004 colour schemes.

D.3.1.4-

Data Parameters

This option allows you to set the options for debit and credit amounts to be displayed on your reports. You can also set the number of decimals to be stored in the Set of Books in TurboCASH and to be displayed for the amounts on reports and documents. If you wish to display a separator in large numbers (e.g., to display 1000 as 1,000) you may specify the symbol (e.g. comma). You may also select to display the default currency symbol of your Windows operating system on screens and reports and documents. A new feature has been added where you may select to enter transactions from a bank statement into a screen similar to the Batch Entry screen or to import bank statements from a valid file format.

D.3.1.5-

Define Labels

This option allows you to define label specifications in order to print debtors and creditors names and addresses onto labels. You need to set the label specifications such as the number of labels across and down, and their height and width, gap between labels, etc.

D.3.1.6-

Printer

This option allows you to select the default printer for this program. You may have two or more printers on your system, for example a Dot-Matrix and a Laser printer and wish to print some reports on the Dot-Matrix printer and others on the Laser printer. If this is the case, it is recommended that you select the printer with which you intend to print most of your reports and / or documents.

Should you have more than one printer; clicking on the "Printer Setup" icon, you can access a "select printer" screen. From this screen, it is also possible to access the setup page for pre-printed paper used with dot-matrix printers.

74 - TurboCASH - Accounting Made Easy

only accounting or only Point-of-Sale functions.Allow or block access to print and view Debtor.3.4. The new features.Create users and set passwords and e-mail addresses for each user. You can also set the batch defaults to reduce incorrect capturing of transactions. which have been added to configure batches or journals. “inclusive”(of VAT/GST/Sales Tax) or “exclusive” capture and increment reference numbers.  Mode . If you have more than one Bank Account.If you are selling stock items (generating Invoices in TurboCASH) or use the Point-of-Sale facility and have created users. “contra account per line”.  Edit Master Files .3.3.:  Standard Security . Contra Accounts are now visible in the Contra Account column. Motor Madness. Purchases.4.  Lookup Facilities .Theme Style D. Wasteland and Random themes. Creditor. You may have as many users to work on a Set of Books as you wish. Global Processes. only debit entries may be entered. Future House.Allow or block access to posting of transactions. Tax and / or Bank Accounts as well as to create. Many new features have been added to access control. The setting of the defaults will be discussed in later Chapters. This will enable faster and more accurate processing of transactions. For example. you may enter additional batch types to accommodate your reporting requirements. Some of these features are:  No Tax . General Ledger.Easier processing of transactions with this setting. edit or delete General Ledger. can also be hidden. TurboCASH . D.2- Theme Style This option allows you to choose between WindowsXP (default) and OfficeXP themes.You may now hide the tax column and the Tax Code lookup facility if you are not registered for VAT/GST/Sales Tax or if VAT/GST/Sales Tax is not applicable to all transactions in the batch or journal. may be taken into account when you need to create or add your batch or journal types. so thorough setting up is preferable.Set the mode or profile or an user to allow access to all functions (invoicing and accounting). Allow or block access to System Setup. Payments and General Journals are standard defaults.3. If you were initially short of batch types. you need to create a payments and receipts batch for each one. and can only be set from within the batch. D.Salespersons menu option to a user.e. entering transactions in batches specific batches or journals. Creditor. Stock and / or User Reports. edit and delete Stock Items and / or User Reports.Accounting Made Easy . Debtor. You may set differing passwords for each user. and Bank Reconciliation menu options.75 . Gotham. documents (Invoices and Credit Notes. User passwords and access levels may also be set. Batch defaults such as “contra accounts”. Sands of Time. Receipts.SYSTEM PARAMETERS Access Control This option allows you to set the security options for a specific Set of Books.2- Batch Types This option allows you to create batch to capture and enter your transactions. ClassicBMP.4D. Space. to which users have no access.You may now select to show all Accounts or only General Ledger. Dolphins. Purchases and Supplier Returns).  Contra Account per Line . D. The Sales.3. i.  Block Accounts .1- SETUP . These will not be retroactive. You can create any additional batches by adding them to this list. Debtor or Creditor Accounts.Allow or block access to create.  Batches Access .  Link Users to Salespersons .3- Theme This option allows you to choose between Classic. in order that they are enabled to perform only the function/s assigned to them. in a Sales Journal. This facility will add more security when users access or start a Point-of-Sale invoicing session. Sumarai. Beach.Allow or block access to specific accounts for each of your users.  Reports Access . you may link the salespersons added in the Setup System Parameters .

debtors and creditors. with a valid e-mail address will be able to send reports. SR for Supplier Returns documents. but you may change this to suit your needs. Note this option will only be available to the users that have been granted access for System Setup under Access Control. the user's User ID and his / her e-mail address.4.3. Thereafter TurboCASH will automatically allocate the document numbers in the numerical sequence they were generated.6- Internet This option allows you to set your Internet in order to send reports.4. or Liabilities categories. statements and lists on the Internet. and whether you wish to print the logo.9- Documents This option allows you to set up defaults for your documents. in the Setup . that is logged on in the Set of Books and his /her e-mail address will be displayed in this screen. You may also specify the heading. statements and lists. CR for Credit Notes.3.5- Financial Categories This option allows you to link your available reporting groups (which you have already set up on the Account Groups tab) to one of the Assets. You will still be able to generate reports for these "closed periods". you may remove the tick from that field. statements and lists to any person or institution by e-mail. message.Accounting Made Easy . you may select to print the logo on statements. if you have set it up. In the case of debtor statements. You may also update the data and transactions to the Network Server and restore a Set of Books from a remote Network Sever. for a specific year or period and want to ensure that users cannot post transactions to the "closed periods". These reporting groups will allow you to select the applicable reporting category within the available reporting groups.8- Statements This option allows you to select the paper type.4- Groups This option allows you to set up to 2 Reporting Groups for your general ledger accounts. size and any message that you may wish to appear on your statements. D.CREATING A SET OF BOOKS AND SETUP D. you may also select the Report Options screen to generate reports or documents for a specific reporting group. TurboCASH defaults all document numbers to begin with 000001 (prefixed by 2 alphabetical characters IN for Invoices. or not.4.7- Reporting Dates This option allows you to set the starting date of your financial year and the number of accounting periods (months?) into which your year is divided. This is a very useful feature if you have finished entering all transactions. Expenses. company and tax registration numbers.3. Capital. to the respective categories. You may also load a logo picture to be displayed on your documents and / or statements. 76 . You may also test your e-mail server. If you have set up any users on the system.TurboCASH .3. You may also select the type of paper on which you want to print each of these documents. or not. D.4. D.3- Company Info This option allows you to enter all your business' details such as the address.3. and the default output options for reports.Statements menu option. stock and documents. It is also important to set the Windows default date and currency formats. D. D. When you generate reports or documents. in the Setup System Parameters . but all users. on the accounting equation. Clicking the “Page Setup” button on the Document tabs allows you to set the margins and the size of the paper for each Document on the Dot-matrix Paper Setup screen. If you do not wish to post any transactions to last year. contact numbers. statements and lists. Income.Documents menu option. In this version of TurboCASH. D. TurboCASH has set default batch types for all the documents. It is important to base this linkage. e-mail address.MODULE D .4.3.System Parameters . For documents you need to select to print the logo on documents.4. and view the test log file from this option. You need to specify your e-mail's outgoing mail server as your Internet Service Provider has set up your e-mail account on your computer system. You may also select the applicable Tax method. you may configure and set up a Network Server.4. These will be displayed on all reports. OR for Orders and QU for Quotes). PU for Purchase documents.3.

quotes. define up to 3 selling prices. This facility will add more security when users access or start a Point-of-Sale invoicing session.Access Control menu option.Accounting Made Easy .4. D.4. Improved security and access control has been added for users to access or start a Point-of-Sale session or shift. You may now link the salespersons (cashiers) added in the Setup . This feature makes it easy to see who made the most sales or did not make target. If you have no need to generate documents such as invoices. The option to use cost of sales is discussed in Chapter F2 of MODULE F. orders.3.3.System Parameters . quotes. who sell your stock items or services. purchases and supplier returns. credit notes.77 . purchases and supplier returns.Salespersons menu option to users on the Others tab of the Setup . TurboCASH .4. On the Stock Information screen you can set stock units.Point-of-Sales D.12- Stock Information This option should be used if you wish use stock or need to generate documents such as invoices.11- Salespersons This option allows you to enter the salespersons. orders. D.3. credit notes. do not set up the stock items.10- Point-of-Sales Point-of-Sale can be set up only if you are selling stock items.System Parameters Access Control menu option for improved Point-of-Sale access and security. It is also a useful tool if it is necessary to pay commission on those sales.System Parameters . You may now link the salespersons (cashiers) to users on the Others tab of the Setup .

4. Description Total Chart Income Accounts Expenses Capital Fixed Assets Accumulated Depreciation Current Assets Current Liabilities Tax Control Account Bank Account + Positive balance Bank Account – Negative balance (O/D) Range 001-999 001-099 200-499 500-599 600-649 650-699 700-899 900-999 850-860 810 910 Group Income Expenses Capital Fixed Assets Fixed Assets Current Assets Current Liabilities Current Liabilities Current Assets Current Liabilities 78 . edit and delete them in the following Edit .Accounting Made Easy . 600 .Accounts menu option: Menu Option Bank Accounts General Ledger Accounts Creditors Accounts Debtors Accounts Tax Accounts Brief description of the Account Type Bank accounts should be linked to a Receipts and Payment Journal batch type. Each of these accounts is linked to a certain account type. The Chart of Accounts should be carefully planned so that the accounts fall in the required ranges.MODULE D . TurboCASH allows for 999 main accounts. It is important to note the types of accounts. remittance advice messages and terms. Creditor accounts containing the details of the creditors. Debtor accounts containing the details of the debtors.699 for Fixed Assets.TurboCASH .it is merely a guide as to the ranges. It is NOT the Chart of Accounts you will be using . statement messages and terms. This should be enough for most businesses. Each account may also have up to 999 sub-accounts.1- SETTING UP ACCOUNTS PLANNING YOUR CHART OF ACCOUNTS A Chart of Accounts or the list of accounts consists of the account numbers. The following ranges are an example that you should try to follow. If possible.g. which will be reflecting in your List of Accounts Report as you will create. list your accounts in alphabetical order.CREATING A SET OF BOOKS AND SETUP D. Accounts are aligned to either an income / expense or balance sheet type.     Plan your Chart of Accounts according to the following guidelines: Increment each account number by either 5 or 10 to cater for future additions. Accounts containing the Tax percentages and dates for which those tax percentages are effective.4D. List your accounts in the order in which you would like them reported. Group similar accounts in similar predefined ranges e.

79 .Accounting Made Easy .PLANNING YOUR CHART OF ACCOUNTS TurboCASH .

If you wish to add another Bank Account remember that in planning your Chart of Accounts you would like accounts of a similar nature to be grouped together. 80 . Before you can create a new Bank Account you will first need to create a new Payments and Receipts Batch.TurboCASH .4.  The next step is to create your new Bank Account for the Call Account.2.Current Bank Account).Accounting Made Easy .MODULE D . change the descriptions of an existing account. Also Bank Accounts must be linked to a unique Payments and Receipts Batch.  Create a Receipts Batch in a similar manner (“Call Account Receipts”).CREATING A SET OF BOOKS AND SETUP D. (We have used account number 810 . The Batch Type screen is displayed:  In the field next to the Add button type in the name for your Payments Batch (In our Example we will use “Call Account Payments”). or to delete an existing account.4. TurboCASH will have set up a Bank Account for you in your selected template.  To create new Payments and Receipt Batches:  Click on the Setup .System Parameters . otherwise the bank reconciliation will not work.  Click on the Close button. Ensure that your Bank Account is entered through the "Bank Account" section. You may have more than one Bank Account and wish to add this to your Chart of Accounts.  Click on the Add button.2D.Batch Types menu option.1- EDITING YOUR CHART OF ACCOUNTS Edit Bank Accounts You will be using this option whenever you wish to create a new bank account.

 Enter the name for the new account “Call Account” and press the Enter key. The lookup facility screen listing your available Bank Accounts as well as the screen on which you will be creating.81 .  Click on the OK button to save your changes. Your cursor should be flashing in the Account Number field. Sub-account: Description: Account Group 1: Account Group 2: Payments: Receipts:   Leave blank. Leave blank for the purposes of this tutorial.  Select your “Call Account Receipts” batch.  Select “Current Assets” from the available groups.Bank Account menu option.Accounting Made Easy . Account Number:  Enter 830 and press the Enter key.Edit Bank Accounts  To create a new Bank Account:  Click on the Edit – Accounts . or click on the Close button on the title bar to exit the lookup facility for Bank Accounts.  Select your “Call Account Payments” batch. TurboCASH will ask you to confirm if you wish to “create this account?”  Click on the Yes button. editing or deleting a Bank Account will be displayed. TurboCASH .  Now you are ready to enter or edit your General ledger Accounts (Chart of Accounts).  Press the Esc key.

2.  Select “Expenses” from the available Account Reporting Group 1.4. These are also General Ledger accounts . or click on the Close button on the title bar to exit the lookup facility for the Accounts.  Press the Esc key.  To create a new Income / Expenses General Ledger Account:  Click on the Edit . D.  Now you are ready to enter or edit your Creditors (Suppliers). D.MODULE D . 82 . TurboCASH will ask you to confirm if you wish to “create this account?”  Click on the Yes button.Accounting Made Easy .2- Edit General Ledger Accounts You will be using this option whenever you wish to create a new general ledger account. Each of these general ledger accounts are either an Income or Expense (Income Statement account) or an Assets and Liabilities (Balance Sheet account). and Expense accounts should have a tick. As we have to take on our opening balances from our previous accounting records in the next Chapter of this tutorial. or to delete an existing account. This account should now appear in your list of accounts. Account Number:  Enter 215 and press the Enter key.Accounts – General Ledger menu option.2.  Enter the name for the new account “Maintenance” and press the Enter key.4. Sub-account: Description: Account Group 1: Account Group 2: Income / Expenses:   Leave blank.2. create a suspense account to take on our opening balances.Account Number 999.2Creating a New Balance Sheet Account Please remember NOT TO TICK these accounts in the Income / Expense field.2. change the descriptions of an existing account.  Create a Suspense Account .CREATING A SET OF BOOKS AND SETUP D. Leave blank. It is very important that they are entered through the respective bank and tax account sections. The lookup facility screen listing your available Accounts as well as the screen on which you will be creating. editing or deleting a General Ledger Account will be displayed.1Creating a New Income / Expense Account We will first use the following example to create an Income / Expenses Account.TurboCASH .enter them in exactly the same way as you entered the income and expense accounts. Your cursor should be flashing in the Account Number field.4.2. All Income  Click on the OK button to save your changes.  Tick this field unless the account you are creating is a Balance Sheet account. Remember to select Current Liabilities for the Reporting Group 1 and once again not to tick the Income / Expenses field. DO NOT enter your Bank Account or VAT/GST/Sales Tax sub-accounts through this section.

accounting information and terms of an existing account. messages.3- Edit Creditor Accounts You will be using this option whenever you wish to create a new creditor account.  Documents .2.any transactions have been processed for the that Creditor Account all the Debit and Credit transactions will be listed.  Transactions .any documents have been processed for that Creditors Account. A-ONE Suppliers.Calendar menu option for the that Creditor Account all the events or appointments will be listed. change the name.4. TurboCASH .Accounts .  To create a new Creditor Account:  Click on the Edit . The General Information screen is displayed: For this example we will be using one creditor.Edit Creditor Accounts D. Purchases and Supplier Returns documents) issued for that Creditors Account will be listed. contact details addresses. all purchase documents (Orders.83 . The Creditor Accounts screen is displayed:  Click on the New button.Creditor menu option. The following 3 screens (tabs) displays additional useful information for the Creditor Account to manage creditor accounts:  Appointments .any events or appointments have been scheduled in the Input . or to delete an existing account.Accounting Made Easy .

Leave blank.  Click on the OK button to save the changes. you may select the Contact Person.Accounting Made Easy .co. If you leave this blank.  Click on the Remittance tab. 84 .Calendar menu option. Account Disabled: Open Item Account:          Not implemented yet. Leave blank.5% early settlement discount. Address 2.  Now you are ready to create your Debtors (Customers). the Balance will be brought forward when posting.CREATING A SET OF BOOKS AND SETUP Creating A-ONE Suppliers  General Information Account Number:  Enter 1AONES and press the Enter key. Should you already have entered a contact person in the Edit . Johannesburg. e. if the contact has different Fax.  Read the explanation of open item accounting in Debtors Receipts if you wish to change Due days Credit Limit: Charge Amount: Tax Reference: Creditor Group 1: Creditor Group 2: Use default account: Leave blank. TurboCASH will ask you to confirm if you wish to “create this account?” Name: Address. Delivery Address:  You may wish to enter the physical address of the supplier if different from the postal address.MODULE D .TurboCASH . Remittance Message:  You may enter the message to be displayed on the Remittance Advises.Contact Persons or the Contacts facility on the Input . Marshalltown. 2000  (011) 838-9221  083 628-6378  (011) 838-9223  aone@pinksoft. Leave blank.g. Less 2. Leave blank.  A-ONE Suppliers  PO Box 31318. Leave blank. Leave blank. Leave blank. You may click on the Contacts tab to create a contact person and enter the necessary contact information. this option. Telephone numbers or an E-mail address as entered on the General Information screen.za No contact person will be available at this stage.  Click on the Accounting Information tab. Addess 3 and Postal Code Phone 1: Phone 2: Fax: E-mail: Contact Person:  Click on the Yes button.

Edit Debtor Accounts D.4- Edit Debtor Accounts You will be using this option whenever you wish to create a new debtor account. The Debtor Accounts screen is displayed:  Click on the New button. “Mr Mike Davies”.any transactions have been processed for the that Debtor Account all the Debit and Credit transactions will be listed.85 .Accounts . The following 3 screens (tabs) displays additional useful information for the Debtor Account to manage debtor accounts:  Appointments .Accounting Made Easy . all sales documents (Quotes. TurboCASH . contact details addresses.any events or appointments have been scheduled in the Input .Debtor menu option.2. The General Information screen is displayed: For this example we will be using one debtor. change the name.  Transactions .  To create a new Debtor Account:  Click on the Edit . Invoices and Credit Notes) issued for that Debtors Account will be listed. messages.  Documents .any documents have been processed for that Debtors Account. or to delete an existing account.Calendar menu option for the that Debtor Account all the events or appointments will be listed.4. accounting information and terms of an existing account.

Halfway House. Leave blank. Leave blank.CREATING A SET OF BOOKS AND SETUP Creating Debtor Mr Mike Davies  General Information Account Number: Name: Address.za No contact person will be available at this stage. Please refer any queries to our accounts department.  Tick. Leave as is . Leave blank. 1685  (011) 315-1225  083 286-8763  (011) 315-1226 mike@pinksoft.g. If you leave this blank. Telephone numbers or an E-mail address as entered on the General Information screen.Calendar menu option. you may select the Contact Person. Delivery Address:  You may wish to enter the physical address of the customer if different from the postal address. 86 . Leave blank.  You are now ready to create your Tax Accounts. You may tick this at a later stage if you no longer do business with this customer. Leave blank. Leave blank.  You may enter the message to be displayed on the Debtor Statements. Due days Credit Limit: Charge Amount: Tax Reference: Selling Price: Customer Discount: Monthly Interest on Overdue Amounts: Debtor Group 1: Debtor Group 2: Use default account:          Leave blank. Address 2 and Postal Code: Phone 1: Phone 2: Fax: E-mail: Contact Person:  Enter 0DAVIE  Mr Mike Davies  PO Box 333.MODULE D . you may select any of the 3 selling prices. TurboCASH will ask you to confirm if you wish to “create this account?”  Click on the Yes button.Contact Persons or the Contacts facility on the Input . Account Disabled: Open Item Account:  Leave blank.  Enter 10 000. Salesperson:  Click on the Statements tab. You may click on the Contacts tab to create a contact person and enter the necessary contact information.  Read the explanation of open item accounting in Debtors Receipts if you wish to change this option.Accounting Made Easy .  Click on the Accounting Information tab. Should you already have entered a contact person in the Edit .(if you have setup stock items and you have 3 different selling prices. Statement Message:  Leave blank. which you wish to apply to the customer). Leave blank. if the contact has different Fax.TurboCASH . the Balance will be brought forward when posting.co.  Click on the OK button to save the changes. e.

we will be using VAT based on 14% tax. Account Number: Sub-account:  Enter 850 and press the Enter key.  Select the end date until which the applicable tax rate is valid. TurboCASH . you will have two basic accounts. If the date is not ascertainable.4.2 of MODULE F.87 .  Current Liabilities should be displayed.  Enter the percentage applicable to this tax account (14.1 of MODULE E and Chapter F3.Tax Account menu option.  Leave blank.  To create a new Tax Account:  Click on the Edit .e. Within these Tax types you may need to create additional sub-accounts to accommodate the various classifications and / or tax percentages to assist you in completing your VAT/GST/Sales Tax returns and make correct payments to the Tax authorities.Edit Tax Accounts D. For the purposes of this tutorial.Capital Goods” and press the Enter key. Being registered for VAT/GST/Sales Tax. Description: Account Group 1: Account Group 2: Valid From: To: Percentage:  Enter 030. For the purposes of this tutorial. This account should now appear in your list of accounts. or click on the Close button on the title bar to exit the lookup facility for the Tax Accounts. editing or deleting a tax account will be displayed. The lookup facility screen listing your available Tax Accounts as well as the screen on which you will be creating. Output Tax that is charged when a stock item is sold. TurboCASH will have setup an Output VAT/GST/Sales Tax and an Input VAT/GST/Sales Tax account as sub-accounts of the VAT/GST/Sales Tax Control Account as Current Liabilities for you in the templates. The name of the VAT/GST/Sales Tax Control Account will be displayed. and Input tax when you purchase from another registered VAT/GST/Sales Tax vendor.Accounting Made Easy .Accounts .00). as we will be purchasing some Furniture (Capital Goods) in Chapter E3. use a date far in the future.  Select the starting date from which the applicable tax rate is valid.  Enter the name for the new account “Input VAT/GST/Sales Tax . Your cursor should be flashing in the Account Number field.5- Edit Tax Accounts You use this option whenever you wish to create a new tax account for VAT/GST/Sales Tax where you have to charge a percentage of Tax on your sales (Output Tax) and may claim some percentage on your purchases (Input Tax). we will be creating an Input VAT/GST/Sales Tax account for Capital Goods.  Press the Esc key. i. TurboCASH will ask you to confirm if you wish to “create this account?”  Click on the Yes button.  Click on the OK button to save your changes.2.

TurboCASH . If it is not listed.MODULE D . The reason for this is that the Cost of Sales (debit transactions / balances) will be subtracted from the Sales credit transactions amounts to calculate and display the gross profit on the Income Statement. You need to select the Account Group 1 as Income (Sales).Accounting Made Easy . 88 . create the Cost of Sales Account as an Income/Expense account. check that the Cost of Sales Account (Account number 100) is displayed in the lookup facility.CREATING A SET OF BOOKS AND SETUP While creating or editing your general ledger accounts (chart of accounts). YOU HAVE COMPLETED THE SETUP AND CHART OF ACCOUNTS IN ORDER FOR TurboCASH TO RUN YOUR SET OF ACCOUNTS. CREDITORS (SUPPLIERS) AND ADDED THE EXTRA GENERAL LEDGER ACCOUNTS YOU NEED. ONCE YOU HAVE ENTERED ALL YOUR DEBTORS (CUSTOMERS).

4.3. To: Show Sub-accounts:  Click on the OK button to generate your Chart of Accounts. D.89 . Check that all the reporting groups are correct and that all the types are correct i.". TurboCASH . From:   Click on the Lookup button to launch the lookup facility screen listing your available General Ledger Accounts. Sequence:  Select Account Number.PRINTING LISTS OF ACCOUNTS. the Bank Account type should be "Bank Account" and the VAT/GST/Sales Tax sub-accounts type should be "Tax Account".Accounting Made Easy . It is easier to find and fix any mistakes at this stage.  Select the first account. CREDITORS AND STOCK We recommend that you print your Chart of Accounts and Debtors and Creditors details to check that everything you have setup is. DEBTORS.Chart of Accounts menu option. recheck and check again. The Account List Options screen is displayed:  Select the following options: Send Report To:  Select Screen. Click on the Lookup button to launch the lookup facility screen listing your available General Ledger Accounts. CREDITORS AND STOCK D.e.4.  Tick.3- PRINTING LISTS OF ACCOUNTS. the income and expense account types should be "Inc/Exp. DEBTORS. In accounting it is best to follow the rule: check. correct.1- Chart of Accounts  To generate a List of your Accounts:  Click on the Reports . rather than when you have captured transactions.  Select the last account. in fact.General Ledger .

It is good practice to retrieve a detailed report to check that you have entered all the details and set the accounting information correctly.  Click on the OK button to generate a list of your Debtor Accounts. Click on the Lookup button to launch the lookup facility screen listing your available Debtor Accounts.CREATING A SET OF BOOKS AND SETUP D.TurboCASH .  Tick this option to view all the details of the debtor accounts.MODULE D . From Account:   Click on the Lookup button to launch the lookup facility screen listing your available Debtor Accounts.Listing menu option.Debtor . 90 .3.4. The Debtor Listing Options screen is displayed:  Select the following options: Send Report To:  Select Screen.  Select the first account. Sequence:  Select Account Number.2- Debtors Listing  To generate a List of your Debtors:  Click on the Reports .Accounting Made Easy . To: Show Details:  Select the last account.

Sequence:  Select Account Number.4.3- Creditors Listing  To generate a List of your Creditors:  Click on the Reports .  If your business does control stock.  Click on the OK button and a list of your Creditors Accounts will be displayed.3. YOU ARE NOW READY TO DO THE TUTORIAL WHICH BEST SUITS YOUR NEEDS:  If your business does not control stock items. proceed with MODULE E. It is good practice to retrieve a detailed report to check that you have entered all the details and set the accounting information correctly.91 .Listing menu option.Creditors Listing D. To: Show Details:  Select the last account.Accounting Made Easy . From Account:   Click on the Lookup button to launch the lookup facility screen listing your available Creditor Accounts. proceed with MODULE G.Creditor .  If your business controls stock as well as non-stock items such as services (or if you do not control stock and need to print invoices).  Tick this option to view all the details of the creditor accounts. TurboCASH . Click on the Lookup button to launch the lookup facility screen listing your available Creditor Accounts.  Select the first account. The Creditor Listing Options screen is displayed:  Select the following options: Send Report To:  Select Screen. proceed with MODULE F.

MODULE E - TUTORIAL .SERVICE ENTITY (NOT CONTROLLING STOCK) .

.........3...................................... E.................................................................GENERATING A TRIAL BALANCE ......2....................................................................................1.......................... E........................2........................5..............1..3........Batch Type Details Report....................................................Debtors Statements............................................... 127 E...........7........2.........................6.................Debtors Age Analysis..............2...........................Balance Sheet...................4...........TUTORIAL ........................................... 101 E....4......................................3.......................................2.... 112 E...........................................................................Income Statement.....3................................................................................................................3....................Entering Payments from your Debtors .3.................ENTERING OPENING BALANCES.................................... 105 E.....1................................Entering your Petty Cash Payments..........................3........................ 116 E.........................................4................................CAPTURING YOUR SALES...................................................92 E................................ E......................Trial Balance.............................................PROCESSING TRANSACTIONS AND REPORTS............. 124 E.....................4........ 102 E.Entering your Receipts.......................................... 122 E........RECEIVING PAYMENTS FROM YOUR DEBTORS....................5....4..................... E......................................1...........4...............................Entering your Invoices........3...............................4............................................CAPTURING YOUR CASHBOOK..............................................4....Posting the Petty Cash Batch .........................3.......................3.........1........................2.................. 114 E.....................3...............................................................................................................3......................................CAPTURING THE REST OF YOUR PAYMENTS........................................................8..........................6.......................6............................... 95 E.............. 110 E..1.............3......................................................................4........3...........................2......................................INTRODUCTION TO SERVICE ENTITIES........ 107 E......................................................................................................................3.......................3................Posting the Receipts Batch...... 112 E...........................2.................. 129 129 131 133 135 136 137 138 139 .............................Entering the Rest of your Payments ........................................................................................................5..................1..........................3.........................REPEATING TRANSACTIONS..........................PETTY CASH PAYMENTS............................................ 119 E....................................... 116 E.......4.........1.....Entering Repeating Transactions...........5.....CAPTURING YOUR TRIAL BALANCE...............1..........Updating Repeating Transactions. 94 E....... 101 E...........................................................................4..................................2....................3..................1.....3....................Posting the Payments Batch ......... 119 E....... 107 E................................................................. E........ 94 E................ 124 E.......General Ledger Reports...............................Updating Sales to the Ledger ..........................IMPORTANT REPORTS.....................................................................2...SERVICE ENTITY (NOT CONTROLLING STOCK)............................4.............2.IN THIS MODULE MODULE E .....................4..................2................................................Entering your Payments.......................2............................................................. 99 E.........................3...........................1....................... E.......... E......3..............................................Other Debtors / Creditors Reports .......1........................2....6..................3........... E........3........................................ 117 E.....................................................................

enter your opening balances into the system using the date 28/02/2006. General Jnl. debtors and creditors to suit your particular company. etc. be able to print all the other reports. (It will not carry the expense figures over to the current year. your set of accounts will not be complete. The opening balances for your debtors and creditors must be entered for each individual debtor and creditor . The system will not generate any invoices. If you are not required to control stock items. need to enter the balances for all your existing ledger accounts from your manual Set of Books. (It is in the “TCASH3/ Bin/Tutorials/SAEngTutorials” directory on your system). including debtors' statements and creditors' remittance advises. Consultants.Sales Jnl.2- ENTERING OPENING BALANCES We advise you to follow this tutorial carefully when setting up your new Set of Books. If you enter your trial balance figures from your previous financial year. The opening balances are captured in the General Journal. putting it to the Retained Income account.Accounting Made Easy . adding your debtors and creditors to suit your particular company. as per your financial statements. It is advisable to enter your opening balances at the time of setting up the system.TurboCASH . As in manual bookkeeping. TurboCASH will calculate your net profit/loss. Architects and Town Planners. Receipts Jnl (which have already been set up).SERVICE ENTITY (NOT CONTROLLING STOCK) E. as you will not have any. Invoices will be made manually “on site” and captured at the end of the day.CLICK ON THE OPEN ICON AND SELECT THE SET OF BOOKS CALLED “HANDYMAN”. if it is a brand new business you are starting. it is a good idea to enter the balance sheet or trial balance figures from the previous year into the system. etc. or credit notes. as your "books" of prime entry.MODULE E . E. which do not control stock are. Accountants. expanding on the Chart of Accounts. purchase documents. You need to inform the program of who owes you what.TUTORIAL . You will. However. If your company has been running for some time. Opening balances are obtained from your latest trial balance or balance sheet. TurboCASH may be started at any point (not necessarily the same day as you start your business).1- INTRODUCTION TO SERVICE ENTITIES FOR THIS TUTORIAL WE WILL USE THE HANDYMAN SET OF BOOKS.) If you do not enter any opening balances.you cannot simply enter the total from the trial balance. however. The total debtors and creditors figures should equal the debtors and creditors control figures. if your financial year starts on 01/03/2006. For example. possibly. Lawyers. you will be using the batch types . Payments Jnl. These balances are called opening balances. This will give you a prior year to this year comparison. we advise you to follow this tutorial carefully when setting up your new Set of Books. Examples of industries and professions. 94 . You will. TO BEGIN THE TUTORIAL PLEASE GO TO THE MAIN SPEED TOOLBAR . it will obviously not be necessary to enter any opening balances. supplier returns. Certain Medical Professionals. expanding on the Chart of Accounts.

i. VAT/GST/Sales Tax. TurboCASH will treat all amounts as inclusive of If you tick this field. As this will be a batch in which you wish to enter both debits and credits DO NOT tick this field.  Select the General Jnl and click on the Open button. As for the take-on of opening balances. TurboCASH will consolidate all balancing entries into 1 entry. Increment Reference Number: Inclusive mode: Consolidate Balancing:  If you tick this field.  Click on the Lookup button and select the suspense account. the account to which TurboCASH will create a balancing entry).CAPTURING YOUR TRIAL BALANCE E. column on each subsequent line.95 Amount Entry: .e. Leave blank.1- CAPTURING YOUR TRIAL BALANCE  To enter Opening Balances from your Trial Balance:  Click on the Batch Entry icon.2. (You may also press the F2 key). unless your requirements change. TurboCASH . Reverse Contra: No Tax:  Select No Tax option.e. it is NOT necessary to tick this option.Accounting Made Easy . and Input VAT/GST/Sales Tax) is applicable to the opening balance transactions. but only needs to be done once. if you have used an account more than once. The Options for this batch screen is displayed:  Set up the General Journal as follows: Contra Account: The relevant contra account for the batch (i. TurboCASH will increment the reference number by 1 on each subsequent line. Repeat Details:  If you tick this field. Contra Account per Line:     If you tick this field. since you will enter amounts in both the debit and credit column. The first time you enter transactions in a General Journal.  Click on the F10:Setup icon to set your batch up. since you will be entering both debits and credits from your Trial Balance and will not be asking TurboCASH to balance the batch. DO NOT tick this option. Tick this option otherwise TurboCASH will always default to the top of the page. 999 Suspense Account. TurboCASH will ask to allocate a contra account for each transaction. as no VAT/GST/Sales Tax (Output VAT/GST/Sales Tax If you tick this field. This should be done for each journal. Tick this option. TurboCASH will repeat the detail entered in the Description  Set to Allow both. The Batch Type screen will be displayed. you should set it up according to your requirements. The General Journal screen will be displayed.

An example of a list of debtor accounts in the Debtor's ledger is as follows: For the purposes of this tutorial.  Once you take-on the opening balances for Creditor option for Account code lookup type. it is advisable to enter the Debtor opening balances in a separate journal. Should you have many Debtor Accounts.SERVICE ENTITY (NOT CONTROLLING STOCK)  Click on the Advanced tab. Should you wish to take-on the opening balances for Debtor Accounts.Debtors in the Help File to read more. In this case.  When you take-on the opening balances for Debtor Accounts. you set the Account Lookup Type option as General Ledger. you may then select the Debtor option for Account code lookup type. If you have many Debtor Accounts and if you wish to optimise the debtor's ageing facility in TurboCASH. Account codes lookup type. search for Take-on Opening Balances .  Click on the OK button.TUTORIAL . You need to obtain a list of the individual Debtor Accounts with outstanding balances. and make sure that the default option. Leave all fields blank.Accounting Made Easy . is set to All for this exercise.MODULE E . and / or if you need to use the Ageing facility in TurboCASH. and Creditor Accounts. for which you need to take on opening balances.TurboCASH . only the outstanding closing balances as at 28 February 2006 for each of the Debtor Accounts will be taken on as opening balances. Search for Take-on Opening Balances in the Help File. Example: The opening Trial Balance for this tutorial is as follows: The Balance of the Debtor's Control Account may include many individual Debtor Accounts in the Debtor's Ledger. separately (in separate journals). The same would apply to Creditor opening balances. you may then select Debtor to list only the Debtor Accounts when taking on the Debtor Opening Balances. 96 .

You will note that there is an amount indicating the difference between the debit and credit entries at the end of the Debit Amount column. to the opening balance transactions in this tutorial. as your Trial Balance should already be in balance.00 CR Use the same reference number. This amount (and the Reference Total at the bottom of the screen) should reflect a zero after entering all your transactions.97 . to take on each individual Debtor's opening balance. When you click on the OK button of the Process the batch screen.[General Jnl] will change to General Jnl . After capturing the Trial Balance. You need to select the individual Debtor Accounts in the Debtor's Ledger. TurboCASH will not allow you to select the Debtors Control Account. from the Process the batch options screen. date and details for all the entries.  Repeat as above for capturing the rest of the Trial Balance. we have selected to hide the Tax column in the Setup Options 6000. TurboCASH .Accounting Made Easy . the Debtor's Control Account in the General Ledger will automatically be updated with the total of all the individual transactions posted to the Debtor's Ledger. The reason for this is that you cannot post any transactions to the Debtor's Control Account in the General Ledger. When posting the transactions for the opening balances in the General Journal. the transactions should reflect as follows: When entering the opening balance for the Debtors Control Account (Account number G700).  Click on the F9:Process icon.[Opening Balance]. and select the Change Alias option The title for the Batch Entry screen General Jnl . the Change the Alias screen will reflect [General Jnl].  It is not necessary to "balance" your batch.CAPTURING YOUR TRIAL BALANCE  Capture the first transaction as follows: Reference: Date: Description: Account: Tax: Amount: JNL 1 28/02/2006 Opening Balance Take-on 505 (for Capital) Since No Tax (VAT/GST/Sales Tax) is applicable. or press the F9 key on your keyboard. Change this description to Opening Balance and press the Enter key.

MODULE E . Do the same for the creditors. etc. enter the amounts owing to you as debits to the debtors and create a "sundry debtor" to credit. To do this. If you do not have financial statements from which to enter opening balances but need to start using TurboCASH. credit the “sundry creditor” with the creditors control figure and enter the bank balance against the suspense account.SERVICE ENTITY (NOT CONTROLLING STOCK) The alias option allows you to identify a batch by a unique name. using a suspense account as the contra account.g. In this way you can start using TurboCASH before receiving your financial statements and entering your opening balances. CAPTURED YOUR DEBTORS AND CREDITORS AND ENTERED YOUR OPENING BALANCES INTO THE TurboCASH PROGRAM. and can ignore any cheques or deposits on your bank statement from the previous month. or press the F8 key on your keyboard.) be attached to this List of the transactions (take-on of opening balances) and that it be retained for record and audit purposes. CHARTED YOUR ACCOUNTS. 98 .  Click on the Yes button. as per your Cashbook. When you receive your financial statements.  Click on the F8:List icon. trial balance or balance sheet and income statement. You may select a batch type report for the Opening Balance General Journal from the Batch List lookup facility at a later stage. to generate a list of the transactions in the batch. AT THIS POINT YOU HAVE COMPLETED YOUR setup.TurboCASH . Enter your bank balance (Cashbook balance). By using your Cashbook balance as your opening bank balance you have already taken into account all payments and receipts.Accounting Made Easy . when doing your first month's bank reconciliation. or press the Enter key to continue posting. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch.  Click on the F6:Post icon. enter the opening balances of your debtors and creditors and your bank balance. It is recommended that the source document (e. debit the “sundry debtor” with the debtors control figure. or press the F6 key on your keyboard.TUTORIAL . so as to keep your batch in balance. TurboCASH will ask you to confirm that you are posting transactions to the previous financial year. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch. TurboCASH will now post all the transactions to the General Ledger.

If you tick this option. Show Sub-accounts:  Select the end date until which you wish to include the balances i.  Select the following options: Send Report To: From: Select Screen. If this option is not ticked.2. as we have entered them in the previous financial year in this tutorial.e.  Click on the Lookup button to launch the lookup facility screen listing your available accounting Periods.General Ledger .  To generate a Trial Balance:  Click on the Reports .  Click on the Lookup button to launch the lookup facility screen listing your available accounting Periods.e. whether you would like to include opening balances. TurboCASH will ask you to confirm. only Last Year balances will be displayed.  Click on the Yes button.  Tick this option to view the balances of your sub-accounts. all accounts listed in your chart of accounts will be displayed and balances will only be displayed for those accounts with transactions. Include Zero Balances:    Do not tick this option.99 . (You may also press the Ctrl and T keys). If you have clicked on the No button. 01/03/2006. The Trial Balance Options screen is displayed: You may select to include the amounts of unposted batches in the trial balance. no sub-accounts will be displayed and a summary of the net values for the main account will be displayed. If you select the Unposted Batches option. This printed Trial Balance could be retained with your working papers and the previous trial balance for record and audit purposes. Do not tick this option. a tick field will be activated on which you may select to view only the amounts entered in unposted batches. TurboCASH .Trial Balance menu option. Leave blank. If this option is ticked. as we will see only the balances of the accounts we have entered the opening balances. 31/03/2006. Last Year Only: Unposted Batches:  Click on the OK button. To:  Select the start date from which you wish to include the balances i. you will not be able to view any balances.Accounting Made Easy .GENERATING A TRIAL BALANCE E.2- GENERATING A TRIAL BALANCE It is good practice to print a Trial Balance in TurboCASH at this point and check it with the Trail Balance of your previous accounting records from which you have entered your transactions.

TUTORIAL . If you wish to display the amounts in the trial balance (or any other report) as 5.00 (display a comma between the thousands and hundreds. 100 . you need to generate Debtor's Age Analysis report.000.MODULE E .Preferences .SERVICE ENTITY (NOT CONTROLLING STOCK) The trial balance for the opening balances is displayed as follows: If you need to check the individual balances of the Debtor's Accounts in the Debtor's Control Account (G700).00 in stead of 5000. Check that the totals are in balance and that the correct balances correspond with the balances on your source trial balance. etc.Accounting Made Easy .Data Parameters menu option.TurboCASH . The totals should balance with the previous financial year.) you may set the separator symbol in the Setup .

 Cheque 106 . The cheque counterfoils (cheque requisitions) will be used to capture the transactions in the Payments Journal of the bank account from which the cheque is issued.3E.00 .Accounting Made Easy . TurboCASH .00 (Inclusive of VAT/GST/Sales Tax) for 1 desk. for which the following receipt is issued: Receipts are usually issued for all moneys received in cash and cheques received.101 . The invoices or slips received from the supplier also need to be retained for Tax and VAT/GST/Sales Tax purposes. such as a desk at 570.3.00 (inclusive of VAT/GST/Sales Tax) for your office on 1st of March 2006. A deposit number D5000 of 5000.00 (inclusive of VAT/GST/Sales Tax) and 2 chairs at 342.PROCESSING TRANSACTIONS AND REPORTS E. The owner also handed a cheque of 5000.00 (Inclusive of VAT/GST/Sales Tax) for 2 chairs. An amount of 5000 is received from the owner.Office Suppliers to 342.1- PROCESSING TRANSACTIONS AND REPORTS CAPTURING YOUR CASHBOOK For this tutorial assume that you purchase some fixed assets.being the Owner's Capital Contribution received from the owner will be used to capture the transactions in the Receipts Journal of the bank account in which the owner's cheque is deposited.00 from his personal bank account which you need to deposit into the current account of the business in order increase his Capital. You will need to make out the following cheques on 1 March 2006:  Cheque 105 .Office Decorators to 570.

The Payments Journal screen will be displayed. The Batch Type screen will be displayed.  Select the Payments Jnl and click on the Open button. Cheques issued will be captured in the Payments Journal. (You may also press the F2 key).1.MODULE E . E.Accounting Made Easy .SERVICE ENTITY (NOT CONTROLLING STOCK) Remember that your Cashbook is made up of a Payments Journal and a Receipts Journal. 102 .TurboCASH .1- Entering your Payments  To enter your Payment Transactions:  Click on the Batch Entry icon.3.TUTORIAL . Deposits will be captured in the Receipts Journal.

 Leave blank. but only needs to be done once.  Tick.Entering your Payments The first time you enter a transaction in the Payments Journal you should set it up according to your requirements. The Options for this batch screen is displayed: You will note that the contra account is automatically set to the Bank Account. is set to All for this exercise. You may at a later stage select this option.  Click on the F10:Setup icon to set your batch up.  Once setup. and make sure that the default option. Account codes lookup type. if there are no tax (Input VAT/GST/Sales Tax) applicable to all the transactions you need to enter in the payments batch (e.103 .Accounting Made Easy . You cannot change this in the Payments or Receipts Journals.g. unless your requirements change. payment of creditor accounts). Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details: Amount Entry:  Tick. TurboCASH .  Set up the Payments Journal as follows: Reverse Contra: No Tax:   Leave blank Leave blank for the purposes of this tutorial. Leave all fields blank.  Tick on Debit. click on the Advanced tab. This should be done for each journal. click on the OK button.  Tick.  Once setup.

When you balance the batch. Tax: Input VAT/GST/Sales Tax . using the cheque number as the reference number. 106.00 DR After capturing your cheques.SERVICE ENTITY (NOT CONTROLLING STOCK)  You are now ready to record your first cheque.TurboCASH .Capital Goods 570. The amount of 570. always check the bottom right-hand corner for the inclusive and exclusive amounts.600/010 and press the Enter key. Ensure that the F7:Inclusive icon is reflecting “inclusive”. This is because the cost of the desk is 500.00) must be posted to the Input VAT/GST/Sales Tax account.Accounting Made Easy . In Payments and Receipt Batches the Amounts are displayed as Exclusive of VAT/GST/Sales Tax when the cursor is not in the amount field. The VAT/GST/Sales Tax amount (70. Capture your cheques from your cheque stubs in your chequebook or from your cheque requisitions.00.00 DR Tax: Amount: The amount is a debit as it is the amount for the fixed asset account. This should be so as we set the batch to inclusive mode. Input VAT/GST/Sales Tax . When you select a VAT/GST/Sales Tax type. the amounts are entered as Exclusive if VAT/GST/Sales Tax and will be displayed in the normal or regular font.Furniture and Fittings and press the Enter key. the Payments Journal is displayed as follows: “F7: Inclusive” button . Reference: Date: Description: Account: 105 01/03/2006 1 x Desk Type "fur" for furniture and select the correct sub-account and press the Enter key you will note that TurboCASH highlights this account in the scroll bar or insert the account number .00 will change to 500.00 and should be posted to the furniture and equipment account.TUTORIAL .  You are now ready for cheque no.Capital Goods Amount: 342.MODULE E . 104 . If the “F7: Exclusive” button is displayed. Reference: 106 Date: 01/03/2006 Description: 2 x Chairs Account: 600/010 .Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales Tax. TurboCASH will create the credit to the Bank Account.

Entering your Payments You can enter transactions in a batch daily and only post at the end of the month.3. You only need do this once.2- Entering your Receipts  To enter your Receipts Transactions:  Click on the Batch Entry icon. if there are any tax (Output VAT/GST/Sales Tax) applicable to any transaction or all the transactions you need to enter in the receipts batch (e.Accounting Made Easy .Thank you) This will repeat the Description to the next line or transaction. The Receipts Journal screen will be displayed. The Batch Type screen will be displayed.  Click on the F10:Setup icon to set your batch up. This will hide the tax column and tax lookup facility. Amount Entry:  Tick on Credit. TurboCASH . Payment Received .  Select the Receipts Jnl and click on the Open button.  Leave blank.  Press the Esc key to exit this batch or journal.  Tick.  Tick.  Set up the Receipts Journal as follows: Reverse Contra: No Tax:  Leave blank. You may also choose to post after every balanced entry. cash sales accounts).g. DO NOT balance or post the batch at this point. The Options for this batch screen is displayed: You will note that the contra account is automatically set to the Bank Account. For the purposes of this tutorial.1. You may select this option if you need to enter many transactions of the same nature (e.105 . From the first transaction. the Receipts Journal should be setup according to your requirements. unless your requirements change.  Select this option for the purposes of this tutorial. Your transactions will not be lost when you exit a batch or close TurboCASH. You cannot change this in the Payments or Receipts Journals. E. Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details:  Tick. You may at a later stage deselect this option. (You may also press the F2 key).g.

5000. 106 . It is important that this reference does/will not coincide with your cheque numbers. TurboCASH will create the debit to the bank account. click on the Advanced tab. Reference: Date: Description: Account: D5000 01/03/2006 Cash from owner. Account codes lookup type.505 . Since No Tax (VAT/GST/Sales Tax) is applicable. DO NOT balance or post the batch at this point. Leave all fields blank. click on the OK button.  Once setup. After capturing your receipts. we have selected to hide the Tax column in the Setup Options. Type "cap" for capital and press the Enter key . is set to All for this exercise.  Press the Esc key to exit this batch or journal.MODULE E . Number each page of the deposit book separately and use this number as your reference number. to the receipt transactions in this tutorial.TUTORIAL .00 CR Tax: Amount: The amount is a credit for the members loan account. and make sure that the default option. Capture deposits from the deposit book or slips.Accounting Made Easy .you will note that TurboCASH highlights this account in the scroll bar or insert the account number .SERVICE ENTITY (NOT CONTROLLING STOCK)  Once setup.TurboCASH .  You are now ready to record your first deposit. You may also prefix your cheque numbers with C. When you balance the batch. If you have pre-numbered deposit slips. it is wise to prefix your deposit number with D. the Receipts Journal is displayed as follows: For the purposes of this tutorial.Capital and press the Enter key.

Select the Debtor Account 5.107 .7 Tutorial for Retail Entities). 3. which does not constitute your trading stock items to Debtor's on credit. date of the invoice. In this case. select the No Tax Code. You may also generate invoices in TurboCASH for services rendered. TurboCASH will generate invoices. The hand written invoices in this Chapter are only applicable to the selling of services and items. Select the applicable Output VAT/GST/Sales Tax or Tax Code (Account). you need to manually produce hand-written invoices. the amount and VAT/GST/Sales Tax. 4. quotes and credit notes for your stock items. Enter or select the date.Accounting Made Easy . Once TurboCASH is setup for stock items. if you are registered as a VAT/GST/Sales Tax vendor in the Sales Journal.1- CAPTURING YOUR SALES Entering your Invoices For this tutorial. If you are selling trading stock items.2. If you are not registered for VAT/GST/Sales Tax. which are captured in the Sales Journal. 6.3.CAPTURING YOUR SALES E. you need to set TurboCASH up for stock items (see TurboCASH 3. from your stock item code file. details of the services or goods sold. you may generate invoices. Enter the invoice number as the reference number. To generate invoices in TurboCASH for stock items. TurboCASH . assume that you will be writing out your invoices manually and simply capturing the details such as the invoice number. Enter the description of the sale. We need to capture the following 3 hand-written invoices:  To capture the transactions from an invoice: 1. 2. in which case you do not have to write out hand written invoices as in this example.3. Enter the amounts of the transaction on the invoice.2E.

MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)

 To enter your Sales Transactions:
 Click on the Batch Entry icon. (You may also press the F2 key). The Batch Type screen will be displayed.  Select the Sales Jnl and click on the Open button. The Sales Journal screen will be displayed.  Click on the F10:Setup icon to set your batch up. The Options for this batch screen is displayed:

 Set up the Sales Journal as follows:
Contra Account: Contra Account per Line: Reverse Contra: No Tax: Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details: Amount Entry:

 Click on the Lookup button and select the Sales Account - 010.  Leave blank.  Leave blank.  Leave blank.  Tick.  Tick.  Tick.

Leave blank.

 Tick on Debit.

 Once set up; click on the Advanced tab.

 Select the Debtor option for the Account code lookup type, since you only need to select Debtor Accounts
when you enter transactions for sales on credit to Debtors only.

 Once set up; click on the OK button.

108 - TurboCASH - Accounting Made Easy

Entering your Invoices

If you wish to allocate different transactions to different sales accounts, setup one contra account per line.

 You are now ready to capture the first invoice.
Reference: INV001 Date: 05/03/2006 Description: Repairs to roof Account: 0DAVIE Tax: Output VAT/GST/Sales Tax Amount: 1140.00 DR (Ensure that the F7:Inclusive icon is reflecting the Inclusive mode) After capturing your first invoice, the Batch Entry screen for the Sales Journal should reflect as follows:

“F7: Inclusive” button - Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales Tax. If the “F7: Exclusive” button is displayed, the amounts are entered as Exclusive if VAT/GST/Sales Tax and will be displayed in the normal or regular font.

 Capture the other 2 invoices in the same way.
Reference: Date Description: Account: Tax: Amount: INV002 07/03/2006 Installing of built-in cupboard 0SMITH Output VAT/GST/Sales Tax 1710.00 DR (Inclusive) INV003 10/03/2006 Painting outside of house 0DAVIE Output VAT/GST/Sales Tax 855.00 DR (Inclusive)

(Ensure that the F7:Inclusive icon is reflecting the Inclusive mode). After capturing all your invoices, the Batch Entry screen for the Sales Journal should reflect as follows:

 You have now captured all your sales invoices for the month and may proceed with posting.

TurboCASH - Accounting Made Easy - 109

MODULE E - TUTORIAL - SERVICE ENTITY (NOT CONTROLLING STOCK)

E.3.2.2-

Updating Sales to the Ledger

 Once you have completed entering these invoices, and you are sure they are correct, click on the
F5:Balance icon, or press the F5 key on your keyboard. TurboCASH will generate balancing entries to the Sales Account and the Output VAT/GST/Sales Tax Account.

The description given is "BALANCING ENTRY Sales Jnl". It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant. If you over type these it will definitely make it easier to trace and reconcile transactions.

 Over type the description with "Sales Invoices INV001 - INV003" in the description column.  Over type the VAT/GST/Sales Tax description with "VAT/GST/Sales Tax Sales Invoices INV001 - INV003"
in the description column.

Do not over type the ******** as it will indicate that these are contra transactions. After over typing the balancing entries, the Sales Journal should display as follows:

 Click on the F9:Process icon, or press the F9 key on your keyboard, and select the Change Alias option
from the Process the batch options screen. When you click on the OK button of the Process the batch screen, the Change the Alias screen will reflect [Sales Jnl]. Change this description to Sales 032006 and press the Enter key.

The title for the Batch Entry screen Sales Jnl - [Sales Jnl] will change to Sales Jnl - [Sales 032006]. This will make it easier to identify this specific Sales Journal at a later stage (e.g. Sales for March 2006).

 Click on the F8:List icon, or press the F8 key on your keyboard, to generate a list of the transactions in the
batch. It is recommended that the source documents (e.g. sales invoices, etc.) be attached to this List of the transactions and that it be retained for record and audit purposes.

 Click on the F6:Post icon, or press the F6 key on your keyboard. TurboCASH will post the entries to debit
the individual debtor accounts, credit the total sales to the sales account and credit the VAT/GST/Sales Tax amount to the Output VAT/GST/Sales Tax account.

110 - TurboCASH - Accounting Made Easy

Updating Sales to the Ledger

These transactions can also be viewed in the traditional T-Account format on the Tools - T-Account Viewer menu option. The Sales Journal transactions in the traditional T-Accounts format are as follows:  Debtor Accounts in the Debtor’s Ledger:

Accounts in the General Ledger:

Debits = Credits The Debit transactions in the Debtors Ledger (i.e. individual Debtor Accounts) is equal to the Credit transactions in the General Ledger (i.e. Sales and Output VAT/GST/Sales Tax Accounts).

TurboCASH - Accounting Made Easy - 111

3.1- RECEIVING PAYMENTS FROM YOUR DEBTORS Entering Payments from your Debtors Mr Mike Davies paid 1000.00 against INV001 for which receipt number 0002 was issued.  Enter the receipt for Mr Mike Davies. and Mr Roger Smith paid 2000.Accounting Made Easy . An example of the receipts is as follows: Both amounts were deposited on 16/03/2006 using deposit slip no. The total amount deposited is 3000. Reference: Date: Description: Account: Tax: Amount: D5001 16/03/2006 Payment Received .3.00.00 for which receipt number 0003 was issued.TurboCASH .  To enter your Receipts Transactions:  Click on the Batch Entry icon. If this is not done. D5001.TUTORIAL . This is very important.  Select the Receipts Jnl and click on the Open button.Thank you 0DAVIE Since No Tax (VAT/GST/Sales Tax) is applicable.SERVICE ENTITY (NOT CONTROLLING STOCK) E. bank reconciliation will be difficult.00 CR 112 . to the receipt transactions in this tutorial.MODULE E . An example of the deposit slip is as follows and must be entered in the Receipts Journal: All the deposits on one deposit slip must have the same reference. The Receipts Journal screen will be displayed. (You may also press the F2 key). we have selected to hide the Tax column in the Setup Options.3E. if not impossible. 1000.3. The Batch Type screen will be displayed.

 You have now captured all your receipts for the month and may proceed with posting. as this will appear on the debtor statement and it must be useful information for the debtor.Entering Payments from your Debtors An Open Item Selection screen will appear listing all invoices as well as the opening balance for Mr Davies. we have selected to hide the Tax column in the Setup Options.  You need to select the invoice which.113 . he is paying. Amount: 2000. to the receipt transactions in this tutorial. This links his payment to that invoice.) If a transaction for a debtor in the receipts journal is linked to an transaction on the Open Item Selection screen. Because Mr Smith is not an open-item debtor.Accounting Made Easy . Do not charge tax on this transaction as you have already charged Output VAT/GST/Sales Tax when you captured the sale to the debtor.00CR It is important to type something similar to "Payment Received" in the detail column. you won't need to link the payment to an invoice. Select the correct amount and press the Enter key. INV001.  Now capture the deposit from Mr Roger Smith.Thank you Account: 0SMITH Tax: Since No Tax (VAT/GST/Sales Tax) is applicable. the transaction will be displayed in a yellow background colour.: this will only appear in TurboCASH version 3.B. (N.g. TurboCASH . e. Reference: D5001 Date: 16/03/2006 Description: Payment Received .04 and later.

TUTORIAL .  Over type the description with "Deposit Slips D5000 . and debit the Bank Account.SERVICE ENTITY (NOT CONTROLLING STOCK) E.3. or press the F5 key on your keyboard.  The description for the balancing entry is given as "BALANCING ENTRY Receipts Jnl". It is recommended that the source documents (e. TurboCASH will create the balancing entry to the Bank Account.) be attached to this List of the transactions and that it be retained for record and audit purposes. When you click on the OK button of the Process the batch screen.D5001" in the description column. This will make it easier to identify this specific Receipts Journal at a later stage (e. deposit slips and /or copies of receipts. etc. You may select a batch type report for a specific Receipts Journal from the Batch List lookup facility at a later stage.2- Posting the Receipts Batch  Click on the F5:Balance icon.Accounting Made Easy . Change this description to Deposits032006 and press the Enter key. TurboCASH will post the entries to credit the general ledger account (Capital) and the individual debtor accounts.TurboCASH . It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant.[Deposits032006]. 114 . or press the F6 key on your keyboard.  Click on the F8:List icon. If you over type these it will definitely make it easier to trace and reconcile transactions. to generate a list of the transactions in the batch. Deposits for March 2006). or press the F9 key on your keyboard. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch. The alias option allows you to identify a batch by a unique name. or press the F8 key on your keyboard.[Receipts Jnl] will change to Receipts Jnl . the Change the Alias screen will reflect [Receipts Jnl].  Do not over type the ******** as it will indicate that these are contra transactions.g. and select the Change Alias option The title for the Batch Entry screen Receipts Jnl .  Click on the F6:Post icon.  Click on the F9:Process icon.MODULE E .3. from the Process the batch options screen.g.

OTHERWISE THIS ENTRY WILL NOT APPEAR ON YOUR BANK RECONCILIATION.T-Account Viewer menu option. The Receipts Journal transactions in the traditional T-Accounts format are as follows:  Debtor Accounts in the Debtor’s Ledger:  Accounts in the General Ledger: Debits = Credits The Debit transactions in the General Ledger (i. Bank Account and Capital Account) is equal to the Credit transactions in the Debtors Ledger (i. If you did not tick the Consolidate Balancing in the Options for this batch screen. If you would like this as a consolidated entry (i. TurboCASH will create three balancing entries. one contra entry) then you need to setup the batch as such. DO NOT CHANGE THIS.e.e.Accounting Made Easy . TurboCASH .e. To do this click on the F10:Setup icon and ensure that there is a tick next to “Consolidate Balancing”.115 .Posting the Receipts Batch These transactions can also be viewed in the traditional T-Account format on the Tools . Also note that TurboCASH has generated ******** as a reference number in the Reference column for the balancing entries. individual Debtor Accounts). one for each of the receipt entries made.

3.TurboCASH . (You may also press the F2 key). The Payments Journal screen will be displayed.Accounting Made Easy .3.Mercedes-Benz Waltons .Paper and pens Cash Petty Cash . no. the amounts are entered as Exclusive if VAT/GST/Sales Tax and will be displayed in the normal or regular font.  Enter the following transactions (summary from the cheque counterfoils): Ref.4E. 107 108 109 110 111 Date 31/03/2006 31/03/2006 31/03/2006 31/03/2006 31/03/2006 Description Rent . 116 .00 150.Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales Tax.TUTORIAL .00 750.00 100.MODULE E .SERVICE ENTITY (NOT CONTROLLING STOCK) E. the screen should reflect your transactions as follows: “F7: Inclusive” button . The Batch Type screen will be displayed.Increase Float Account Rent Salary Fuel & Oil Stationery Petty Cash Tax Input VAT/GST/ Sales Tax No Tax No Tax Input VAT/GST/ Sales Tax No Tax Dr 570.00 After entering all your cheques.1- CAPTURING THE REST OF YOUR PAYMENTS Entering the Rest of your Payments  Capture the following cheques issued on 31 March 2006 in the Payments Journal:  To enter your Payments Transactions:  Click on the Batch Entry icon.April Debbie Smith Petrol .  You have now captured all your cheques for the month and may proceed with posting.  Select the Payments Jnl and click on the Open button. If the “F7:Exclusive” button is displayed.4.00 285.

slips. TurboCASH .  Click on the F6:Post icon.) be attached to this List of the transactions and that it be retained for record and audit purposes.2- Posting the Payments Batch To facilitate the easy correction of errors. the Change the Alias screen will reflect [Payments Jnl]. The alias option allows you to identify a batch by a unique name. If you over type these it will definitely make it easier to trace and reconcile transactions. This will make it easier to identify this specific Payments Journal at a later stage (e. and credit the total of all the cheques to the Bank Account. It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant.Standard Rate accounts.Standard Cheques 107 111" in the description column.  Do not over type the ******** as it will indicate that these are contra transactions. If you are working on a network version of TurboCASH you cannot reconcile unposted items created on the “client machines”. received from suppliers.g.  Over type the description with "Payments Cheques 105 .  Click on the F8:List icon. You may select a batch type report for a specific Payments Journal from the Batch List lookup facility at a later stage.  Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax . or press the F5 key on your keyboard. and you are sure they are correct.117 .g.  Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax . or press the F6 key on your keyboard. it is a good idea to reconcile your bank before posting your Payments and Receipts Journals. TurboCASH will generate balancing entries to the Input VAT/GST/Sales Tax . Change this description to Cheques032006 and press the Enter key.Payments Jnl".  The description given is "BALANCING ENTRY . and select the Change Alias option The title for the Batch Entry screen Payments Jnl . etc. TurboCASH will post the entries to debit the individual General Ledger accounts.Capital Goods and Input VAT/GST/Sales Tax .  Once you have completed entering these cheques.Standard Rate and the Bank Account. to generate a list of the transactions in the batch. from the Process the batch options screen.[Payments Jnl] will change to Payments Jnl [Cheques032006].  Click on the F9:Process icon. When you click on the OK button of the Process the batch screen.111" in the description column. Input VAT/GST/Sales Tax .Posting the Payments Batch E. It is recommended that the source documents (e. etc.Capital Cheques 105 106" in the description column. Cheques for March 2006).3. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch.4.Capital Goods and the Input VAT/GST/Sales Tax . payment requisitions and / or invoices. click on the F5:Balance icon. or press the F9 key on your keyboard. or press the F8 key on your keyboard.Accounting Made Easy .

Assets + Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit transactions (i.e.SERVICE ENTITY (NOT CONTROLLING STOCK) These transactions can also be viewed in the traditional T-Account format on the Tools . TURN TO MODULE H TO DO THIS. The Payments Journal transactions in the traditional T-Accounts format are as follows:  Debit Transactions in the General Ledger:  Credit Transactions in the General Ledger: Debits = Credits The Debit transactions (i.MODULE E . Once again. 118 . payment transactions from the Bank Account).Accounting Made Easy .TurboCASH .TUTORIAL . if you want consolidated balancing entries do so by setting up your Payments batch with a tick next to “Consolidate Balances”.T-Account Viewer menu option. THE NEXT STEP IS TO RECONCILE YOUR BANK.e.

119 .5E.  Leave blank. The Petty Cash Journal screen will be displayed.1- PETTY CASH PAYMENTS Entering your Petty Cash Payments For the purposes of this tutorial. (You may also press the F2 key).5.  Tick.  Tick on Credit.PETTY CASH PAYMENTS E. TurboCASH will create the debit entry to the selected contra account. If you are VAT/GST/Sales Tax registered. setup your account exactly as shown.  Tick.  Select the Petty Cash Jnl and click on the Open button. The Options for this batch screen is displayed: When you balance the batch. The Batch Type screen will be displayed.  Tick.  Click on the F10:Setup icon to set your batch up.  Leave blank  Leave blank. we assume that you have paid the following expenses from your petty cash:  To enter your Petty Cash Payment Transactions:  Click on the Batch Entry icon.Accounting Made Easy .3.  Set up the Petty Cash Journal as follows: Contra Account: Contra Account per Line: Reverse Contra: No Tax: Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details: Amount Entry:  Click on the Lookup button and select the Petty Cash Account . TurboCASH .720.  Tick. to ensure accurate reporting.3.

 Select the General Ledger option for the Account code lookup type. for this payment.  You are now ready to capture your first petty cash voucher.TUTORIAL .00 10.Standard Goods 57. click on the OK button. the Batch Entry screen for the Petty Cash Journal should reflect as follows: Reference: Date: Description: Account: Contra Account: Tax: Amount: “F7: Inclusive” button . If the “F7: Exclusive” button is displayed.SERVICE ENTITY (NOT CONTROLLING STOCK)  Once set up. 120 .Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales Tax. Ref. PCV001 PCV002 Date 31/03/2006 31/03/2006 Description Paper from Waltons Fix a Puncture at ABC Service Station Account Stationery Maintenance Tax Input VAT/GST/ Sales Tax No Tax Amount 57. click on the Advanced tab. No. Use your petty cash voucher number as the reference number.TurboCASH . This should be so as we set the batch to the inclusive mode.Accounting Made Easy .00 CR Ensure that the F7:Inclusive icon is reflecting "inclusive". since you do not need to select Debtor or Creditor Accounts when you enter transactions for petty cash payments. PCV001 31/03/2006 Waltons Paper Type 720 or Petty Cash and select the correct Petty Cash account. Type 230 or Stationery to select the correct account. Input VAT/GST/Sales Tax . the amounts are entered as Exclusive if VAT/GST/Sales Tax and will be displayed in the normal or regular font.MODULE E . After capturing your first petty cash payment.  Once set up.00 Capture your petty cash vouchers from your petty cash voucher book or from your requisitions.

 Contra Account field.Entering your Petty Cash Payments When you enter a transaction and the cursor is in the -  Account field.00 CR After capturing all your petty cash vouchers. TurboCASH . you need to select the correct contra account to be credited with the petty cash payment.Accounting Made Easy . Tax: No Tax Amount: 10. for this payment.121 . we will post the batch. This should at all times be the Petty Cash Account. you need to select the correct account to be debited with the petty cash payment. Contra Account: Type 210020 or Maintenance to select the correct account.  You are now ready to enter your next petty cash voucher no. PCV002.Fix Puncture Account: Type 720 or Petty Cash and select the correct Petty Cash account. Reference: PCV002 Date: 31/03/2006 Description: ABC Service Centre . the Petty Cash Journal will look as follows:  For the purposes of this tutorial.

If you over type these it will definitely make it easier to trace and reconcile transactions. click on the F5:Balance icon. or press the F6 key on your keyboard.MODULE E . etc. If you have not selected the Consolidate Balancing option in the Options for this batch screen (Setup). It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant. etc. or press the F8 key on your keyboard. TurboCASH will generate balancing entries to the selected contra accounts and the Input VAT/GST/Sales Tax . from the Process the batch options screen.[PettyCash032006] to indicate that it is the Petty Cash transactions for March 2006. the Change the Alias screen will reflect [Petty Cash].  Do not over type the ******** as it will indicate that these are contra transactions. slips.  Click on the F6:Post icon.3. petty cash vouchers and / or invoices. received from suppliers. In this case.SERVICE ENTITY (NOT CONTROLLING STOCK) E. and credits the individual entries of all the Petty Cash Vouchers to the Petty Cash Account. TurboCASH will post the entries to debit the individual General Ledger accounts. It is recommended that the source documents (e. to generate a list of the transactions in the batch. or press the F9 key on your keyboard.[Petty Cash] will change to Petty Cash . and select the Change Alias option The title for the Batch Entry screen Petty Cash .TUTORIAL .Standard Rate and the Petty Cash Account.  Click on the F9:Process icon.  Over type the description with "Petty Cash Payments PCV001-PCV002" in the description column. When you click on the OK button of the Process the batch screen.  Click on the F8:List icon. Change this description to PettyCash032006 and press the Enter key.TurboCASH .  Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax-Petty Cash Payments March 2006" in the description column. Input VAT/GST/Sales Tax .2- Posting the Petty Cash Batch  Once you have completed entering these petty cash vouchers.Accounting Made Easy . or press the F5 key on your keyboard.5.) be attached to this List of the transactions and that it be retained for record and audit purposes.Standard Rate accounts. the Petty Cash Batch Entry screen will display the balancing entries as follows: 122 .  The description given is "BALANCING ENTRY Petty Cash". and you are sure that they are correct.g. TurboCASH will generate the contra account for each transaction entered in the batch.

Always remember that VAT/GST/Sales Tax is taken from the Contra Account.Accounting Made Easy .T-Account Viewer menu option.00 57.Posting the Petty Cash Batch If this batch were not setup with Contra Account per Line.00 Input VAT/GST/Sales Tax This will have an incorrect posting to your VAT/GST/Sales Tax account. These transactions can also be viewed in the traditional T-Account format on the Tools .e.00 7.e. TurboCASH . payment transactions from the Petty Cash Account). where the Input VAT/GST/Sales Tax is credited instead of debited. The Petty Cash Journal transactions in the traditional T-Accounts format are as follows:  Debit Transactions in the General Ledger:  Credit Transactions in the General Ledger: Debits = Credits The Debit transactions (i.00 7.00 50. With the Contra Account per Line the transactions are posted correctly as follows: DR DR Stationery Input VAT/GST/Sales Tax CR Petty Cash Account 50.00 This will have the correct posting to your VAT/GST/Sales Tax account.123 . where the Input VAT/GST/Sales Tax is debited to the Input VAT/GST/Sales Tax account. Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit transactions (i. the transactions would have posted incorrectly as follows: DR Stationery CR CR Petty Cash Account 57.

in this case we used the prefix DEP to indicate Depreciation Journals and 0301 to indicate the first entry for depreciation for the month of March. only the details you need to capture in the account and amount fields are listed. note the following: 1. quarterly or annually.00 per month. The Batch Type screen will be displayed. You will need to make out the following entries for your depreciation on 31/03/2006: Furniture and Equipment: 50.6. For the Reference we will use DEP0301 (You may use any reference number) . As the reference and the date will be the same and No Tax is applicable for each of these three entries. E.00 per month. monthly. when due. 2. They may be weekly. copy them into the normal batch.6- REPEATING TRANSACTIONS TurboCASH has a Repeating Transactions facility available to enable you to enter transactions.Repeating Transactions menu option. You may enter the transactions once and. The transactions lines are displayed in a pink shade as background. 124 . This facility will save you lots of time. etc.3.TUTORIAL . Debit orders from third parties For entry in the Payments Journal For entry in the Receipts Journal  For this tutorial assume that you will write-off some depreciation on your fixed assets.1- Entering Repeating Transactions  To enter Repeating Transactions:  Click on the Edit .00 per month. 3. Motor Vehicles: Mercedes-Benz 75. To indicate that you have selected a Repeating Batch or Journal.Accounting Made Easy .MODULE E . You may identify those transactions in your business and enter them in this facility. which occur on a periodic basis.     Depreciation of fixed assets Payroll Journals or integration Debit orders to third parties. No alias for the batch will be displayed in the screen heading (title bar). A few examples of these entries are:    For entry in the General Journal or alternative batch type.SERVICE ENTITY (NOT CONTROLLING STOCK) E. edit (if amounts have changed). Motor Vehicles: Delivery Van 25.TurboCASH .  Select the General Jnl batch type and click on the Open button.3. delete or add an entry. ***Repeating Transactions*** is displayed after the name of the batch type.

to the depreciation transactions in this tutorial.  Leave blank. TurboCASH .  Tick on Credit.125 .  Once setup.Entering Repeating Transactions  Click on the F10:Setup icon to set your batch up. The Tax column will not be displayed.  Select the General Ledger option for the Account code lookup type.  Once setup.  Tick. we have selected to hide the Tax column in the Advanced Setup Options.  Leave blank. The Options for this batch screen is displayed:  Set up the Repeating Transactions General Journal for depreciation transactions as follows: Contra Account: Contra Account per Line: No Tax: Reverse Contra: Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details: Amount Entry:  Click on the Lookup button and select the Depreciation Account .  Tick.205. since you do not need to select Debtor or Creditor Accounts when you enter transactions for depreciation. click on the OK button. Since No Tax (VAT/GST/Sales Tax) is applicable.Accounting Made Easy . click on the Advanced tab.  Leave blank  Tick.  Tick.

capture your second entry. TurboCASH will generate a balancing entry to the Depreciation Contra Account. capture your third transaction. 50.00 CR  Once finished.MODULE E . 600/020 Furniture and Fittings .  The description for the balancing entry is given as "BALANCING ENTRY General Jnl".Accumulated Depreciation.00 CR The Repeating Transactions for General Journal screen should now reflect as follows:  Click on the F5:Balance icon.Accumulated Depreciation 75.SERVICE ENTITY (NOT CONTROLLING STOCK)  You are now ready to capture your first repeating entry transaction.TurboCASH . Reference: DEP0303 Date: 31/03/2006 Description: Depreciation-Motor Vehicles-Delivery van Account: 610/020 Motor Vehicles . It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant. or press the F5 key on your keyboard.  Once finished.  Press the Esc key to exit this repeating batch.  Do not over type the ******** as it will indicate that these are contra transactions. Reference: Date: Description: Account: Amount: Reference: Date: Description: Account: Amount: DEP0301 31/03/2006 Depreciation-Furniture and Fittings.TUTORIAL .Accounting Made Easy . 126 .Accumulated Depreciation Amount: 25. If you over type these it will definitely make it easier to trace and reconcile transactions.00 CR DEP0302 31/03/2006 Depreciation-Motor Vehicles-Merc 610/020 Motor Vehicles .  Over type the description with "Depreciation Fixed Assets" in the description column.

 Click on the F9:Process icon and the Process the batch screen will be displayed.2- Updating Repeating Transactions  To Post or Update the Repeating Transactions Batch:  Click on the Batch Entry icon.  Click on the OK button.  Click on the F9:Process icon. The Batch Type screen will be displayed. for the purposes of this tutorial. Note that there will be no alias displayed on the screen title bar as this is a normal batch.  Select the General Jnl and click on the Open button. (You may also press the F2 key). If you have purchased new assets you may change the amount or add a new entry.6. you need to click on the F5:Balance icon to balance the batch. you may need to delete the entry for the next months. The reference number entered.  Select This Year in the Year field. i. TurboCASH . TurboCASH will display the following screen on the Batch Entry screen: If you enter a reference number into the New Reference number field.Accounting Made Easy . You may do it on this screen.  Leave the New Reference field blank. but it is recommended that you edit your repeating transactions in the Edit .127 . Change this description to Depreciation032006 and press the Enter key. will apply to all repeating transactions which will be imported or generated into the batch (journal). March 2006) in which to repeat or copy the transactions.e.Updating Repeating Transactions E. or press the F9 key on your keyboard.  Select the Repeating Transactions option and click on the OK button.  In our example we leave the description blank. For instance if you have sold your Mercedes-Benz. All the transactions you have entered in the repeating Batch Entry for the General Journal will be copied into the normal batch. The screen in our example should reflect as follows: The correct period and the description you have entered when you copied this batch will be reflected in the date and Description fields. When you click on the OK button of the Process the batch screen. If the batch is not balanced or in balance. Always check that the amounts are the same before posting this batch. and select the Change Alias option from the Process the batch options screen. the reference numbers will not be incremented. the Change the Alias screen will reflect [General Jnl]. You may enter your own.Repeating Transactions menu option to avoid having to change the same issues every time you wish to update a repeating batch. if necessary.3. The General Journal screen will be displayed.  Select the period (month.

which is used to display the net value of the Fixed Assets (Cost Price less Accumulated Depreciation). etc. The General Journal for Depreciation transactions in the traditional T-Accounts format is as follows:  Debit Transactions in the General Ledger:  Credit Transactions in the General Ledger: Debits = Credits The Debit transactions (i. These transactions can also be viewed in the traditional T-Account format on the Tools .SERVICE ENTITY (NOT CONTROLLING STOCK) The title for the Batch Entry screen General Jnl .[General Jnl] will change to General Jnl [Depreciation032006]. Accumulated Depreciation Account for each Fixed Asset (e. TurboCASH will update and post the transactions to the ledger accounts. The Accumulated Depreciation Account is a contra Fixed Asset Account. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch.e.g.e. and evaluate your business on any of these reports. It is recommended that the source documents (e.MODULE E .T-Account Viewer menu option.TurboCASH . working papers.g. or press the F8 key on your keyboard.Accounting Made Easy . This should be reported in the Balance Sheet as follows: This should be reported in the Trial Balance as follows: Since you have updated your batches. The alias option allows you to identify a batch by a unique name.  Click on the F8:List icon. calculation of depreciation.) be attached to this List of the transactions and that it be retained for record and audit purposes. or press the F6 key on your keyboard. you may generate any of the reports to view what your profits and losses are and any detailed transactions. to generate a list of the transactions in the batch.  Click on the F6:Post icon.TUTORIAL . Depreciation Expense Account) are equal to the Credit transactions (i. You may select a batch type report for the Depreciation General Journal from the Batch List lookup facility at a later stage. for Furniture & Fittings and Motor Vehicles)). 128 . etc.

TurboCASH will ask you to confirm. 31/03/2006.IMPORTANT REPORTS E. making sure that you understand it. Show Sub-accounts:  Select the end date until which you wish to include the balances i. as we have entered them in the previous financial year in this tutorial. Do not tick this option. all the reports for this tutorial are printed.1- Trial Balance Your transactions for the month are now complete and you can obtain a trial balance through TurboCASH.e.Accounting Made Easy .  To generate a Trial Balance:  Click on the Reports . Last Year Only: Unposted Batches:  Click on the OK button. It is a good idea to look through each report. TurboCASH .  Tick this option to view the balances of your sub-accounts. To:  Select the start date from which you wish to include the balances i. If you have clicked on the No button. Include Zero Balances:    Do not tick this option.  Click on the Lookup button to launch the lookup facility screen listing your available accounting Periods. (You may also press the Ctrl and T keys). From:  Click on the Lookup button to launch the lookup facility screen listing your available accounting Periods. Thereafter.129 . If this option is ticked. no sub-accounts will be displayed and a summary of the net values for the main account will be displayed. If you select the Unposted Batches option.Trial Balance menu option. all accounts listed in your chart of accounts will be displayed and balances will only be displayed for those accounts with transactions. and a balance sheet are discussed in detail.e. as we will see only the balances of the accounts we have entered the opening balances. you will not be able to view any opening balances. 01/03/2006. If this option is not ticked. Some other reports such as debtor age analysis and debtors statements are detailed.General Ledger . E.4.4- IMPORTANT REPORTS How to display the trial balance.  Click on the Yes button. If you tick this option. The Trial Balance Options screen is displayed: You may select to include the amounts of unposted batches in the trial balance. whether you would like to include opening balances. income and expenses report.  Select the following options: Send Report To:  Select Screen. Leave blank. only Last Year balances will be displayed. a tick field will be activated on which you may select to view only the amounts entered in unposted batches.

Preferences . The Trial Balance for the selected period is displayed:  Your profit should be 1390.00  Press the Esc key to return to the main menu or click on the Close button in the Trial Balance.Accounting Made Easy . You may select to turn this feature off or on again in the No Warning Unposted Special Settings on the Setup . TurboCASH will check for unposted items and display the number of unposted Batches. You may select to view the details of the unposted batches. since the opening balances were entered on 28/02/2006 When clicking on the OK button for any report. This is an important facility as these transactions will not be included in your reports.SERVICE ENTITY (NOT CONTROLLING STOCK) If you wish to view last year's figures as comparative figures. you need to select the end date (in the "date to" field) as 28/02/2007. 130 .MODULE E .TUTORIAL .TurboCASH .Data Parameters menu option.

 To generate an Income Statement:  Click on the Reports . Show Sub-accounts: From: To: Show Decimal: Include Zero Balances: Show Last Year: Show Budget: Show Variance:  Leave blank.Income Statement menu option.General Ledger menu option on the General Ledger Accounts option. Leave blank.Accounting Made Easy .Income Statement E. TurboCASH .  Click on the Yes button. (You may also press the Ctrl and I keys).4. The Income Statement Options screen is displayed:  Select the following options: Send Report To:  Select Screen.Accounts . which were created with a tick in the Income / Expenses field when you have created the in the Edit .  Click on the OK button.  Tick.2- Income Statement The Income and Expenses report will reflect all your Accounts. Sequence:  Select Account Group 1. Leave blank. Leave blank.General Ledger . TurboCASH will ask you to confirm whether you wish to include opening balances.     Leave blank.  Select the end date 31/03/2006.131 .  Select the start date 01/03/2006.

Financial Categories menu option to display the Income Statement in this format.System Parameters .  Once again.TUTORIAL .Accounting Made Easy . we can see our net profit reflected as 1390.MODULE E . you may select the option on the Setup . 132 . as they are balance sheet accounts.SERVICE ENTITY (NOT CONTROLLING STOCK) The Income and Expense report is displayed: Should you wish to list the Expenses before Income on the Income Statement. You will note that cheques entered for the Furniture and Fittings and the Petty Cash Advance are not included in this Statement.00.TurboCASH .

Income and Expenses).System Parameters .3- Balance Sheet Before you can generate a Balance Sheet. (You may also press the Ctrl and B keys).4. From:  Select the start date 01/03/2006.General Ledger . Leave blank. To:  Select the end date 31/03/2006. Show Decimal:  Tick. TurboCASH .Accounting Made Easy . you need to link your Reporting Groups (Account Groups) in the Setup . Assets.Balance Sheet menu option.133 . Show Sub-accounts: Include Zero Balances:  Click on the OK button.Financial Categories menu option to the Financial Categories (Capital. The Balance Sheet Options screen is displayed:  Select the following options: Send Report To:  Select Screen. Sequence:  Select Account Group 1. TurboCASH will ask you to confirm whether you wish to include opening balances.Balance Sheet E. Liabilities.  Click on the Yes button.  To generate a Balance Sheet:  Click on the Reports .   Leave blank.

134 .  Once again.SERVICE ENTITY (NOT CONTROLLING STOCK) The Balance Sheet is displayed: Should you wish to list the Liabilities before Capital on the Balance Sheet. you may select the option on the Setup .MODULE E .TUTORIAL .System Parameters . In other words what the business owns and what it owes to other parties such as owners.TurboCASH .Financial Categories menu option to display the Balance Sheet in this format. we can see our net profit reflected as 1390. Creditors and the Revenue Authorities for VAT/GST/Sales Tax.Accounting Made Easy . This Balance Sheet displays your Total Assets and Total Liabilities.00.

4- Debtors Age Analysis To see who your debtors are and how much and for how long they owe you. whether for over 30 days.Debtors Age Analysis E.00.  Select 0DAVIE. Report total = 2505.Groups menu option and if these groups are linked to the Debtor Accounts in the Edit .Accounts Debtors (Accounting Information) screen. Leave blank. The month(s ) to dates will automatically be calculated according to the period increment specified (e. This should be equal to the debtors' control account in the trial balance. The Debtor Age Analysis Options screen is displayed: Reporting Group is only applicable if Debtor Reporting Groups 1 and / or 2 are created in the Setup .  Select 31/03/2006.Debtor . 60 days or 90 days.  Mr Davies should owe 1795.  Tick. Leave blank. 1 as for the purposes of this tutorial).e. TurboCASH .  Select the following options: Send Report To:  Select Screen.g.  Tick.  Select None. Leave blank.Age Analysis menu option. you need a debtors age analysis. Show Account Detail: Sort by Name: Show Transactions: Ignore Zero Balances: Use Open Item: Show all debtors: From Account: To: Minimum Amount: Reporting Group: Date of Ageing:      Leave blank.System Parameters .Accounting Made Easy .  Click on the OK button.  To generate a Debtors Age Analysis report:  Click on the Reports .  Select 0SMITH. Leave blank.4.00 and Mr Smith 710.135 .00. This will tell you the amount each debtor owes and for what period i.

 Select 31/03/2006.TUTORIAL . The Debtor Statements will be displayed.Accounting Made Easy .SERVICE ENTITY (NOT CONTROLLING STOCK) E. Leave blank.MODULE E . 1 as for the purposes of this tutorial). From Account:  Select 0DAVIE. Leave blank. Show Contact Person: Use Open Item: Sort by Name: Show Tax Transactions: Minimum Amount: Date of Statements:     Leave blank.g.  To generate Debtors Statements:  Click on the Reports . The month(s ) to dates will automatically be calculated according to the period increment specified (e.4. The Debtor Statements options screen is displayed:  Select the following options: Send Report To:  Select Screen.TurboCASH .Statements menu option.Debtor . To:  Select 0SMITH. 136 .  Click on the OK button.5- Debtors Statements At the end of every month you would want to send out statements to all your debtors to remind them of what they owe you. Leave blank.  Tick.

The following menu options for available reports are also available to manage your creditor accounts: TurboCASH . if you typed 100 in that field. or to send it via e-mail. The configuration of Internet and fax facilities is not covered here.Accounting Made Easy . If your debtors are Open Item debtors.g.6- Other Debtors / Creditors Reports In addition to the Debtors Age Analysis report and Debtors Statements. You may also print the details of all your transactions for all or a selection of your debtor accounts.137 .4.Debtors Statements You may select to fax the statement. Open Item should be ticked E. You could use the minimum amount field to only print statements for debtors owing you over a certain amount e.00. you would only print statements for debtors owing you more than 100. you may also print list the details and print labels of all or a selection of your debtor accounts. You may select to print your statements on to A4 paper (blank or Pink Software’s Pre-printed laser paper) or Pink Software’s Pre-printed self -carbonated continuous paper. Please call us for further assistance in this regard.

) which you have created in the Setup . 138 .  Tick. Which Year:  Select This Year.TUTORIAL .  To generate a Batch Type Details report:  Click on the Reports .TurboCASH . Payments Journal.Batch Type menu option. Use Periods:  Tick. etc.Batch Type menu option.7- Batch Type Details Report TurboCASH also allows you to generate Batch Type Details Report for all your batch types or a specific batch type (Sales Journal.SERVICE ENTITY (NOT CONTROLLING STOCK) E. The Batch Type Report Options screen is displayed:  Select the following options:  Select Screen. Leave blank. Send Report To: Each Period Separately: Each Batch Separately: Show Balancing Entries: Show Contra:   Leave blank.Accounting Made Easy .4. Batch Type:  Select Payments Journal.  Click on the OK button. Receipts Journal. This report will display the detail of all the transactions entered in the batches for a specific selected period.  Tick. From Reporting Date:  Select 01/03/2006.MODULE E . Purchase Journal. To:  Select 31/03/2006.

TurboCASH .  Generate some of these reports and to see how the transactions are displayed in the Set of Books. performance and transactions.8- General Ledger Reports There are also a host of General Ledger reports available on the Reports .Accounting Made Easy .Batch Type Details Report The Batch Type Details Report is displayed: E.4.General Ledger menu option to manage your business activities.139 .

RETAIL ENTITY (TRADING IN STOCK) .MODULE F - TUTORIAL .

.........3..2.................3..............................1...................2..... 184 F...................................................3............................3......................................Confirming a Quote .....4............. 210 F............3......................1....6..... 168 F......9.1F................REPEATING TRANSACTIONS...........................................1..................1........................................ 153 F..................... 151 F........................6.................................................................................................................... 207 F....................... 194 F.................. 210 F.........................3....................IMPORTANT REPORTS........................................................................IN THIS MODULE MODULE F .......................................3... F....Entering Opening Quantities on Hand and Cost Prices..............................Updating your Invoices to the Ledger................................................................ 176 F........... 153 F......................................................................Updating Purchases (GRN’s) to the Ledger...... 151 F....................2..................................................2......Groups...2................3.3.......................2...........................Debtors Statements................ 172 F............1............ 208 F....2..........2.........4...2.............................2..4......... Debtors ...................Creating an Invoice ....Stock Information...........4.....................................1..........2...............................................1.2.....................................................................3......................................................3...........................................CAPTURING YOUR TRIAL BALANCE...............2.............Batch Types....................................Creating a Purchase Document or a Goods Received Note......5...................... Creating a Cash Customer..2........2.................... F.....................................................................................................................................................Entering your Payments............Entering Payments from your Debtors ........PROCESSING TRANSACTIONS AND DOCUMENTS... 153 153 153 153 154 154 154 155 156 156 157 F.......................................... Sales and Purchases ........................2.........3.........2......167 F.....................3.1.................3....4- Accounts (Cost of Sales).......... F.............................RETAIL ENTITY (TRADING IN STOCK).........3.2....................................BASICS OF STOCK.......3.................................1........... 172 F.........6...........................1.....................CAPTURING THE REST OF YOUR PAYMENTS..Creating a New Purchase Document................3...................................................................................Linking Salespersons to your Debtor Accounts.........7............................2..............2........ 142 143 147 149 F............PROCESSING CREDITORS .............................. 194 F....5..........CAPTURING YOUR CASHBOOK.....................................................4.Converting a Quote to an Invoice................1.......2...................3..... F............3...2............................... 211 F..........................................2.3....ORDERS AND PURCHASES........................................................3.................3.............................................................................................Stock Sales.......2.........................................................Creating a Quote................4.....1.......3............................... 204 F.......................................................................2..................................................2......................7.....................................2...................... 206 F........................................................ 189 F..................1.................Salespersons.....................................1........1..................................................................................... 162 F.........3............................Sales Analysis Reports...................Stock Purchases................................7.2....... 211 ...........8.................Generating a Stock Item Listing Report......................................3................................................................................2............... 159 F..........................................................Converting an Order to a Goods Received Note....2.9............................................................................ 186 F..................6..................9......2....................3F..... 200 F.....2.........Confirming an Order ...............................................................4..................1......................................................... 182 F............................................................2..........................2..........3..Posting the Payments Batch .. 151 F...........................................9...............4.....................................................Creating a New Invoice........2........... 182 F..3..................................3...........Balance Sheet............................................170 F..............................................2......................2.....................................................Stock Item Reports...........3........................................2.............................1......... F...............................3............ F.....................Setup .3........................Updating Repeating Transactions...Creating an Order....4.......................................... 140 F.......2.....WORKING WITH STOCK......................................................3.......System Parameters.......2.......1..................1..Entering your Receipts...................Editing an Invoice Confirmed from a Quote........................................1............GENERATING A TRIAL BALANCE ..1................. 164 F.........................................3.............................PROCESSING DEBTORS ............ 174 F..........................3......... 210 F....4............ Accounts (Stock Control)..Editing a Purchase Document Confirmed from an Order...................................................4............ F.....................................3................Entering the Rest of your Payments . 189 F.......................................2.......1...4.....1.......2..................................General Ledger Reports...3......................Edit Menu Required Accounts and Settings......................................166 F........ 167 F........................................4........... F.......................4.............3..............................QUOTES AND INVOICES...............................................................................................7.......................................2.Trial Balance.............5...........Income Statement..........................................2................................... 164 F.....3......Debtors Age Analysis.......................................4.3......1................Documents.........................................Batch Type Details Report.... 197 F.....5..3.... 209 F............... F.......................................153 F...............................................4......1..........................................................................................Purchase Analysis Reports.............................................................................................3.................Other Debtors / Creditors Reports ....................4..RECEIVING PAYMENTS FROM YOUR DEBTORS...................................................................... 179 F.......................1.....3.....................4.........2........................ 149 F.........ENTERING YOUR OPENING BALANCES......................1.........4............3.....STOCK SETTING AND PARAMETERS.................3......1............................. 186 F..Entering Repeating Transactions.....2......Reports to Manage and Analise Stock...........Posting the Petty Cash Batch .... 202 F.2................................................................................... 175 F...2...3............. F............... 150 F...............PETTY CASH PAYMENTS.............................3..........................2..........................................................................................1..... 175 F.4..........................5.......................................................TUTORIAL ..............3...............................3............................................................1...............2F..................................................2........................Posting the Receipts Batch...................2.................................................2.........Entering your Petty Cash Payments............................2........3..................... 192 F............. 151 F..... 200 F.........2............2. 187 F...........1.....................................1...................................TAKING ON STOCK ITEMS..........................................................................2..................................

the total value of all stock items should be equal to the control figure (stock control account). as you will not have any. If you enter your trial balance figures from your previous financial year. These balances are called opening balances. 142 .Accounting Made Easy . enter your opening balances into the system using the date 28/02/2006. if it is a brand new business you are starting. You need to inform the program of who owes you what. as per your financial statements.TurboCASH . The opening balances for your debtors and creditors must be entered for each individual debtor and creditor . After all the quantities and cost prices of your stock items are entered. expanding on the Chart of Accounts. possibly. TurboCASH will calculate your net profit/loss. However. The opening balances are captured in the General Journal. (It is in the “TCASH3/Bin/Tutorials/SAEngTutorials” directory on your system). We advise you to follow this tutorial carefully when setting up your new Set of Books.) If you do not enter any opening balances.you cannot simply enter the total from the trial balance. This will give you a prior year to this year comparison. TurboCASH will calculate the value of each stock item by multiplying the quantities on hand by the cost price.TUTORIAL . adding your debtors and creditors to suit your particular company.CLICK ON THE OPEN ICON AND SELECT THE SET OF BOOKS CALLED “HANDYMAN”. TurboCASH may be started at any point (not necessarily the same day as you start your business). as per your financial statements.RETAIL ENTITY (TRADING IN STOCK) F. Opening balances are obtained from your latest trial balance or balance sheet.1- ENTERING YOUR OPENING BALANCES FOR THIS TUTORIAL WE WILL USE THE HANDYMAN SET OF BOOKS. TO BEGIN THE TUTORIAL PLEASE GO TO THE MAIN SPEED TOOLBAR . The opening balances for your stock items must be entered for each individual stock item . You will.MODULE F . putting it to the Retained Income account. The total debtors and creditors figures should equal the debtors and creditors control figures. need to enter the balances for all your existing ledger accounts from your manual Set of Books. it will obviously not be necessary to enter any opening balances. You need to inform the program of the quantities on hand and the cost prices for each stock item. For example. if your financial year starts on 01/03/2006. It is advisable to enter your opening balances at the time of setting up the system. If your company has been running for some time. your set of accounts will not be complete. (It will not carry the expense figures over to the current year.you cannot simply enter the total from the trial balance. it is a good idea to enter the balance sheet or trial balance figures from the previous year into the system.

The General Journal screen will be displayed. Tax and Input VAT/GST/Sales Tax) is applicable to the opening balance transactions. The Options for this batch screen is displayed:  Set up the General Journal as follows: Contra Account: The relevant contra account for the batch (i. The Batch Type screen will be displayed. As for the take-on of opening balances.  Select the General Jnl and click on the Open button. TurboCASH will repeat the detail entered in the  Set to Allow both. but only needs to be done once. i.  Click on the Lookup button and select the suspense account. The first time you enter transactions in a General Journal. as no VAT/GST/Sales Tax (Output VAT/GST/Sales If you tick this field.e. TurboCASH will consolidate all balancing entries into 1 entry. unless your requirements change. Contra Account per Line:     If you tick this field. Tick this option. DO NOT tick this option. Increment Reference Number: Inclusive mode: Consolidate Balancing:  If you tick this field.CAPTURING YOUR TRIAL BALANCE F. TurboCASH will treat all amounts as inclusive of If you tick this field. since you will enter amounts in both the debit and credit column.e. Repeat Details:  If you tick this field. Tick this option otherwise TurboCASH will always default to the top of the page. Reverse Contra: No Tax:  Select No Tax option. This should be done for each journal. TurboCASH will ask to allocate a contra account for each transaction.143 Amount Entry: . As this will be a batch in which you wish to enter both debits and credits DO NOT tick this field. the account to which TurboCASH will create a balancing entry). VAT/GST/Sales Tax. 999 Suspense Account. (You may also press the F2 key). it is NOT necessary to tick this option.  Click on the F10:Setup icon to set your batch up. you should set it up according to your requirements. Leave blank. since you will be entering both debits and credits from your Trial Balance and will not be asking TurboCASH to balance the batch.Accounting Made Easy . Description column on each subsequent line.1- CAPTURING YOUR TRIAL BALANCE  To enter Opening Balances from your Trial Balance:  Click on the Batch Entry icon. TurboCASH will increment the reference number by 1 on each subsequent line. if you have used an account more than once. TurboCASH .1.

144 .RETAIL ENTITY (TRADING IN STOCK)  Click on the Advanced tab. you set the Account Lookup Type option as General Ledger. separately (in separate journals). and / or if you need to use the Ageing facility in TurboCASH.  Click on the OK button. If you have many Debtor Accounts and if you wish to optimise the debtor's ageing facility in TurboCASH.TUTORIAL . An example of a list of debtor accounts in the Debtor's ledger is as follows: For the purposes of this tutorial.Accounting Made Easy . You need to obtain a list of the individual Debtor Accounts with outstanding balances. The same would apply to Creditor opening balances. Should you have many Debtor Accounts. you may then select Debtor to list only the Debtor Accounts when taking on the Debtor Opening Balances. and Creditor Accounts.TurboCASH . Search for Take-on Opening Balances in the Help File. and make sure that the default option. Should you wish to take-on the opening balances for Debtor Accounts.MODULE F . Example: The opening Trial Balance for this tutorial is as follows: The Balance of the Debtor's Control Account may include many individual Debtor Accounts in the Debtor's Ledger.  When you take-on the opening balances for Debtor Accounts. Leave all fields blank.Debtors in the Help File to read more. only the outstanding closing balances as at 28 February 2006 for each of the Debtor Accounts will be taken on as opening balances. you may then select the Debtor option for Account code lookup type. for which you need to take on opening balances.  Once you take-on the opening balances for Creditor option for Account code lookup type. search for Take-on Opening Balances . is set to All for this exercise. Account codes lookup type. it is advisable to enter the Debtor opening balances in a separate journal. In this case.

to take on each individual Debtor's opening balance. The total value of all the individual stock items should equal the stock control account balance.CAPTURING YOUR TRIAL BALANCE Only the total value (cost price of stock) is entered as the opening balance of your stock items.Accounting Made Easy .  Repeat as above for capturing the rest of the Trial Balance.145 . TurboCASH . After capturing the Trial Balance.3. TurboCASH will not allow you to select the Debtors Control Account. date and details for all the entries. we have selected to hide the Tax column in the Setup Options 12500. The reason for this is that you cannot post any transactions to the Debtor's Control Account in the General Ledger. as per financial statements. The opening quantities and values of the individual stock items are dealt with in Chapter F1. An example of a list of stock items in the Stock Ledger is as follows:  Capture the first transaction as follows: Reference: Date: Description: Account: Tax: Amount: JNL 1 28/02/2006 Opening Balance Take-on 505 (for Capital) Since No Tax (VAT/GST/Sales Tax) is applicable.00 CR Use the same reference number. the transactions should reflect as follows: When entering the opening balance for the Debtors Control Account (Account number G700). You need to select the individual Debtor Accounts in the Debtor's Ledger. to the opening balance transactions in this tutorial.

RETAIL ENTITY (TRADING IN STOCK) When posting the transactions for the opening balances in the General Journal. etc.) be attached to this List of the transactions (take-on of opening balances) and that it be retained for record and audit purposes. In this way you can start using TurboCASH before receiving your financial statements and entering your opening balances. AT THIS POINT YOU HAVE COMPLETED YOUR setup.[Opening Balance]. so as to keep your batch in balance. You may select a batch type report for the Opening Balance General Journal from the Batch List lookup facility at a later stage. It is recommended that the source document (e. If you do not have financial statements from which to enter opening balances but need to start using TurboCASH. To do this. the Debtor's Control Account in the General Ledger will automatically be updated with the total of all the individual transactions posted to the Debtor's Ledger. as per your Cashbook. When you click on the OK button of the Process the batch screen. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch. or press the Enter key to continue posting. The alias option allows you to identify a batch by a unique name. TurboCASH will ask you to confirm that you are posting transactions to the previous financial year.TurboCASH .  Click on the F9:Process icon. or press the F6 key on your keyboard.MODULE F . enter the opening balances of your debtors and creditors and your bank balance.  Click on the Yes button. 146 .g.  It is not necessary to "balance" your batch. to generate a list of the transactions in the batch. and select the Change Alias option The title for the Batch Entry screen General Jnl . This amount (and the Reference Total at the bottom of the screen) should reflect a zero after entering all your transactions. Do the same for the creditors. You will note that there is an amount indicating the difference between the debit and credit entries at the end of the Debit Amount column. using a suspense account as the contra account.TUTORIAL . TurboCASH will now post all the transactions to the General Ledger. trial balance or balance sheet and income statement. CHARTED YOUR ACCOUNTS. By using your Cashbook balance as your opening bank balance you have already taken into account all payments and receipts. when doing your first month's bank reconciliation. the Change the Alias screen will reflect [General Jnl].  Click on the F8:List icon. CAPTURED YOUR DEBTORS AND CREDITORS AND ENTERED YOUR OPENING BALANCES INTO THE TurboCASH PROGRAM. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch. When you receive your financial statements. enter the amounts owing to you as debits to the debtors and create a "sundry debtor" to credit.Accounting Made Easy . or press the F8 key on your keyboard.[General Jnl] will change to General Jnl .  Click on the F6:Post icon. or press the F9 key on your keyboard. credit the “sundry creditor” with the creditors control figure and enter the bank balance against the suspense account. from the Process the batch options screen. as your Trial Balance should already be in balance. debit the “sundry debtor” with the debtors control figure. Enter your bank balance (Cashbook balance). and can ignore any cheques or deposits on your bank statement from the previous month. Change this description to Opening Balance and press the Enter key.

GENERATING A TRIAL BALANCE

F.1.2-

GENERATING A TRIAL BALANCE

It is good practice to print a Trial Balance in TurboCASH at this point and check it with the Trail Balance of your previous accounting records from which you have entered your transactions. This printed Trial Balance could be retained with your working papers and the previous trial balance for record and audit purposes.

 To generate a Trial Balance:
 Click on the Reports - General Ledger - Trial Balance menu option. (You may also press the Ctrl and T
keys). The Trial Balance Options screen is displayed:

You may select to include the amounts of unposted batches in the trial balance. If you select the Unposted Batches option, a tick field will be activated on which you may select to view only the amounts entered in unposted batches.

 Select the following options:
Send Report To: From: Select Screen.

 Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.

To:

 Select the start date from which you wish to include the balances i.e. 01/03/2006.  Click on the Lookup button to launch the lookup facility screen listing your available
accounting Periods.

Show Sub-accounts:

 Select the end date until which you wish to include the balances i.e. 31/03/2006.  Tick this option to view the balances of your sub-accounts. If this option is not ticked,
no sub-accounts will be displayed and a summary of the net values for the main account will be displayed.

Include Zero Balances:

  

Do not tick this option, as we will see only the balances of the accounts we have entered the opening balances. If this option is ticked, all accounts listed in your chart of accounts will be displayed and balances will only be displayed for those accounts with transactions. Do not tick this option. If you tick this option, only Last Year balances will be displayed. Leave blank.

Last Year Only: Unposted Batches:

 Click on the OK button. TurboCASH will ask you to confirm, whether you would like to include opening
balances.

 Click on the Yes button. If you have clicked on the No button, you will not be able to view any balances,
as we have entered them in the previous financial year in this tutorial.

TurboCASH - Accounting Made Easy - 147

MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)

The trial balance for the opening balances is displayed as follows:

If you need to check the individual balances of the Debtor's Accounts in the Debtor's Control Account (G700), you need to generate Debtor's Age Analysis report. If you need to check the opening balances of the individual stock items in the Stock Control Account, you need to generate a Stock Item Listing report.

If you wish to display the amounts in the trial balance (or any other report) as 5,000.00 in stead of 5000.00 (display a comma between the thousands and hundreds, etc.) you may set the separator symbol in the Setup - Preferences - Data Parameters menu option.

The totals should balance with the previous financial year. Check that the totals are in balance and that the correct balances correspond with the balances on your source trial balance.

148 - TurboCASH - Accounting Made Easy

TAKING ON STOCK ITEMS

F.1.3F.1.3.1-

TAKING ON STOCK ITEMS
Entering Opening Quantities on Hand and Cost Prices

In practice you would now do a stock take and inform TurboCASH as to the numbers of each item you have in stock. Unless your opening balances are actually entered into the system, TurboCASH would never know how many items you had in stock to start with. For the tutorial we have 5 drills and 4 compressors to take on. An example of a list of stock items in the Stock Ledger is as follows:

 To take on Opening Balances for your Stock Items:  Click on the Input - Adjust Stock menu option. The Adjustment tab of the Stock Item screen will be
displayed.

 Select the Stock Take-on option from the list of available Adjustments options.

 Select the stock code for the “DRILL PRESS” to take on the drills  Enter the Average cost of 500.00 and 5 for the Quantity on hand.  Select "COMPRESSOR" to take on the compressors.
TurboCASH - Accounting Made Easy - 149

MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)

 Enter the Average cost of 1000.00 and 4 for the Quantity on hand.  Select the Date as 01/03/2006.  Click on the OK button to save the changes.  Press the Esc key to exit the Stock Item screen.
F.1.3.2Generating a Stock Item Listing Report

 To generate a Stock Item Listing report:  Click on the Reports - Stock - Stock Item Listing menu option. (You may also press the Ctrl and U
keys). The Stock List Options screen is displayed:

 Select the following options: Send Report To:  Select Screen. Sequence:  Select Stock Code.
From Stock Code:

 

Click on the Lookup button to launch the lookup facility screen listing your available Stock Items. Click on the Lookup button to launch the lookup facility screen listing your available Stock Items.

 Click on the Stock Item i.e. “3COMP” on the list.
To:

Information to Include:

 Click on the Stock Item i.e. “3DRILL.” on the list.  Tick all options and select All Selling Prices. It is good practice to retrieve a detailed
report to check that you have entered all the details and information correctly.

Click on the OK button and a list of your Stock Items will be displayed.

 You should have 6500.00 of Stock on Hand. This amount should balance with the stock records and the
stock control account in your previous accounting records.
150 - TurboCASH - Accounting Made Easy

This will create a Purchase document or a Goods Received Note (GRN). it is important that you either enter a purchase or do a stock take-on for each stock item. The cost price is used to update the Cost of Sales and Stock accounts. By doing this you are giving TurboCASH the cost price of the stock item.DOCUMENTS . By creating an invoice TurboCASH will write up your Sales and Cost of Sales Journals for you and update all the relevant general ledger accounts.1. You must ensure that your code for your stock item and your cost price and selling price is correct. when creating the GRN. you need to be absolutely sure that all settings for Stock Items. Examples of industries that control stock are:  Retail outlets  Wholesale outlets  Traders who buy stock items for resale.2.WORKING WITH STOCK F.DOCUMENTS . The entries are as follows: DR Debtor (full amount) CR Sales (selling price of items) CR Output VAT/GST/Sales Tax (% of selling price) DR Cost of Sales (cost price) CR Stock (cost price) When you first set up TurboCASH.BATCH ENTRY .151 . It will also debit the Cost of Sales account with the cost price of the item sold and credit stock with the cost price.2. which may be printed and/or edited before it. This will cause your gross profit to be over inflated. is posted to the ledger.1- BASICS OF STOCK Before you start with this Chapter in the Tutorial.BATCH ENTRY .SALES JOURNAL menu option. F. The entries are as follows: DR Stock Item (net cost price) DR Input VAT/GST/Sales Tax (% of purchase price) CR Creditor (full amount) If you have set up the cost price for a particular item. When it is updated or posted to the ledger. particular care must be taken when entering your stock into the program.1. F. Incorrect cost and selling prices will have drastic effects on your results. TurboCASH will automatically fill it in for you. It will automatically debit the debtor with the full amount of the invoice. It is important that you read through the following notes on controlling stock before you carry on with this tutorial.1- Stock Purchases Stock items purchased should be entered through the INPUT .Accounting Made Easy . If you are controlling stock.PURCHASES menu option and not the INPUT . F. Cost of Sales and Documents are correct. if TurboCASH does not have a cost price. TurboCASH will automatically write up the Purchases Journal for you and pass all the correct debits and credits to the correct accounts. This may also be overwritten in which case TurboCASH will automatically update that item's average cost price. when an invoice is created.PURCHASES JOURNAL menu option.2- Stock Sales Sales of stock items should be entered through the INPUT .INVOICES . before entering any invoices. credit sales with the amount less VAT/GST/Sales Tax and credit Output VAT/GST/Sales Tax.2. the cost of sales account will be updated with a zero amount. Therefore. TurboCASH .ENTER menu option and not the INPUT .2- WORKING WITH STOCK This tutorial assumes that you have completed all Modules up to MODULE D and Chapters F1 and F2 of MODULE F.

Each stock item can then be linked to the appropriate Sales. TurboCASH will do the following:          Generate an invoice. The Sales. Automatically update the stock quantities. If you are creating Goods Received Notes. 152 . Write up the Purchases Journal automatically. Automatically write up the Sales Journal and the Cost of Sales Journal for you. Cost of Sales and Stock sub-account for its particular category.MODULE F .RETAIL ENTITY (TRADING IN STOCK) Once you are controlling stock and invoicing out of the system. TurboCASH will also calculate your Cost of Sales and subtract that figure from your Sales figure. TurboCASH automatically updates the stock account. Each stock item can also be linked to different tax types catering for varied VAT/GST/Sales Tax rates. the VAT/GST/Sales Tax and the Debtors.TUTORIAL .TurboCASH . TurboCASH will also update the stock quantities and average costs. Stock can be categorised into groups by the prefix of the code. TurboCASH will do the following: Generate a Goods Received Note.Accounting Made Easy . the VAT/GST/Sales Tax and the Creditors. average cost prices and the salesperson's report. Automatically update the Sales figures. thus giving you the Gross Profit for that particular line item. Cost of Sales and Stock accounts can also be split into sub-accounts per stock category.

2. For example. F.1 of MODULE 4).2 of MODULE D).  Select Mr.Debtor menu option.2.2Accounts (Stock Control)  To add a Stock Control Account:  Click on the Edit .4 of MODULE D (Edit .3.  Select Russell as the salesperson. F.Debtors).Accounts .and allocate Tracy as his salesperson. If the following required settings is not correct on the Setup .1.1- Edit Menu Required Accounts and Settings Accounts (Cost of Sales)  To add a Cost of Sales Account:  Click on the Edit .Accounting Made Easy .  Add an account for Cost of Sales . etc.2. F. If this is not done.2.153 .2.2.4Creating a Cash Customer If you need to sell items to cash customers from your stock file and generate invoices. so all that needs to be done is to allocate a salesperson to each debtor. For your convenience.Account number 750 (If this account is not included in your Set of Books).2.2.STOCK SETTING AND PARAMETERS F.Linking Salespersons to your Debtor Accounts You have already set up your debtors in paragraph D. The Debtor Accounts screen listing all the debtor accounts will be displayed. refer to paragraph D.1. shift or day.2 of MODULE D for the relevant information. are listed. If not. (Refer to paragraph D. F.3 of MODULE 3.General Ledger menu option.4. the Cost of Sales transactions may not be generated when documents are posted to the ledger or the cost of sales may be calculated at average cost in stead of latest cost.4 of MODULE D (Edit .Accounts . (Refer to paragraph D.2- STOCK SETTING AND PARAMETERS It is important that the required accounts and settings be absolutely correct before you proceed with purchasing and selling of stock items in a Set of Books. refer to paragraph D.4.2- Setup .1. you may find incorrect results in TurboCASH.2.Debtors).2.2 of MODULE 2 and paragraph D.2.2. Davies . these settings applicable to stock.Accounts . Smith .  Do the same for Mr. you need to generate a report reflecting the sales to cash customers for the period and balance the total amount of the sales with the report.System Parameters menu.Account number 100 (If this account is not included in your Set of Books). Some of these settings were done in paragraph D.2.2. you may need to change the settings before proceeding with processing purchase and sales documents for your stock items.2. The general information screen will be displayed. At the end of the period.0DAVIE and click on the Edit button.4.  To link a Salesperson to a Customer Account:  Click on the Edit .2. You will not enter any statement or general information at this stage.1F.Accounts .  Click on the OK button.4.2. etc.0SMITH .Accounts .3Debtors . To create a Cash Customer Account.  Add an account for Stock Control .1. you need to create a cash customer.System Parameters Most of these parameters should have been set up when you asked TurboCASH to help you create your Set of Books. F. TurboCASH .2.2.General Ledger menu option.

all documents should start with 000001 prefixed by 2 characters (i. Paper Type: Layout file: Invoice Heading: Invoice Message:  Click on the OK button to save your changes and close or exit this screen.2.2.3 of MODULE D) F.Accounting Made Easy  Leave as is.1- Batch Types Add the Cost of Sales batch (If this batch is not included in the Chart of Accounts that you have selected when you created your Set of Books).2.  For the purposes of this tutorial. F.Documents menu option. if the documents were not set correctly when you created your Set of Books. SR000001 for Supplier Returns documents.2.2.2.  For the purposes of this tutorial. the messages for these documents are already entered. .2.  Leave blank.4 of MODULE D).  For the purposes of this tutorial.TUTORIAL .:  Check that Default A4 is selected for the purposes of this tutorial.  Remove tick.  To set the Documents:  Click on the Setup . The Documents Setup screen is displayed:  Click on each of the tabs and check or change the following.  Tick. since they need to be confirmed and cannot be posted or updated to the ledger.e.System Parameters . the headings are already set.  Check that Default A4 is selected for the purposes of this tutorial. PlainA4.RETAIL ENTITY (TRADING IN STOCK) F. OR000001 for Orders and QU000001 for Quotes).3Documents Check and edit the document setup.2Groups Add the Cost of Sales reporting group under Account Group 1 (Reporting Group 1).  Select the Purchase Jnl for Purchase and Supplier Returns documents. You cannot select a batch type for Orders and Quotes. (If this group was not included in the Chart of Accounts when you created your Set of Books or if you did not create it as in paragraph D.2. IN000001 for Invoices.2. if necessary: Layout file: Print standard logo: Print frames: Auto-post on print: Next Invoice No. .(see paragraph D.MODULE F .TurboCASH .2. CR000001 for Credit Notes. 154 . PU000001 for Purchase documents. Invoice Batch:  Select the Sales Jnl for Invoices and Credit Notes.2.

Setup - System Parameters

F.2.2.2.4-

Stock Information

The cost of sales parameters should by default be turned off. If sales invoices are generated in TurboCASH, the Cost of Sales transactions will not be generated by TurboCASH for the cost prices of stock sold. For the purposes of this tutorial, we need to activate and set the cost of sales parameters, if the Cost of Sales were not set correctly when you created your Set of Books.

 To set the Stock Information and Cost of Sales Parameters:  Click on the Setup - System Parameters - Stock Information menu option. The Stock Information
screen is displayed:

Enter and / or select the following, if necessary:

Units of Stock: Selling Price Descriptions: Cost of Sales: Cost of Sales Batch: Use Average Cost or Use Latest Cost: No Back Order: Cant Sell out of Stock: No Print Confirmation: Check Reference Used: Can't Create Items:

 Check that the units are displaying, Each. If not enter Each and click on the Add
button.

 Leave as is for the purposes of this tutorial.
 Tick.  Select the Cost of Sales batch type.  For the purposes of the tutorial, select the Use Average Cost option.

 Click on the OK button to save your changes and close or exit this screen.
You also have the option of ticking “use average cost” - if you wish you may leave this field not ticked in which case, “latest cost” will be used for calculating the value of your stock. Consult with your accountant as to which method you should use. The value of your stock can greatly affect your profit and loss figures.

 Leave blank.  Leave blank.  Leave blank.  Leave blank.  Leave blank.

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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)

F.2.2.2.5-

Salespersons

Add Russell and Tracy as the Salespersons. if the salespersons were not set correctly when you created your Set of Books.

 To add the Salespersons:

Click on the Setup - System Parameters - Salespersons menu option. The Salesperson screen is displayed:

You need to create the salespersons who will generate sales documents (quotes, invoices and credit notes. You may select the default salesperson for each debtor account. When sales documents are generated and the debtor account is selected, the default salesperson will be displayed for the document or you may select any available salesperson. Salespersons are used to generate sales analysis reports to analyse your sales. For the purposes of this tutorial, we have included Tracy and Russell as the salespersons. If these salespersons are not already included in the Set of Books, you may add them.

 To Add a Salesperson:
In the field next to the Add button type in the name for the salesperson.

 Click on

the Add button.

Check that the Tracy and Russell are displays as salespersons. Once finished, click on the Close button.

Your Set of Books should be set up to process documents for the purchase and selling of stock items.

F.3-

PROCESSING TRANSACTIONS AND DOCUMENTS

If you generate documents from your stock item code file in TurboCASH, transactions will automatically be generated when documents are updated or posted to the ledger as follows: ● Sales documents (Invoices and Credit Notes) in the Sales Journal (as linked to the Batch Type field of the Invoices and Credit Notes tabs in the Setup - System Parameters - Documents menu option). ● Purchase documents (Purchases and Supplier Returns) in the Purchase Journal (as linked to the Batch Type field of the Purchases and Supplier Returns tabs in the Setup - System Parameters Documents menu option). In addition to the Sales and Purchase Journals for transactions generated by documents, you also need to enter transactions in other batches (journals) (i.e. Payments Jnl, Receipts Jnl, Petty Cash Jnl, Feneral Jnl, etc.). These are the books of prime entry in which you need to capture payments, receipts, opening balances, etc. and post or update it to the ledger.

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CAPTURING YOUR CASHBOOK

F.3.1-

CAPTURING YOUR CASHBOOK

For this tutorial assume that you purchase some fixed assets, such as a desk at 570.00 (inclusive of VAT/GST/Sales Tax) and 2 chairs at 342.00 (inclusive of VAT/GST/Sales Tax) for your office on 1st of March 2006. The owner also handed a cheque of 5000.00 from his personal bank account which you need to deposit into the current account of the business in order increase his Capital. You will need to make out the following cheques on 1 March 2006:  Cheque 105 - Office Decorators to 570.00 (Inclusive of VAT/GST/Sales Tax) for 1 desk.  Cheque 106 - Office Suppliers to 342.00 (Inclusive of VAT/GST/Sales Tax) for 2 chairs. The cheque counterfoils (cheque requisitions) will be used to capture the transactions in the Payments Journal of the bank account from which the cheque is issued.

The invoices or slips received from the supplier also need to be retained for Tax and VAT/GST/Sales Tax purposes.

An amount of 5000 is received from the owner, for which the following receipt is issued:

Receipts are usually issued for all moneys received in cash and cheques received.

A deposit number D5000 of 5000.00 - being the Owner's Capital Contribution received from the owner will be used to capture the transactions in the Receipts Journal of the bank account in which the owner's cheque is deposited.

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MODULE F - TUTORIAL - RETAIL ENTITY (TRADING IN STOCK)

Remember that your Cashbook is made up of a Payments Journal and a Receipts Journal. Cheques issued will be captured in the Payments Journal. Deposits will be captured in the Receipts Journal.

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 Tick on Debit.3.Accounting Made Easy .  Tick.159 . This should be done for each journal. Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details: Amount Entry:  Tick. payment of creditor accounts). You cannot change this in the Payments or Receipts Journals. The Batch Type screen will be displayed. but only needs to be done once. TurboCASH . The Options for this batch screen is displayed: You will note that the contra account is automatically set to the Bank Account. You may at a later stage select this option.g.  Click on the F10:Setup icon to set your batch up.  Set up the Payments Journal as follows: Reverse Contra: No Tax:   Leave blank Leave blank for the purposes of this tutorial.1.Entering your Payments F.1- Entering your Payments  To enter your Payment Transactions:  Click on the Batch Entry icon. (You may also press the F2 key). if there are no tax (Input VAT/GST/Sales Tax) applicable to all the transactions you need to enter in the payments batch (e.  Select the Payments Jnl and click on the Open button.  Tick.  Leave blank. unless your requirements change. The Payments Journal screen will be displayed. The first time you enter a transaction in the Payments Journal you should set it up according to your requirements.

When you balance the batch. TurboCASH will create the credit to the Bank Account. Reference: Date: Description: Account: Tax: Amount: 106 01/03/2006 2 x Chairs 600/010 .00 DR Tax: Amount: The amount is a debit as it is the amount for the fixed asset account.00 and should be posted to the furniture and equipment account. The amount of 570.00 will change to 500. Leave all fields blank.600/010 and press the Enter key. When you select a VAT/GST/Sales Tax type.TurboCASH . click on the OK button. Reference: Date: Description: Account: 105 01/03/2006 1 x Desk Type "fur" for furniture and select the correct sub-account and press the Enter key you will note that TurboCASH highlights this account in the scroll bar or insert the account number . is set to All for this exercise. Account codes lookup type.Furniture and Fittings and press the Enter key. The VAT/GST/Sales Tax amount (70. using the cheque number as the reference number. Ensure that the F7:Inclusive icon is reflecting “inclusive”. 106.  You are now ready to record your first cheque.Capital Goods 570. This should be so as we set the batch to inclusive mode. click on the Advanced tab.00 DR 160 .00. Input VAT/GST/Sales Tax .Capital Goods 342.  Once setup.  You are now ready for cheque no.MODULE F .TUTORIAL .RETAIL ENTITY (TRADING IN STOCK)  Once setup. This is because the cost of the desk is 500. and make sure that the default option. Capture your cheques from your cheque stubs in your chequebook or from your cheque requisitions.00) must be posted to the Input VAT/GST/Sales Tax account.Accounting Made Easy . always check the bottom right-hand corner for the inclusive and exclusive amounts. Input VAT/GST/Sales Tax .

the amounts are entered as Exclusive if VAT/GST/Sales Tax and will be displayed in the normal or regular font. Your transactions will not be lost when you exit a batch or close TurboCASH.Accounting Made Easy . TurboCASH . DO NOT balance or post the batch at this point. the Payments Journal is displayed as follows: “F7: Inclusive” button . If the “F7: Exclusive button” is displayed.Entering your Payments After capturing your cheques.Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales Tax. You may also choose to post after every balanced entry.  Press the Esc key to exit this batch or journal. In Payments and Receipt Batches the Amounts are displayed as Exclusive of VAT/GST/Sales Tax when the cursor is not in the amount field.161 . For the purposes of this tutorial. You can enter transactions in a batch daily and only post at the end of the month.

3. You may select this option if you need to enter many transactions of the same nature (e. 162 . cash sales accounts).TUTORIAL .TurboCASH .MODULE F . You only need do this once.2- Entering your Receipts  To enter your Receipts Transactions:  Click on the Batch Entry icon.  Click on the F10:Setup icon to set your batch up.RETAIL ENTITY (TRADING IN STOCK) F. The Receipts Journal screen will be displayed. Amount Entry:  Tick on Credit.1. This will hide the tax column and tax lookup facility. You cannot change this in the Payments or Receipts Journals.g. (You may also press the F2 key).Accounting Made Easy . if there are any tax (Output VAT/GST/Sales Tax) applicable to any transaction or all the transactions you need to enter in the receipts batch (e. unless your requirements change. From the first transaction.  Tick.  Leave blank. Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details:  Tick. Payment Received . the Receipts Journal should be setup according to your requirements.Thank you) This will repeat the Description to the next line or transaction.  Set up the Receipts Journal as follows: Reverse Contra: No Tax:  Leave blank  Select this option for the purposes of this tutorial. You may at a later stage deselect this option.g.  Select the Receipts Jnl and click on the Open button.  Tick. The Options for this batch screen is displayed: You will note that the contra account is automatically set to the Bank Account. The Batch Type screen will be displayed.

Leave all fields blank. Reference: Date: Description: Account: D5000 01/03/2006 Cash from owner.Entering your Receipts  Once setup. the Receipts Journal is displayed as follows: For the purposes of this tutorial.Capital and press the Enter key. we have selected to hide the Tax column in the Setup Options.00 CR Tax: Amount: The amount is a credit for the members loan account.  You are now ready to record your first deposit. Capture deposits from the deposit book or slips. Type "cap" for capital and press the Enter key . is set to All for this exercise. If you have pre-numbered deposit slips. It is important that this reference does/will not coincide with your cheque numbers. and make sure that the default option. You may also prefix your cheque numbers with C.  Once setup. DO NOT balance or post the batch at this point. TurboCASH will create the debit to the bank account. it is wise to prefix your deposit number with D. 5000.Accounting Made Easy . When you balance the batch. click on the OK button.you will note that TurboCASH highlights this account in the scroll bar or insert the account number .163 . Number each page of the deposit book separately and use this number as your reference number. Since No Tax (VAT/GST/Sales Tax) is applicable.505 . to the receipt transactions in this tutorial. After capturing your receipts. TurboCASH . click on the Advanced tab. Account codes lookup type.  Press the Esc key to exit this batch or journal.

or press the F6 key to access the Documents Entry screen).Accounting Made Easy . (You may also click on the Invoice icon.PURCHASES menu option and not the INPUT BATCH ENTRY . The Document Entry screen will be displayed. F.TurboCASH .2.RETAIL ENTITY (TRADING IN STOCK) F. We now order the 3 x drills from A-ONE Suppliers: ORDER OR000001 01/03/2006 A-ONE Suppliers 3 Drills at 1500.1- Creating an Order You may need to place an order with any of your creditors (suppliers). TurboCASH have introduced the Orders to enable you to place an order with a Creditor or Supplier. debit stock. But once the order has been converted to a Purchase document.00 Total 1710.  Click on the New button. When the Goods are received you may confirm the order against the actual goods received and the original order.Documents . Purchases or GRN’s should not be used for any credit purchases other than stock. Non-stock items should be captured through the Input . Note will not be able update the Order to the ledger and it generates no transactions. it can be updated or posted to the ledger.MODULE F .  Select Order in the Documents field if Orders is not displayed.3. By creating a GRN TurboCASH will automatically write up your Purchases Journal for you. You will do this by converting the Order to a Purchase Document.2- PROCESSING CREDITORS .00  To create an Order:  Click on the Input .00 VAT/GST/Sales Tax 210.TUTORIAL . debit VAT/GST/Sales Tax and credit the creditor. The Creditor Accounts screen is displayed: 164 .Purchases Journal menu option.DOCUMENTS . it is best to create a Goods Received Note (GRN) or a Purchase document through the INPUT .3.Batch Entry . An example of a non-stock item credit purchase may be stationery from Waltons.PURCHASES JOURNAL menu option.Orders menu option or press the Alt and F7 keys.ORDERS AND PURCHASES If you are purchasing stock from a supplier or creditor.

 Press the Enter key until you get to the invoice details screen (skip the Address. as we will only receive the Creditors invoice when the order is delivered.or Inclusive of VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed. if the F7:Inclusive button is active). Tax Account. When the cursor is in this field.  Select 01/03/2006. Delivery Address and Message fields). the Tax Accounts lookup facility will be displayed. Quantity (default 1). Confirm that it is correct by pressing the Enter key. Unit Purchase or Cost Price (Exclusive of VAT/GST/Sales Tax if the F7:Exclusive button is active . will automatically be multiplied by the quantity entered. The screen for Orders is displayed:  Enter or select the following options: Your Reference: Date:  Leave blank. The Exclusive amount (or Inclusive amount.Creating an Order  Select the Creditor Account (A-ONE Suppliers).  Click on the Open or OK button. The description.165 . TurboCASH .Accounting Made Easy . Discount:  Press the Enter key to keep it at the default 0% discount rate.  The default Input Tax account for the stock item will be displayed. Quantity: Tax:  Enter 3. Item Code:  Select 3DRILL.

 Click on the Convert button.  Click on the Orders option in the Document Type section of the screen.Accounting Made Easy .  Click on the Yes button to print the Order.Converting an Order to a Goods Received Note We have already placed an order with our A-ONE Suppliers .RETAIL ENTITY (TRADING IN STOCK)  Click on the OK button. The list of your Orders is displayed:   Select the applicable Order for the Creditor Click on the Add Sel.e. The Confirm Quotes and Orders screen will be displayed. The Order for the Creditor will be transferred to the Order to Convert to Purchase section of the screen. 166 .  To convert an Order to a Purchase Document or Goods Received Note:  Click on the Input . click on the Close button of the Report Viewer screen. TurboCASH will ask you if you wish to print the Order now.  Click on the Close button of the Document Entry screen to exit or close the documents facility. 05/03/2006).3.  Click on the Cancel button. The Order will be removed from the Order to Convert to Purchase list.Documents .TurboCASH .2.Confirm menu option or press the Shift and F3 keys.2Confirming an Order . Once finished viewing the Order.and the three drills are received on 5 March 2006. The order needs to be checked and converted into a Purchase document or a Goods Received Note. F.TUTORIAL . button.MODULE F .  Select the Date on which the Goods were received (i. or press the Esc key.

Documents . it must be checked to see that the correct stock was received.Creating a Purchase Document or a Goods Received Note F.Accounting Made Easy .167 .1Editing a Purchase Document Confirmed from an Order  To Edit a Purchase Document Converted from an Order:  Click on the Input .2.Purchases menu option or press the Alt and F8 keys.3- Creating a Purchase Document or a Goods Received Note Once an Order is converted to a Purchase document or Goods Received Note. listed on the Document Entry screen.  Select the Purchase Document on the list and click on the Edit button.  Select Purchase in the Documents field if Purchase is not displayed. or press the F6 key to access the Documents Entry screen). The Purchase document.3.2.Purchases menu option and the Creditor is selected. all available unposted Purchase Documents for that supplier are listed. The screen for Purchases is displayed: TurboCASH . The Document Entry screen will be displayed.3. (You may also click on the Invoice icon. F. When we access the Purchase documents screen from the Input Documents .3. was automatically created when you have confirmed and converted the Order to a Purchase document or a Goods Received Note.

F.2Creating a New Purchase Document  We have also purchased the following stock item: PU000002 05/03/2006 Invoice 3532 from BEST Suppliers 2 Compressors 2000.00 Total 2280.  The items and details of the Order will be displayed on the Entry fields.  Click on the OK button.Purchases menu option or press the Alt and F8 keys.  Click on the New button. which was converted to this Purchase Document.Accounting Made Easy .00 VAT/GST/Sales Tax 280. Once finished viewing the Purchase document. Check the 3 drills and the purchase or cost price is correct.3.TurboCASH . click on the Close button of the Report Viewer screen.  Enter or select the following options: Your Reference:  Enter 5250 as the reference of the creditor. Date:  05/03/2006 (should be displayed. The Document Entry screen will be displayed.  Select Purchase in the Documents field if Purchase is not displayed. is displayed in the very last line in the Message field. as it is the date on which the Order was converted to a Purchase document).2. You may edit it.MODULE F .TUTORIAL . (You may also click on the Invoice icon. you need to do the following:  Click on the Input .RETAIL ENTITY (TRADING IN STOCK) The Order Number OR000001.  Click on the Yes button to print the Purchase document. The Creditor Accounts screen is displayed: 168 .00  To create a new Purchase Document:  If you have click on the Close button of the Document Entry screen to exit or close the documents facility. or press the F6 key to access the Documents Entry screen).3.Documents .  You are now ready to enter the rest of your Purchases. if necessary. TurboCASH will ask you if you wish to print the Purchase document now.

will automatically be multiplied by the quantity entered.  The default Input Tax account for the stock item will be displayed.or Inclusive of VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed. TurboCASH .169 . the Tax Accounts lookup facility will be displayed.Creating a Purchase Document or a Goods Received Note  Select the Creditor Account (BEST Suppliers).Accounting Made Easy . When the cursor is in this field. Discount:  Press the Enter key to keep it at the default 0% discount rate. Confirm that it is correct by pressing the Enter key. The description.  Press the Enter key until you get to the invoice details screen (skip the Address. Date:  Select 01/03/2006.  Click on the Open or OK button. Item Code:  Select 3DRILL. Quantity: Tax:  Enter 3. Quantity (default 1). The Exclusive amount (or Inclusive amount. The screen for Purchases is displayed:  Enter or select the following options: Your Reference:  Enter 3532 as the reference of the creditor. Delivery Address and Message fields). Unit Price (Exclusive of VAT/GST/Sales Tax if the F7:Exclusive button is active . if the F7:Inclusive button is active). Tax Account.

5 of MODULE D) we need to post the Purchase documents manually.Update Ledger menu option. Only select NEW when you are actually creating a new Purchase (GRN).listing all your Purchases documents.3.  Click on the Yes button to print the Purchase document. TurboCASH defaults to an average costing basis.TUTORIAL . TurboCASH will ask you if you wish to print the Purchase document now.Accounting Made Easy .  Click on the From. To field and select From Purchase: To: PU000001 PU000002  Click on the Update button. 170 .RETAIL ENTITY (TRADING IN STOCK)  Click on the OK button. Remember that you will only be able to edit Purchase (GRN’s) as long as they have not yet been updated to the ledger. Once finished viewing the Purchase document..4- Updating Purchases (GRN’s) to the Ledger Since we have not selected the Auto-post documents on print option on the Documents Setup (see paragraph D.  To Post or Update your Purchases:  Click on the Input . (You may also press the F3 key).2. click on the Close button of the Report Viewer screen..2.  Click on the Close button of the Document Entry screen to exit or close the documents facility.  Select Purchases and its name will change to Update Purchase .TurboCASH . The Update Invoice screen will be displayed. Please ask your accountant whether to use this option or to check the “use latest cost” option. F.MODULE F .

171 . in the traditional T-Accounts format are as follows:  Accounts in the General Ledger:  Creditor Accounts in the Creditor’s Ledger: Debits = Credits The Debit transactions in the Stock Control Account (i.T-Account Viewer menu option. Stock Ledger) and Input VAT/GST/Sales Tax is equal to the Credit transactions in the Creditor’s Ledger (i.e. individual Creditor Accounts).Accounting Made Easy . as well as update your stock.Updating Purchases (GRN’s) to the Ledger TurboCASH will now write up your Purchases Journal for you. The following journal entries are passed: DR Stock (net amount) DR VAT/GST/Sales Tax (net amount) CR Creditor (total amount) These transactions can also be viewed in the traditional T-Account format on the Tools .e. creditors and Input VAT/GST/Sales Tax. The Purchase Journal transactions automatically created when Purchase documents or Goods Received Notes are posted or updated in the Ledger. TurboCASH .

1- Creating a Quote Your Debtors or Customers may ask you for a quotation on your products for various reasons. But once the Quote has been converted to an Invoice.3.Documents .ENTER menu option and not the INPUT . Non-stock items should be captured through the Input .TurboCASH .Quotations menu option or press the Alt and F9 keys.  Select Quote in the Documents field if Quote is not displayed. you may confirm the Quote and Convert it to an Invoice. The Document Entry screen will be displayed.3- PROCESSING DEBTORS .MODULE F .  Click on the New button. it can be updated or posted to the ledger. it is best to create an Invoice through the INPUT DOCUMENTS .3.3. credit the Output VAT/GST/Sales Tax and debit the debtor. Invoices should not be used for any sales other than stock. or press the F6 key to access the Documents Entry screen).BATCH ENTRY .  To create a Quote:  Click on the Input . When the Debtor or Customer accepts the quote. Note will not be able update the Quotation to the ledger and it generates no transactions. TurboCASH allows you to create a quote on the system. (You may also click on the Invoice icon. By creating an Invoice TurboCASH will automatically write up your Sales Journal for you. The Debtor Accounts screen is displayed:  Select theDebtor Account (Mr. which your business does not use any longer.SALES JOURNAL menu option.TUTORIAL . credit the stock. F.Sales Journal menu option. Mike Davies) 172 . An example of a non-stock item could be the sale of old or obsolete furniture.Accounting Made Easy .QUOTES AND INVOICES If you are selling stock to a customer or debtor.RETAIL ENTITY (TRADING IN STOCK) F.INVOICES .Batch Entry . On 1 March 2006 Mr Davies asked for a quote on a drill.

 Click on the OK button. TurboCASH . The description. his name should automatically be displayed.  Click on the Close button of the Document Entry screen to exit or close the documents facility. The screen for Quotes is displayed:  Enter or select the following options: Your Reference: Salesperson:  Leave blank.  Select Russell.173 . the Tax Accounts lookup facility will be displayed. (You may select any other salesperson if Russell is not doing this quote). The Exclusive amount (or Inclusive amount. if the F7:Inclusive button is active).  Press the Enter key Date: until you get to the invoice details screen (skip the Address. will automatically be multiplied by the quantity entered.  Select 01/03/2006. As Russell was set as the default salesperson. if not already selected.  The default Output Tax account for the stock item will be displayed. Confirm that it is correct by pressing the Enter key. Output Tax Account.Creating a Quote  Click on the Open or OK button. Make sure that Selling Quantity: Tax:  Confirm 1. Discount:  Press the Enter key to keep it at the default 0% discount rate.  Click on the Yes button to print the Quote. When the cursor is in this field. Unit Selling Price (Exclusive of VAT/GST/Sales Tax if the F7:Exclusive button is active . price 1 is selected for the purposes of this tutorial. click on the Close button of the Report Viewer screen. Item Code:  Select 3DRILL. Once finished viewing the Quote. Quantity (default 1). Delivery Address and Message fields).Accounting Made Easy .or Inclusive of VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed. TurboCASH will ask you if you wish to print the Quote now.  The default selling price for the Debtor Account will be displayed.

Confirm menu option or press the Shift and F3 keys. The Quote for the Debtor will be transferred to the Quotes to Convert to Invoices section of the screen.MODULE F .  Click on the Convert button.  Click on the Cancel button.3.   Select the applicable Quote for the Debtor. The list of your Quotes will be displayed.Converting a Quote to an Invoice On 7 March 2006.Documents .  Select the Date on which the Quote was accepted (i.  To convert a Quote to an Invoice:  Click on the Input . The Quote will be removed from the Quotes to Convert to Invoice list.TurboCASH . or press the Esc key. 07/03/2006).e.RETAIL ENTITY (TRADING IN STOCK) F. 174 . Mr Davies confirms that he wishes to take the Drill Press as quoted on 1 March 2006. The Confirm Quotes and Orders screen will be displayed.3. Click on the Add Sel.TUTORIAL . We need to check or Confirm the Quote and convert it to an Invoice.2- Confirming a Quote .  See that the Quotes option is selected in the Document Type section of the screen.Accounting Made Easy . button.

3.Creating an Invoice F.3- Creating an Invoice Once a Quote is converted to an Invoice. When accessing the Invoice documents screen from the Input .Invoices . or press the F6 key to access the Documents Entry screen). was automatically created when you have confirmed and converted the Quote to an Invoice.175 .3.Enter menu option and the Debtor is selected. F. The Document Entry screen will be displayed.Accounting Made Easy . (You may also click on the Invoice icon.Documents .Enter menu option.3.3.1Editing an Invoice Confirmed from a Quote  To Edit an Invoice Converted from a Quote:  Click on the Input .Documents . The Invoice. listed on the Document Entry screen. The screen for Invoice Entry is displayed: TurboCASH . check that all the items on the quote are accepted.Invoices .  Select the Invoice on the list and click on the Edit button.3. all available unposted Invoices for that debtor or customer are listed.

3.00  To create a new Invoice:  If you have click on the Close button of the Document Entry screen to exit or close the documents facility.3. TurboCASH will ask you if you wish to print the Invoice now. Check the quantity and selling price for the drill is correct.  The items and details of the Quote will be displayed on the Entry fields.2Creating a New Invoice  You are now ready to enter the rest of your Sales: Salesperson Tracy 09/03/2006 Invoice IN000002 To: Mr. 176 . the difference will appear on the back order report.00 Salesperson Tracy 11/03/2006 Invoice IN000004 To: Mr.Accounting Made Easy .00 Salesperson Russell 10/03/2006 Invoice IN000003 To: Mr. The quantity ordered is the number of stock items the customer requested.00 Total 1710. If the quantity ordered and the quantity shipped are not the same. The Document Entry screen will be displayed.3.TurboCASH . The quantity shipped is the number of items actually supplied. You may edit it.00 VAT/GST/Sales Tax 280.00 Total 2280.MODULE F . Smith 2 Compressors 3000.TUTORIAL .Enter menu option or press the F6 key. you need to do the following:  Click on the Input .  You are now ready to enter the rest of your Invoices.Documents . 07/03/2006 (should be displayed. is displayed in the very last line in the Message field. unless the Debtor has supplied you with an Invoice number. as it is the date on which the Quote was converted to an Invoice). click on the Close button of the Report Viewer screen. if necessary. which was converted to this Invoice.00 VAT/GST/Sales Tax 210.00 Total 3420.  Click on the OK button. Davies 1 Compressor 1500.  Enter or select the following options: Your Reference: Salesperson: Date:    Leave blank.RETAIL ENTITY (TRADING IN STOCK) The Quote Number QU000001.  Click on the Yes button to print the Invoice.Invoices . F. Smith 2 Drill Presses 2000.00 VAT/GST/Sales Tax 420. Check that Russell is displayed. Once finished viewing the Invoice.

Creating an Invoice  Click on the New button. The Debtor Accounts screen is displayed:  Select the Debtor Account (Mr.Roger Smith)  Click on the Open or OK button. The screen for Invoice Entry is displayed: TurboCASH .177 .Accounting Made Easy .

 Enter or select the following options: Your Reference: Salesperson: Date:  Leave blank. Confirm that it is correct by pressing the Enter key. Delivery Address and Message fields). The Exclusive amount (or Inclusive amount.  The default Output Tax account for the stock item will be displayed. 178 . Selling the right item requested. check to see that you are:      Selling to the right person. if not already displayed. Quantity (default 1).  Press the Enter key until you get to the invoice details screen (skip the Address. will automatically be multiplied by the quantity entered.  Enter your Sales to create Invoices IN000003 and IN000004.TurboCASH .Accounting Made Easy . The description.  Click on the Yes button to print the Invoice. Selling at the right date. if the F7:Inclusive button is active). Item Code:  Select 3COMP. unless the Debtor has supplied you with a reference number.RETAIL ENTITY (TRADING IN STOCK) If you would like to include a longer description than the description field allows you can press the F9 key for a comment and type in a comment on that line. When the cursor is in this field.  Once you have completed all your invoices. Quantity Order Quantity Ship: Tax:  Enter 2.  Click on the Close button of the Document Entry screen to exit or close the documents facility. Tax Account.  Select 09/03/2006. Once finished viewing the Invoice.  Once all your invoices are correct.TUTORIAL . Discount:  Press the Enter key to keep it at the default 0% discount rate. TurboCASH will ask you if you wish to print the Invoice now. click on the Close button of the Report Viewer screen. Unit Selling Price (Exclusive of VAT/GST/Sales Tax if the F7:Exclusive button is active (or Inclusive of VAT/GST/Sales Tax if the F7:Inclusive button is active) will be displayed. the Tax Accounts lookup facility will be displayed. you may post or update them to the Ledger.MODULE F . Selling at the right price.  Click on the OK button.  Select Tracy. Selling the right quantity requested.

If not.  To Post or Update your Invoices:  Click on the Input .selling price) CR VAT/GST/Sales Tax (net amount) DR Cost of Sales (cost price) CR Stock (cost price) TurboCASH .Update Ledger menu option. The Update Invoice screen will be displayed.3. Output VAT/GST/Sales Tax and Stock. before you update the Invoices to the ledger..4- Updating your Invoices to the Ledger Since we have not selected the Auto-post documents on print option on the Documents Setup (see paragraph D.  Invoices are displayed by default .Accounting Made Easy . Check all your Purchases (GRN’s) to see that they are correct and have been updated to the ledger.3. select Invoices. To field and select From Invoice: To: IN000001 IN000004  Click on the Update button.  Click on the From.. TurboCASH will automatically write up your Sales Journal.2.listing all your Invoice documents.Updating your Invoices to the Ledger F.5 of MODULE D) we need to post the Invoices manually. (You may also press the F3 shortcut key). It will control Sales. The following journals are passed: DR Debtor (total amount) CR Sales (net amount . Cost of Sales.179 .

Stock Information menu option. individual Debtor Accounts) is equal to the Credit transactions in the General Ledger (i.e.Accounting Made Easy . VAT/GST/Sales Tax Amount (tax only) credited to the Output VAT/GST/Sales Tax Account.e. depending on your selection. The above transactions only represent the selling prices    Amounts (inclusive of VAT/GST/Sales Tax) debited to the individual Debtor’s Accounts Amounts (exclusive of VAT/GST/Sales Tax) credited to the Sales Income Account. 180 .Adjust Stock menu option and / or  Posted or updated Purchase documents or Goods Received Notes to the Ledger. You should also specify the Cost of Sales Batch and select the Cost of Sales Account. TurboCASH calculates Cost of Sales according to either Average Cost or Latest Cost.RETAIL ENTITY (TRADING IN STOCK) These transactions can also be viewed in the traditional T-Account format on the Tools .System Parameters . Sales and Output VAT/GST/Sales Tax Accounts). The Sales Journal transactions automatically created when Invoices are posted or updated in the Ledger.T-Account Viewer menu option.  Cost Prices and Quantities were entered for opening Stock were entered in the Stock Take-on option on the Input .TUTORIAL . The Cost of Sales transactions for cost prices are also automatically generated when Invoices are posted or updated in the Ledger only if you have  Set up the Cost of Sales in the Setup .TurboCASH .MODULE F . in the traditional T-Accounts format are as follows:  Debtor Accounts in the Debtor’s Ledger:  Accounts in the General Ledger: Debits = Credits The Debit transactions in the Debtor’s Ledger (i.

Stock Ledger).e.181 .Accounting Made Easy . TurboCASH .Updating your Invoices to the Ledger The Cost of Sales transactions in the Cost of Sales Journal are automatically generated when Invoices are posted or updated in the Ledger. Any quantities and cost prices will automatically be updated for all stock items on the invoices. in the traditional T-Accounts format are as follows:  Cost of Sales Account:  Stock Control Account: Debits = Credits The Debit transactions in the Cost of Sales account are equal to the Credit transactions in the Stock Control Account (i.

RETAIL ENTITY (TRADING IN STOCK) F.00 CR 182 .MODULE F . (You may also press the F2 key). This is very important. if not impossible.  Select the Receipts Jnl and click on the Open button. An example of the receipts is as follows: Both amounts were deposited on 16/03/2006 using deposit slip no. bank reconciliation will be difficult.00. we have selected to hide the Tax column in the Setup Options.00 for which receipt number 0003 was issued.3.  Enter the receipt for Mr Mike Davies. Reference: Date: Description: Account: Tax: Amount: D5001 16/03/2006 Payment Received .3.  To enter your Receipts Transactions:  Click on the Batch Entry icon.4F. An example of the deposit slip is as follows and must be entered in the Receipts Journal: All the deposits on one deposit slip must have the same reference.TurboCASH . The Batch Type screen will be displayed. to the receipt transactions in this tutorial.1- RECEIVING PAYMENTS FROM YOUR DEBTORS Entering Payments from your Debtors Mr Mike Davies paid 1000.00 against IN000001 for which receipt number 0002 was issued.TUTORIAL . The total amount deposited is 3000. The Receipts Journal screen will be displayed. D5001. 1000. If this is not done. and Mr Roger Smith paid 2000.Thank you 0DAVIE Since No Tax (VAT/GST/Sales Tax) is applicable.4.Accounting Made Easy .

183 . Because Mr Smith is not an open-item debtor. to the receipt transactions in this tutorial. This links his payment to that invoice.Thank you Account: 0SMITH Tax: Since No Tax (VAT/GST/Sales Tax) is applicable. Amount: 2000.  Now capture the deposit from Mr Roger Smith. (N.: this will only appear in TurboCASH version 3. we have selected to hide the Tax column in the Setup Options. you won't need to link the payment to an invoice.04 and later.B.g. the transaction will be displayed in a yellow background colour. Do not charge tax on this transaction as you have already charged Output VAT/GST/Sales Tax when you captured the sale to the debtor. Reference: D5001 Date: 16/03/2006 Description: Payment Received . IN000001. he is paying.Accounting Made Easy .  You have now captured all your receipts for the month and may proceed with posting. TurboCASH .00CR It is important to type something similar to "Payment Received" in the detail column.  You need to select the invoice which. Select the correct amount and press the Enter key.Entering Payments from your Debtors An Open Item Selection screen will appear listing all invoices as well as the opening balance for Mr Davies.) If a transaction for a debtor in the receipts journal is linked to an transaction on the Open Item Selection screen. as this will appear on the debtor statement and it must be useful information for the debtor. e.

or press the F5 key on your keyboard. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch. It is recommended that the source documents (e. You may select a batch type report for a specific Receipts Journal from the Batch List lookup facility at a later stage. Deposits for March 2006).2- Posting the Receipts Batch  Click on the F5:Balance icon. and debit the Bank Account. When you click on the OK button of the Process the batch screen.  Click on the F6:Post icon. If you over type these it will definitely make it easier to trace and reconcile transactions.RETAIL ENTITY (TRADING IN STOCK) F.3.MODULE F . etc. and select the Change Alias option The title for the Batch Entry screen Receipts Jnl .g.[Receipts Jnl] will change to Receipts Jnl .g.  Click on the F8:List icon. or press the F8 key on your keyboard.  The description for the balancing entry is given as "BALANCING ENTRY Receipts Jnl". or press the F6 key on your keyboard. the Change the Alias screen will reflect [Receipts Jnl]. This will make it easier to identify this specific Receipts Journal at a later stage (e. The alias option allows you to identify a batch by a unique name.[Deposits032006].4. to generate a list of the transactions in the batch. from the Process the batch options screen.) be attached to this List of the transactions and that it be retained for record and audit purposes.TurboCASH .Accounting Made Easy . TurboCASH will post the entries to credit the general ledger account (Capital) and the individual debtor accounts. TurboCASH will create the balancing entry to the Bank Account. 184 .  Click on the F9:Process icon. It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant. Change this description to Deposits032006 and press the Enter key.  Do not over type the ******** as it will indicate that these are contra transactions.D5001" in the description column. or press the F9 key on your keyboard. deposit slips and /or copies of receipts.  Over type the description with "Deposit Slips D5000 .TUTORIAL .

TurboCASH will create three balancing entries. individual Debtor Accounts).e. one contra entry) then you need to setup the batch as such. Bank Account and Capital Account) is equal to the Credit transactions in the Debtors Ledger (i.T-Account Viewer menu option.e. one for each of the receipt entries made. TurboCASH . DO NOT CHANGE THIS. If you did not tick the Consolidate Balancing in the Options for this batch screen. The Receipts Journal transactions in the traditional T-Accounts format are as follows:  Debtor Accounts in the Debtor’s Ledger:  Accounts in the General Ledger: Debits = Credits The Debit transactions in the General Ledger (i. If you would like this as a consolidated entry (i. Also note that TurboCASH has generated ******** as a reference number in the Reference column for the balancing entries. To do this click on the F10:Setup icon and ensure that there is a tick next to “Consolidate Balancing”.185 .Posting the Receipts Batch These transactions can also be viewed in the traditional T-Account format on the Tools . OTHERWISE THIS ENTRY WILL NOT APPEAR ON YOUR BANK RECONCILIATION.e.Accounting Made Easy .

TUTORIAL .1- CAPTURING THE REST OF YOUR PAYMENTS Entering the Rest of your Payments  Capture the following cheques issued on 31 March 2006 in the Payments Journal:  To enter your Payments Transactions:  Click on the Batch Entry icon.00 750.  You have now captured all your cheques for the month and may proceed with posting.5F.00 After entering all your cheques.Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales Tax. no.MODULE F .Mercedes-Benz Waltons . If the “F7: Exclusive” button is displayed.3.RETAIL ENTITY (TRADING IN STOCK) F. the screen should reflect your transactions as follows: “F7: Inclusive” button .  Select the Payments Jnl and click on the Open button.3.Accounting Made Easy .00 100.Paper and pens Cash Petty Cash . 107 108 109 110 111 Date 31/03/2006 31/03/2006 31/03/2006 31/03/2006 31/03/2006 Description Rent . The Payments Journal screen will be displayed.00 150.5. (You may also press the F2 key).00 285. the amounts are entered as Exclusive if VAT/GST/Sales Tax and will be displayed in the normal or regular font.April Debbie Smith Petrol .Increase Float Account Rent Salary Fuel & Oil Stationery Petty Cash Tax Input VAT/GST/ Sales Tax No Tax No Tax Input VAT/GST/ Sales Tax No Tax Dr 570. 186 .TurboCASH . The Batch Type screen will be displayed.  Enter the following transactions (summary from the cheque counterfoils): Ref.

or press the F5 key on your keyboard.) be attached to this List of the transactions and that it be retained for record and audit purposes. This will make it easier to identify this specific Payments Journal at a later stage (e. and credit the total of all the cheques to the Bank Account.3. to generate a list of the transactions in the batch.Capital Goods and the Input VAT/GST/Sales Tax .[Payments Jnl] will change to Payments Jnl [Cheques032006]. and you are sure they are correct.Capital Goods and Input VAT/GST/Sales Tax . from the Process the batch options screen. The alias option allows you to identify a batch by a unique name.  Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax . Input VAT/GST/Sales Tax . You may select a batch type report for a specific Payments Journal from the Batch List lookup facility at a later stage.  Once you have completed entering these cheques. click on the F5:Balance icon. If you over type these it will definitely make it easier to trace and reconcile transactions. slips. etc.187 . or press the F8 key on your keyboard.111" in the description column. TurboCASH will post the entries to debit the individual General Ledger accounts. Cheques for March 2006).Standard Cheques 107 111" in the description column.2- Posting the Payments Batch To facilitate the easy correction of errors. When you click on the OK button of the Process the batch screen.g. the Change the Alias screen will reflect [Payments Jnl].  Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax .g. If you are working on a network version of TurboCASH you cannot reconcile unposted items created on the “client machines”. received from suppliers. payment requisitions and / or invoices.  Click on the F9:Process icon. It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant. etc.Capital Cheques 105 106" in the description column. or press the F9 key on your keyboard.Standard Rate and the Bank Account.Accounting Made Easy . TurboCASH will generate balancing entries to the Input VAT/GST/Sales Tax .  Do not over type the ******** as it will indicate that these are contra transactions. It is recommended that the source documents (e. and select the Change Alias option The title for the Batch Entry screen Payments Jnl .  The description given is "BALANCING ENTRY Payments Jnl". TurboCASH .  Click on the F6:Post icon.Posting the Payments Batch F.5. or press the F6 key on your keyboard.  Click on the F8:List icon. it is a good idea to reconcile your bank before posting your Payments and Receipts Journals. You will also be able to select the batch by alias or batch name if you need to reverse the posted batch. Change this description to Cheques032006 and press the Enter key.  Over type the description with "Payments Cheques 105 .Standard Rate accounts.

e.RETAIL ENTITY (TRADING IN STOCK) These transactions can also be viewed in the traditional T-Account format on the Tools .TurboCASH .TUTORIAL . The Payments Journal transactions in the traditional T-Accounts format are as follows:  Debit Transactions in the General Ledger:  Credit Transactions in the General Ledger: Debits = Credits The Debit transactions (i.Accounting Made Easy . TURN TO MODULE H TO DO THIS. payment transactions from the Bank Account). THE NEXT STEP IS TO RECONCILE YOUR BANK. 188 .MODULE F .T-Account Viewer menu option. if you want consolidated balancing entries do so by setting up your Payments batch with a tick next to “Consolidate Balances”.e. Assets + Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit transactions (i. Once again.

we assume that you have paid the following expenses from your petty cash:  To enter your Petty Cash Payment Transactions:  Click on the Batch Entry icon.  Select the Petty Cash Jnl and click on the Open button.  Tick.  Tick.  Tick.  Leave blank.PETTY CASH PAYMENTS F. The Petty Cash Journal screen will be displayed.  Tick. If you are VAT/GST/Sales Tax registered.3.6. The Batch Type screen will be displayed.  Click on the F10:Setup icon to set your batch up. setup your account exactly as shown.6F.720. to ensure accurate reporting.  Leave blank.  Leave blank.  Set up the Petty Cash Journal as follows: Contra Account: Contra Account per Line: Reverse Contra: No Tax: Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details: Amount Entry:  Click on the Lookup button and select the Petty Cash Account . The Options for this batch screen is displayed: When you balance the batch.3.  Tick on Credit.Accounting Made Easy .1- PETTY CASH PAYMENTS Entering your Petty Cash Payments For the purposes of this tutorial. TurboCASH .189 . (You may also press the F2 key). TurboCASH will create the debit entry to the selected contra account.

After capturing your first petty cash payment. Input VAT/GST/Sales Tax . since you do not need to select Debtor or Creditor Accounts when you enter transactions for petty cash payments.00 Capture your petty cash vouchers from your petty cash voucher book or from your requisitions.  Once set up. for this payment.  Select the General Ledger option for the Account code lookup type. click on the OK button. Ref. No. the Batch Entry screen for the Petty Cash Journal should reflect as follows: Reference: Date: Description: Account: Contra Account: Tax: Amount: “F7: Inclusive” button . the amounts are entered as Exclusive if VAT/GST/Sales Tax and will be displayed in the normal or regular font. Type 230 or Stationery to select the correct account.00 CR Ensure that the F7:Inclusive icon is reflecting "inclusive". 190 . PCV001 31/03/2006 Waltons Paper Type 720 or Petty Cash and select the correct Petty Cash account.RETAIL ENTITY (TRADING IN STOCK)  Once set up. This should be so as we set the batch to the inclusive mode.TUTORIAL .TurboCASH .Standard Goods 57. Use your petty cash voucher number as the reference number. If the “F7: Exclusive” button is displayed.MODULE F .Amounts in the bold font indicate that it is entered Inclusive of VAT/GST/Sales Tax.  You are now ready to capture your first petty cash voucher.00 10. click on the Advanced tab. PCV001 PCV002 Date 31/03/2006 31/03/2006 Description Paper from Waltons Fix a Puncture at ABC Service Station Account Stationery Maintenance Tax Input VAT/GST/ Sales Tax No Tax Amount 57.Accounting Made Easy .

 You are now ready to enter your next petty cash voucher no. TurboCASH .Entering your Petty Cash Payments When you enter a transaction and the cursor is in the -  Account field. we will post the batch.191 .Accounting Made Easy . the Petty Cash Journal will look as follows:  For the purposes of this tutorial.  Contra Account field. Reference: PCV002 Date: 31/03/2006 Description: ABC Service Centre . for this payment. This should at all times be the Petty Cash Account. you need to select the correct account to be debited with the petty cash payment.00 CR After capturing all your petty cash vouchers. PCV002. you need to select the correct contra account to be credited with the petty cash payment.Fix Puncture Account: Type 720 or Petty Cash and select the correct Petty Cash account. Contra Account: Type 210020 or Maintenance to select the correct account. Tax: No Tax Amount: 10.

If you have not selected the Consolidate Balancing option in the Options for this batch screen (Setup).Accounting Made Easy . slips. and select the Change Alias option The title for the Batch Entry screen Petty Cash .2- Posting the Petty Cash Batch  Once you have completed entering these petty cash vouchers. etc.[Petty Cash] will change to Petty Cash .Standard Rate and the Petty Cash Account.3.  Click on the F6:Post icon. It is recommended that the source documents (e. TurboCASH will post the entries to debit the individual General Ledger accounts. Input VAT/GST/Sales Tax .  Click on the F9:Process icon. Change this description to PettyCash032006 and press the Enter key.[PettyCash032006] to indicate that it is the Petty Cash transactions for March 2006. In this case.6. and you are sure that they are correct. etc. to generate a list of the transactions in the batch.  Over type the VAT/GST/Sales Tax description with "Input VAT/GST/Sales Tax-Petty Cash Payments March 2006" in the description column.) be attached to this List of the transactions and that it be retained for record and audit purposes.TurboCASH .  The description given is "BALANCING ENTRY Petty Cash". or press the F8 key on your keyboard. or press the F9 key on your keyboard. the Petty Cash Batch Entry screen will display the balancing entries as follows: 192 .TUTORIAL . and credits the individual entries of all the Petty Cash Vouchers to the Petty Cash Account.  Click on the F8:List icon. the Change the Alias screen will reflect [Petty Cash]. received from suppliers. or press the F5 key on your keyboard.  Do not over type the ******** as it will indicate that these are contra transactions. It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant. TurboCASH will generate balancing entries to the selected contra accounts and the Input VAT/GST/Sales Tax . or press the F6 key on your keyboard.Standard Rate accounts. from the Process the batch options screen. petty cash vouchers and / or invoices. click on the F5:Balance icon.  Over type the description with "Petty Cash Payments PCV001-PCV002" in the description column. TurboCASH will generate the contra account for each transaction entered in the batch. When you click on the OK button of the Process the batch screen.g.MODULE F . If you over type these it will definitely make it easier to trace and reconcile transactions.RETAIL ENTITY (TRADING IN STOCK) F.

00 50. where the Input VAT/GST/Sales Tax is credited instead of debited.00 57.Accounting Made Easy . the transactions would have posted incorrectly as follows: DR Stationery CR CR Petty Cash Account 57. Expenses + Tax (Input VAT/GST/Sales Tax)) is equal to the Credit transactions (i. TurboCASH . payment transactions from the Petty Cash Account).e.Posting the Petty Cash Batch If this batch were not setup with Contra Account per Line. These transactions can also be viewed in the traditional T-Account format on the Tools .00 This will have the correct posting to your VAT/GST/Sales Tax account.e. With the Contra Account per Line the transactions are posted correctly as follows: DR DR Stationery Input VAT/GST/Sales Tax CR Petty Cash Account 50. Always remember that VAT/GST/Sales Tax is taken from the Contra Account.00 7. where the Input VAT/GST/Sales Tax is debited to the Input VAT/GST/Sales Tax account.193 .00 Input VAT/GST/Sales Tax This will have an incorrect posting to your VAT/GST/Sales Tax account. The Petty Cash Journal transactions in the traditional T-Accounts format are as follows:  Debit Transactions in the General Ledger:  Credit Transactions in the General Ledger: Debits = Credits The Debit transactions (i.00 7.T-Account Viewer menu option.

This facility will save you lots of time. For the Reference we will use DEP0301 (You may use any reference number) . To indicate that you have selected a Repeating Batch or Journal.7. which occur on a periodic basis. You may enter the transactions once and. A few examples of these entries are:    For entry in the General Journal or alternative batch type.MODULE F . etc. 194 . You may identify those transactions in your business and enter them in this facility. The transactions lines are displayed in a pink shade as background.00 per month. F. copy them into the normal batch. 3. They may be weekly.RETAIL ENTITY (TRADING IN STOCK) F.in this case we used the prefix DEP to indicate Depreciation Journals and 0301 to indicate the first entry for depreciation for the month of March. You will need to make out the following entries for your depreciation on 31/03/2006: Furniture and Equipment: 50.TurboCASH .3. The Batch Type screen will be displayed.Accounting Made Easy .3. As the reference and the date will be the same and No Tax is applicable for each of these three entries. Motor Vehicles: Mercedes-Benz 75. when due.00 per month. monthly. Motor Vehicles: Delivery Van 25. delete or add an entry.7- REPEATING TRANSACTIONS TurboCASH has a Repeating Transactions facility available to enable you to enter transactions. quarterly or annually.Repeating Transactions menu option. note the following: 1.TUTORIAL . Debit orders from third parties For entry in the Payments Journal For entry in the Receipts Journal  For this tutorial assume that you will write-off some depreciation on your fixed assets.1- Entering Repeating Transactions  To enter Repeating Transactions:  Click on the Edit . 2.00 per month. only the details you need to capture in the account and amount fields are listed. No alias for the batch will be displayed in the screen heading (title bar).  Select the General Jnl batch type and click on the Open button. edit (if amounts have changed). ***Repeating Transactions*** is displayed after the name of the batch type.     Depreciation of fixed assets Payroll Journals or integration Debit orders to third parties.

 Tick. we have selected to hide the Tax column in the Advanced Setup Options.  Leave blank.  Tick. click on the Advanced tab.  Leave blank.  Tick. The Tax column will not be displayed. to the depreciation transactions in this tutorial. Since No Tax (VAT/GST/Sales Tax) is applicable.  Once setup.  Leave blank.  Once setup.  Tick on Credit.. TurboCASH .Entering Repeating Transactions  Click on the F10:Setup icon to set your batch up.205.  Tick. click on the OK button.195 . The Options for this batch screen is displayed:  Set up the Repeating Transactions General Journal for depreciation transactions as follows: Contra Account: Contra Account per Line: No Tax: Reverse Contra: Increment Reference Number: Inclusive mode: Consolidate Balancing: Repeat Details: Amount Entry:  Click on the Lookup button and select the Depreciation Account .Accounting Made Easy .  Select the General Ledger option for the Account code lookup type. since you do not need to select Debtor or Creditor Accounts when you enter transactions for depreciation.

196 .00 CR DEP0302 31/03/2006 Depreciation-Motor Vehicles-Merc 610/020 Motor Vehicles .  Press the Esc key to exit this repeating batch.00 CR The Repeating Transactions for General Journal screen should now reflect as follows:  Click on the F5:Balance icon.MODULE F . 600/020 Furniture and Fittings .TUTORIAL . or press the F5 key on your keyboard.TurboCASH .RETAIL ENTITY (TRADING IN STOCK)  You are now ready to capture your first repeating entry transaction. Reference: DEP0303 Date: 31/03/2006 Description: Depreciation-Motor Vehicles-Delivery van Account: 610/020 Motor Vehicles . TurboCASH will generate a balancing entry to the Depreciation Contra Account.  The description for the balancing entry is given as "BALANCING ENTRY General Jnl". If you over type these it will definitely make it easier to trace and reconcile transactions. 50.00 CR  Once finished.Accumulated Depreciation 75.  Over type the description with "Depreciation Fixed Assets" in the description column.Accounting Made Easy .Accumulated Depreciation Amount: 25.Accumulated Depreciation. Reference: Date: Description: Account: Amount: Reference: Date: Description: Account: Amount: DEP0301 31/03/2006 Depreciation-Furniture and Fittings. capture your third transaction.  Once finished. capture your second entry. It is a good idea to over type this description as it is not very meaningful to an outside auditor or accountant.  Do not over type the ******** as it will indicate that these are contra transactions.

If the batch is not balanced or in balance. The General Journal screen will be displayed. March 2006) in which to repeat or copy the transactions. Change this description to Depreciation032006 and press the Enter key. i.2- Updating Repeating Transactions  To Post or Update the Repeating Transactions Batch:  Click on the Batch Entry icon.  In our example we leave the description blank.3. The screen in our example should reflect as follows: The correct period and the description you have entered when you copied this batch will be reflected in the date and Description fields. the reference numbers will not be incremented. When you click on the OK button of the Process the batch screen. TurboCASH will display the following screen on the Batch Entry screen: If you enter a reference number into the New Reference number field.  Select the Repeating Transactions option and click on the OK button. will apply to all repeating transactions which will be imported or generated into the batch (journal). All the transactions you have entered in the repeating Batch Entry for the General Journal will be copied into the normal batch.  Select the General Jnl and click on the Open button. and select the Change Alias option from the Process the batch options screen.Accounting Made Easy . Always check that the amounts are the same before posting this batch. but it is recommended that you edit your repeating transactions in the Edit . The reference number entered. you need to click on the F5:Balance icon to balance the batch.  Click on the F9:Process icon. the Change the Alias screen will reflect [General Jnl].197 .Updating Repeating Transactions F. You may enter your own.  Click on the F9:Process icon and the Process the batch screen will be displayed.  Click on the OK button.e. (You may also press the F2 key). The Batch Type screen will be displayed. or press the F9 key on your keyboard.  Select the period (month.7. You may do it on this screen. For instance if you have sold your Mercedes-Benz.  Select This Year in the Year field. you may need to delete the entry for the next months. for the purposes of this tutorial. if necessary. TurboCASH .  Leave the New Reference field blank.Repeating Transactions menu option to avoid having to change the same issues every time you wish to update a repeating batch. Note that there will be no alias displayed on the screen title bar as this is a normal batch. If you have purchased new assets you may change the amount or add a new entry.

[General Jnl] will change to General Jnl [Depreciation032006]. for Furniture & Fittings and Motor Vehicles)). working papers.T-Account Viewer menu option.TUTORIAL .g. Depreciation Expense Account) are equal to the Credit transactions (i. The alias option allows you to identify a batch by a unique name. These transactions can also be viewed in the traditional T-Account format on the Tools . It is recommended that the source documents (e. calculation of depreciation. You may select a batch type report for the Depreciation General Journal from the Batch List lookup facility at a later stage.  Click on the F6:Post icon. to generate a list of the transactions in the batch.  Click on the F8:List icon.g.) be attached to this List of the transactions and that it be retained for record and audit purposes.RETAIL ENTITY (TRADING IN STOCK) The title for the Batch Entry screen General Jnl . 198 . The General Journal for Depreciation transactions in the traditional T-Accounts format is as follows:  Debit Transactions in the General Ledger:  Credit Transactions in the General Ledger: Debits = Credits The Debit transactions (i.e.Accounting Made Easy . or press the F8 key on your keyboard. TurboCASH will update and post the transactions to the ledger accounts.MODULE F . You will also be able to select the batch by alias or batch name if you need to reverse the posted batch.e. Accumulated Depreciation Account for each Fixed Asset (e.TurboCASH . or press the F6 key on your keyboard. etc.

Accounting Made Easy . which is used to display the net value of the Fixed Assets (Cost Price less Accumulated Depreciation).Updating Repeating Transactions The Accumulated Depreciation Account is a contra Fixed Asset Account. TurboCASH . This should be reported in the Balance Sheet as follows: This should be reported in the Trial Balance as follows: Since you have updated your batches. you may generate any of the reports to view what your profits and losses are and any detailed transactions.199 . and evaluate your business on any of these reports. etc.

 To generate a Trial Balance:  Click on the Reports . If you tick this option.MODULE F . Thereafter. Leave blank. as we will see only the balances of the accounts we have entered the opening balances.  Click on the Lookup button to launch the lookup facility screen listing your available accounting Periods.General Ledger . Last Year Only: Unposted Batches:  Click on the OK button. as we have entered them in the previous financial year in this tutorial. TurboCASH will ask you to confirm.  Select the following options: Send Report To:  Select Screen. From:  Click on the Lookup button to launch the lookup facility screen listing your available accounting Periods. 31/03/2006. If this option is not ticked. 200 . Some other reports such as debtor age analysis and debtors statements are detailed.1- Trial Balance Your transactions for the month are now complete and you can obtain a trial balance through TurboCASH.e.e. Do not tick this option.  Tick this option to view the balances of your sub-accounts. If you have clicked on the No button. 01/03/2006. only Last Year balances will be displayed. (You may also press the Ctrl and T keys).4- IMPORTANT REPORTS How to display the trial balance.Accounting Made Easy . It is a good idea to look through each report. If you select the Unposted Batches option.  Click on the Yes button.TUTORIAL . all accounts listed in your chart of accounts will be displayed and balances will only be displayed for those accounts with transactions. If this option is ticked. you will not be able to view any opening balances. making sure that you understand it. income and expenses report. F. Include Zero Balances:    Do not tick this option.TurboCASH . a tick field will be activated on which you may select to view only the amounts entered in unposted batches.Trial Balance menu option.4. To:  Select the start date from which you wish to include the balances i. all the reports for this tutorial are printed. The Trial Balance Options screen is displayed: You may select to include the amounts of unposted batches in the trial balance. whether you would like to include opening balances. no sub-accounts will be displayed and a summary of the net values for the main account will be displayed. and a balance sheet are discussed in detail. Show Sub-accounts:  Select the end date until which you wish to include the balances i.RETAIL ENTITY (TRADING IN STOCK) F.

or on again. You may select to view the details of the unposted batches. in the No Warning Unposted Special Settings on the Setup . TurboCASH . you need to select the end date (in the "date to" field) as 28/02/2007.Data Parameters menu option.Accounting Made Easy .Trial Balance If you wish to view last year's figures as comparative figures. When clicking on the OK button for any report. TurboCASH will check for unposted items and display the number of unposted Batches. You may select to turn this feature off. The Trial Balance for the selected period is displayed:  Your profit should be 1140. since the opening balances were entered on 28/02/2006. This is an important facility as these transactions will not be included in your reports.00  Press the Esc key to return to the main menu or click on the Close button in the Trial Balance.Preferences .201 .

MODULE F . TurboCASH will ask you to confirm whether you wish to include opening balances.  To generate an Income Statement:  Click on the Reports . (You may also press the Ctrl and I keys).TUTORIAL . Show Sub-accounts: From: To: Show Decimal: Include Zero Balances: Show Last Year: Show Budget: Show Variance:  Leave blank.RETAIL ENTITY (TRADING IN STOCK) F. The Income Statement Options screen is displayed:  Select the following options: Send Report To:  Select Screen. Sequence:  Select Account Group 1.Accounting Made Easy .  Click on the OK button.TurboCASH . which were created with a tick in the Income / Expenses field when you have created the in the Edit . Leave blank.Income Statement menu option.  Click on the Yes button. Leave blank.General Ledger menu option on the General Ledger Accounts option.Accounts .     Leave blank. 202 .  Tick.General Ledger .  Select the end date 31/03/2006.2- Income Statement The Income and Expenses report will reflect all your Accounts.  Select the start date 01/03/2006.4. Leave blank.

TurboCASH .  Once again.203 . You will note that cheques entered for the Furniture and Fittings and the Petty Cash Advance are not included in this Statement. as they are balance sheet accounts. you may select the option on the Setup .System Parameters Financial Categories menu option to display the Income Statement in this format.Accounting Made Easy .00. we can see our net profit reflected as 1140.Income Statement The Income and Expense report is displayed: Should you wish to list the Expenses before Income on the Income Statement.

  Leave blank.4.TurboCASH .RETAIL ENTITY (TRADING IN STOCK) F.  To generate a Balance Sheet:  Click on the Reports .System Parameters .TUTORIAL . Show Decimal:  Tick. Assets. Liabilities. Show Sub-accounts: Include Zero Balances:  Click on the OK button. you need to link your Reporting Groups (Account Groups) in the Setup . TurboCASH will ask you to confirm whether you wish to include opening balances.  Click on the Yes button.Balance Sheet menu option. Leave blank. The Balance Sheet Options screen is displayed:  Select the following options: Send Report To:  Select Screen.Accounting Made Easy .Financial Categories menu option to the Financial Categories (Capital. To:  Select the end date 31/03/2006. From:  Select the start date 01/03/2006. Income and Expenses).General Ledger . 204 .MODULE F . (You may also press the Ctrl and B keys).3- Balance Sheet Before you can generate a Balance Sheet. Sequence:  Select Account Group 1.

This Balance Sheet displays your Total Assets and Total Liabilities. you may select the option on the Setup .System Parameters Financial Categories menu option to display the Balance Sheet in this format. TurboCASH .Balance Sheet The Balance Sheet is displayed: Should you wish to list the Liabilities before Capital on the Balance Sheet.Accounting Made Easy . In other words what the business owns and what it owes to other parties such as owners.205 .00. Creditors and the Revenue Authorities for VAT/GST/Sales Tax.  Once again. we can see our net profit reflected as 1140.

The Debtor Age Analysis Options screen is displayed: Reporting Group is only applicable if Debtor Reporting Groups 1 and / or 2 are created in the Setup .System Parameters .TurboCASH .  Click on the OK button.  Tick. The month(s ) to dates will automatically be calculated according to the period increment specified (e. Leave blank.RETAIL ENTITY (TRADING IN STOCK) F. This should be equal to the debtors' control account in the trial balance.Debtor .MODULE F . Leave blank.TUTORIAL .  Mr Davies should owe 2650.00.00 and Mr Smith 4700.4.4- Debtors Age Analysis To see who your debtors are and how much and for how long they owe you. 1 as for the purposes of this tutorial).  Tick. This will tell you the amount each debtor owes and for what period i.  Select the following options: Send Report To:  Select Screen.Age Analysis menu option. Show Account Detail: Sort by Name: Show Transactions: Ignore Zero Balances: Use Open Item: Show all debtors From Account: To: Minimum Amount: Reporting Group: Date of Ageing:      Leave blank. whether for over 30 days. Leave blank.Groups menu option and if these groups are linked to the Debtor Accounts in the Edit .Accounts Debtors (Accounting Information) screen.Accounting Made Easy .e. 60 days or 90 days. Report total = 7350.g. 206 . you need a debtors age analysis.  To generate a Debtors Age Analysis report:  Click on the Reports .  Select 0DAVIE  Select 0SMITH Leave blank  Select None  Select 31/03/2006.00.

5- Debtors Statements At the end of every month you would want to send out statements to all your debtors to remind them of what they owe you.4.Statements menu option. The Debtor Statements will be displayed.Debtors Statements F.Accounting Made Easy .  To generate Debtors Statements:  Click on the Reports . Leave blank.207 . Leave blank. 1 as for the purposes of this tutorial). The month(s ) to dates will automatically be calculated according to the period increment specified (e.  Tick.  Select 31/03/2006. From Account:  Select 0DAVIE To:  Select 0SMITH Show Contact Person: Use Open Item: Sort by Name: Show Tax Transactions: Minimum Amount: Date of Statements:     Leave blank.  Click on the OK button. Leave blank. TurboCASH . The Debtor Statements options screen is displayed:  Select the following options: Send Report To:  Select Screen.Debtor .g.

The configuration of Internet and fax facilities is not covered here. you would only print statements for debtors owing you more than 100. if you typed 100 in that field. The following menu options for available reports are also available to manage your creditor accounts: 208 . or to send it via e-mail.TUTORIAL . If your debtors are Open Item debtors.TurboCASH .6- Other Debtors / Creditors Reports In addition to the Debtors Age Analysis report and Debtors Statements.4. Please call us for further assistance in this regard. F.Accounting Made Easy .g. Open Item should be ticked. You could use the minimum amount field to only print statements for debtors owing you over a certain amount e. You may also print the details of all your transactions for all or a selection of your debtor accounts.MODULE F .RETAIL ENTITY (TRADING IN STOCK) You may select to fax the statement. you may also print list the details and print labels of all or a selection of your debtor accounts.00. You may select to print your statements on to A4 paper (blank or Pink Software’s Pre-printed laser paper) or Pink Software’s Pre-printed self -carbonated continuous paper.

From Reporting Date:  Select 01/03/2006. Which Year:  Select This Year.Batch Type Details Report F.Batch Type menu option. This report will display the detail of all the transactions entered in the batches for a specific selected period.Batch Type menu option. etc. The Batch Type Report Options screen is displayed:  Select the following options: Send Report To:  Select Screen. Purchase Journal. Each Period Separately: Each Batch Separately: Show Balancing Entries: Show Contra:   Leave blank.4.  Tick. Receipts Journal. To:  Select 31/03/2006.Accounting Made Easy . Payments Journal.7- Batch Type Details Report TurboCASH also allows you to generate Batch Type Details Report for all your batch types or a specific batch type (Sales Journal. TurboCASH .  To generate a Batch Type Details report:  Click on the Reports .209 . Use Periods:  Tick. Batch Type:  Select Payments Journal.  Click on the OK button. Leave blank.) which you have created in the Setup .  Tick.

Accounting Made Easy .General Ledger menu option to manage your business activities. sales and purchases.4.8- General Ledger Reports There are also a host of General Ledger reports available on the Reports . You may generate these reports to see how the transactions in this tutorial will be displayed in the reports.  Generate some of these reports and to see how the transactions are displayed in the Set of Books. 210 .9.TUTORIAL .9Reports to Manage and Analise Stock. analise and control your stock items.RETAIL ENTITY (TRADING IN STOCK) The Batch Type Details Report is displayed: F.4. F.MODULE F .1- Stock Item Reports You may generate 6 reports on the Reports .4.TurboCASH . Sales and Purchases A range of reports are available on the Reports menu to manage.Stock menu to manage and analyse your stock items. F. performance and transactions.

4.9.9. groups. etc.Sales Analysis menu to analyse the sales by customer (debtor).Purchase Analysis menu to analyse the purchases by supplier (creditor) or products (stock items).4.Accounting Made Easy .3- Purchase Analysis Reports You may generate 2 reports on the Reports . salesperson. TurboCASH . F.2- Sales Analysis Reports You may generate 10 sales analysis reports on the Reports .211 .Sales Analysis Reports F. stock items.

MODULE G .COMBINING STOCK AND NON-STOCK SALES .

............................... 215 ....3.......2...SETTING UP A STOCK ITEM FOR SERVICES......................1.......................................................................................................COMBINING STOCK AND NON-STOCK SALES........................................................ 212 G.....................PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS........ 214 G... 214 G..........................COMBINING STOCK AND NON-STOCK SALES.IN THIS MODULE MODULE G ...

etc.2- SETTING UP A STOCK ITEM FOR SERVICES  To set up a Stock Item for Services:  Click on the Edit . G. lipstick.1- COMBINING STOCK AND NON-STOCK SALES If you have an industry that controls stock as well as non-stock items.Accounting Made Easy .Stock Items menu option. Electricians.). are Plumbers. you must know how to create invoices and understand what TurboCASH does when an invoice is updated to the ledger. etc) as well as stock items (nail polish.g. The beauty salon will sell services (facials. This chapter requires that Chapter F have been completed. services).TurboCASH . or selling price. Hairdressers. Consider a beauty salon. In order to create an invoice you must have stock items. It would therefore be advantageous to invoice out both the stock items and the services at the same time and on the same invoice. manicures. The changes for controlling stock must have been made to the system. The service stock item will then be used in the invoice to detail the service provided. you can still invoice out of the TurboCASH system. The Stock Item screen is displayed: 214 . etc.MODULE G . Examples of other industries. We will therefore create a service stock item without any description. which sell stock line items as well as non-stock items (e. cost.COMBINING STOCK AND NON-STOCK SALES G. hair spray.

00 VAT/GST/Sales Tax 210.  Click on the OK button to save your changes.3PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS  Now create an invoice for the following sales of goods and services. Bar Code: Description: Extra Description: Type:            Leave blank. Stock Control and latest Cost fields. sales. Option disabled. Re-order Level: Unit Size: Selling Price 1/2/3: Input Tax Account: Output Tax Account: Stock Group 1 / 2: Sales Account: Cost of Sales Account: Stock Control Account: Latest Cost: Apply Invoice Discount:  Select Hours. So that. As this is not a physical stock item. cost of sales and stock accounts. Leave blank. Option disabled. Option disabled.Invoices . Cost of Sales. TurboCASH . (You may also press the F6 key or click on the Invoices icon).00 1 Drill Press 1000.  Click on the Yes button. or enter any code for your service stock item. TurboCASH automatically updates your debtor.215 . This will disable the Re-Order Level.Sales Account.  Default is the standard Stock Item Type. The Averager Cost.Accounting Made Easy .  Select 010 . Select the Sales (No Stock ) option. when you create an invoice using this stock item. Leave blank. Output VAT/GST/Sales Tax.  Press the Esc key twice to exit or close the Stock Item lookup facility and the Stock Item screen. Total Cost and Quantitiy on hand fields or options will also not be applicable. If you did not select the It is very important to leave the cost price blank. Option disabled.Enter menu option. 03/04/2006 Invoice IN000005 To: Mr Davies Repairs to bathroom ceiling 500.Documents . Leave blank. G. Leave blank.. Option disabled.SETTING UP A STOCK ITEM FOR SERVICES  Enter and / or select the following information: Option Stock Code: Description  0.  Select the Output VAT/GST/Sales Tax. Leave blank. The Document Entry screen will be displayed.00  To create an Invoice:  Click on the Input . TurboCASH will ask you if you wish to create this stock item.00 Total 1710. you do not want the cost of sales and stock accounts to be updated with a value. Input Tax.

. Mike Davies.  Press the F3 key to update the invoice to the ledger.Mr.  Date . Repairs to ceiling Hours.MODULE G .  Select the Debtor . Delivery Address and Message fields). 216 .  On the next line capture the sale of 1 drill.  Click on the Close button of the Document Entry screen to exit or close the documents facility. Click on the New button. The Invoice screen will be displayed for Mr.: Disc%: Amount incl.: 0.Select 03/04/2006. Once finished viewing the Invoice.Accounting Made Easy . The Debtor Accounts screen will be displayed.  Your Reference . When updating the invoice to the ledger. click on the Close button of the Report Viewer screen. the Cost of Sales and stock accounts will be updated with a zero cost for that item. Mike Davies and click on the OK button.Enter TS203  Salesperson . This is correct.COMBINING STOCK AND NON-STOCK SALES  Check that Invoices are displayed as the document type. TurboCASH will update the following accounts: DR Debtor (total amount of invoice) CR Sales (total amount less VAT/GST/Sales Tax) CR VAT/GST/Sales Tax (VAT/GST/Sales Tax amount) DR Cost of Sales (average cost price of items sold) CR Stock (average cost price of items sold) As the cost price of the service stock item is zero.00 If you would like to include a longer description than the description field allows you can press the F9 key for a comment and type in a comment on that line. TurboCASH will ask you if you wish to print the invoice now. if not already selected.TurboCASH .00 Leave blank.  Click on the OK button.  First capture the sale of the service using the service stock item: Item no: Description: Unit: Qty order: Qty ship: Tax: Unit excl.Select Russell.  Click on the Yes button to print the invoice. 570. 1 1 Output VAT/GST/Sales Tax 500.  Press the Enter key until you get to the invoice details screen (skip the Address.

e. Any quantities and cost prices will automatically be updated for all stock items on the invoices.Accounting Made Easy . individual Debtor Accounts) is equal to the Credit transactions in the General Ledger (i. in the traditional TAccounts format are as follows:  Cost of Sales Account:  Stock Control Account: Debits = Credits The Debit transactions in the Cost of Sales account are equal to the Credit transactions in the Stock Control Account (i. If this is the case. Sales and Output VAT/GST/Sales Tax Accounts).PROCESSING INVOICES FOR SERVICE ITEMS AND STOCK ITEMS These transactions can also be viewed in the traditional T-Account format on the Tools .217 . Only the Cost of Sales transaction for the cost price of the Drill Press in the Cost of Sales Journal is automatically generated when the Invoice were posted or updated in the Ledger. in the traditional T-Accounts format are as follows:  Debtor Accounts in the Debtor’s Ledger:  Accounts in the General Ledger: Debits = Credits The Debit transactions in the Debtor’s Ledger (i. it is best to tick "Create Cost of Sales" in the Stock Information Screen.e. The Sales Journal transactions for both the stock item (Drill Press) as well as the services is automatically generated when Invoices are posted or updated in the Ledger. A service stock item can also be used in a purely service-orientated industry for printing out invoices.T-Account Viewer menu option. TurboCASH .e. Stock Ledger).

MODULE H - BANK RECONCILIATION .

..................INTRODUCTION TO THE BANK RECONCILIATION.......2...... 220 220 220 221 222 223 .......1................................ H..................... 218 H................Hints when doing the Bank Reconciliation:.......4..........................BANK CHARGES...2....CHECKING YOUR BANK RECONCILIATION............................................... H..........................................................BANK RECONCILIATION................................2............ H....1........................................................Reconciling your Cashbook with Bank Statements................. H...............................................................................................3....................................................2...................... H........................................BANK RECONCILIATION IN TurboCASH............IN THIS MODULE MODULE H ...............................................................................

1- INTRODUCTION TO THE BANK RECONCILIATION TurboCASH allows you to match your Cash-book with your bank statement. 220 . This bank reconciliation helps you to identify these transactions and enter them into your general ledger.2.2H.TurboCASH . in fact.  It checks to see that these transactions which went through the bank are the same as those going through your TurboCASH program.Accounting Made Easy . unless you are working on a “Client Machine” in a network environment. correct. Do not simply carry on doing the reconciliation. thus giving you a reconciled bank balance. which went through your bank. go back to your Cash-book and try to correct it immediately. TurboCASH allows you to do your bank reconciliation even if all your batches have not been posted. which would be the actual amount you would have in the bank.  It will list all your outstanding cheques and receipts. The same applies for debit orders and electronic payments as well as moneys paid directly into your bank account by your customers or other parties. are the same as the transactions.1     BANK RECONCILIATION IN TurboCASH Hints when doing the Bank Reconciliation: Check that you have all the pages and that they run sequentially. You will always find that the bank costs and interest paid/received does not appear in your Cash-book. Use a ruler to make it easier to do the reconciliation line by line and "tick" every reconciled item on your statement. If you find an error. For the purposes of this tutorial.this will be your closing date (include items until) and bank balance. The bank reconciliation is carried out for a number of reasons. You may post or update your batches after your reconciliation is completed. you have received the following bank statement: H. had all your transactions gone through the bank.BANK RECONCILIATION H.MODULE H . which you have entered into TurboCASH.  It checks to see whether you or the bank is. such as:  It checks to see that the transactions. Start at the beginning of the bank statement and not in the middle. Use the last day of the month and amount as per the bank statement .

e. Before beginning your bank reconciliation you may set up the following functions:   SEARCH: Click on the Search button and a window will appear at the bottom of the Reconcile Bank Account screen.  Select the Cashbook you wish to reconcile. Include Items Until: Bank Balance:  Select 31/03/2006. Reference or Amount. Reference D5001 . This allows you to search for an entry by Date. You will notice that if anyone of the two entries with the same reference number are selected. The Reconcile Bank Account screen will be displayed. i.  Click on the OK button and the Reconcile Bank screen displaying the name of your current account will be displayed listing all your transactions in this Cashbook for the selected period i.Reconcile Bank menu option.2.2- Reconciling your Cashbook with Bank Statements If you have entered any repeating transactions for your payments and receipts batches.type the reference number in the Search by reference column and press the Enter key. TurboCASH .221 .Reconciling your Cashbook with Bank Statements H.g. Current Bank Account. CONSOLIDATE: If you click on this option TurboCASH will consolidate all items with the same reference number and give you a total (e.00 (closing balance of your bank statement). 01 to 31 March. You may update the normal batch once you completed the bank reconciliation. 3000. unless you work on a “Client Machine” in a network environment.00 for the entries appears below the list of unreconciled items in the field “Total Posted Receipt Item”). they appear highlighted in a different colour and the total i.e.e.Accounting Made Easy .  To do a Bank Reconciliation:  Click on the Reconciliation or click on the Input . copy them to a normal batch to a normal batch.  Enter 8 951. as they will not be reflected in the above list of Cashbook transactions if they are not at this stage updated or posted to the ledger.  Press the Enter key. These entries represent your unreconciled items.

All reconciled items will disappear from the list and you will be left with a list of unreconciled items. debit orders. make sure that you have clicked on the Apply Reconciled option on the Process button to save the “ticks” and reconcile the ticked items. The Payments Journal screen will be displayed. etc. VAT/GST/Sales Tax may be applicable to some charges on your bank statement. H.)  Click on the Batch Entry icon. Press the Esc key to exit the reconciliation.click on the arrow on the Process button and select the Apply Reconciled option. (You may also press the F2 key).00 DR Amount: In practice. 222 . TurboCASH will "tick" each reconciled transaction in your Cashbook. 45. it is easier to enter any bank charges. press the Enter key. Reference: Amount: 106 342.The amount (5 000) and entry will be highlighted in a different colour. you can reconcile by amount.  You are now ready for the next line on your bank statement.MODULE H .Accounting Made Easy . Any bank charges that have to be paid must be entered into your "Payments Journal". Before exiting the batch.3- BANK CHARGES You would only know what your bank charges are when you actually receive your bank statement from the bank.  Select the Payments Jnl and click on the Open button. If it may overlap with your cheque or deposit numbers you may wish to precede the number with “BS” for bank statement. interest. You now need to go back to your Payments Journal and enter your bank charges. Ensure that you mark your bank statement accordingly.  Balance the batch. If your TurboCASH corresponds with your bank statement. If you can't remember the reference number. and only interest received must be entered into your "Receipts Journal". Just click to the amount field and enter the amount. Continue until you get to the bank charges. if you are registered as a VAT/GST/Sales Tax vendor.  Enter the following transaction: Reference: Date: Account: Tax: BS9000 31/03/2006 Bank Charges Select No Tax for the purposes of this tutorial. The Batch Type screen will be displayed.TurboCASH . so as not to overwrite your cheque numbers or deposit reference numbers. into your Payments or Receipts Journals before starting the reconciliation.00  Press the Enter key to tick.BANK RECONCILIATION  To Reconcile Items (let us use our tutorial):  Type in the reference: D5000 (as per your reference in the Cashbook) and press the Enter key .  Once you are happy that you have “ticked” all possible entries . It is always a good idea to use a reference number such as "9000" onwards. Remember to over type the description “BALANCING ENTRY Payments Jnl” with Bank Charges Bank Statement 5. (NB. You will notice that a tick appears next to the entry.

00 as the Bank Balance.  Click on the OK button.  Select the Cashbook you wish to reconcile.4- CHECKING YOUR BANK RECONCILIATION  To generate a Bank Reconciliation report:  Click on the Reports . Once you have completed your bank reconciliation. thus giving a reconciled balance. TurboCASH . Search for the error and correct it. in fact.  Press the Esc key to exit the batch or journal.Reconciliation menu option. you must check that your Cashbook is.  Go back to your bank reconciliation and reconcile your bank charges. The Cashbook reconciliation report is displayed: TurboCASH will subtract any unreconciled payments and add any unreconciled receipts from the bank balance according to the bank statement. there is an error.223 .  Enter 8 951. H. If there is a difference between the reconciled balance and the balance according to TurboCASH. The Difference in the bottom righthand corner of the Reconcile Bank Account screen should now reflect a nil balance.Accounting Made Easy . in balance. in the “Payments” or the “Receipts” Journals.  Select the Date as 31/03/2006 to include items until.BANK CHARGES  Post the batch.

If everything else fails you may sometimes have to look at your Cash-book and link up the source documents to check if you have entered all your transactions correctly.g. to Bank Statement 5 for example. as 64.they should have been detected when your bank reconciliation was done. If the description “BALANCING ENTRIES Payments Jnl". it will be easy to find the applicable statement if needed.  Incorrect date entered ("Include Items Until" field) Reconcile Bank Account report options screen (Reports . it will be difficult to trace any errors. 224 .MODULE H .00 and entered it as 46. You may need to generate a Cash-book report from the Reports . has been changed.  Errors in posting . You could also have posted an amount incorrectly e.Reconcile Bank menu option) or on the Reconcile Bank Account report options screen (Reports .Accounting Made Easy .TurboCASH .Reconciliation menu option).General Ledger .00.BANK RECONCILIATION Here are only a few examples that can possibly cause a difference:  Your closing bank balance is incorrectly entered on the Reconcile Bank Account screen (Input .Transactions menu option to trace some errors.Reconciliation menu option). If the descriptions “BALANCING ENTRIES Receipts Jnl” and “BALANCING ENTRIES Payments Jnl” were not changed to a meaningful description such as Deposit Slips D5000 to D5001 and Payments Cheques 105 to 111.

BUDGETING .MODULE I .

................................ 229 .ENTERING THE BUDGET FIGURES...............................................................................2..3......................................................................1.............225 I......... 227 I............GENERATING A BUDGET REPORT...............................................................IN THIS MODULE MODULE I ..............................................................................................................BUDGETING. 228 I......................................................................BUDGETING................

00 300.00 12000.00 550.00 100.00 10. TurboCASH .1- BUDGETING The budget facility is used to enter and edit budget figures in TurboCASH. you do not need to enter the cost of sales figures.00 6 600. we need to enter the following budget: Account Allocation 010 100 200 205 210/010 210/020 220 225 230 Sales Cost of Sales Bank Charges Depreciation Fuel & Oil Maintenance Rent Salaries Stationery NET PROFIT Description Annual 30 000.227 .00 25.00 150. which can be compared with actual income and expenses.00 1000.Accounting Made Easy .00 The net profit need not be entered into the computer as it has already been worked out automatically.00 Monthly 2 500. Budget figures can be flexible so as to take into account seasonal trends in business. for instance what income you expect to generate (sales forecasts and income from other sources) and a plan for your expenses you need to incur to achieve that income.BUDGETING I.00 120.00 500. Budgets are a guide as to what you want to achieve.00 75.00 1 200.00 1080. If you have completed the tutorial for Service Entities (MODULE E).00 6 000.00 900.00 1 800.00 90. For the purposes of this tutorial.

BUDGETING I.  When you are finished entering all your budget figures. The amount will automatically be divided this amount into 12 months in the debit or credit fields. so that as you are flexing the monthly budget. The lookup facility screen listing all your available Accounts as well as the Budget Accounts screen on which you will be entering. You may at any time preview your entries for a specific account by clicking on the Preview button. The system will keep a running total for you.  Click on the OK button to save the Budget figure. The lookup facility will close and the Sales account number will be displayed in the account field.MODULE I .  Continue on your own using the budget on the previous page until you have completed entering your budget figures. you can see the effect on the annual amount.Budgets menu option. press the Esc key or click on the Cancel button.Accounting Made Easy .  Enter the Annual amount of –30 000. The specific account will be viewed on the Budget Performance report. Each month can be overwritten so that the budget can be flexed month by month to accommodate seasonal trends and spending patterns of your business. The lookup facility screen will be displayed and you are ready to enter your next figure.TurboCASH .00 and press the Enter key. For a debit amount just insert the annual amount without the “–“. Opening Balances are for Balance Sheet items with a carried forward balance from the previous year. 228 .  Select the first account Sales and press the Enter key. The “–“ will depict a credit. or editing your budget figures will be displayed.2- ENTERING THE BUDGET FIGURES  To enter your Budget figures:  Click on the Edit . depending on whether a “–“ or Credit sign have been entered in the Amount field.

3- GENERATING A BUDGET REPORT Budget figures are displayed as comparative figures on the Trial Balance.GENERATING A BUDGET REPORT I.  Select the following options: Send Report To:  Select either Screen or Printer (you decide). variances need to be analysed and proactive steps taken to address them.General Ledger . you may look at the spending pattern or maybe curb some spending. Income Statement and User Reports (if User Reports were set up to display budget figures). did you make your targets? If your expenses are more than your budgeted figures. Show Sub-accounts:  Tick. you may also generate a Budget Performance report.e. To Account:  Press your End key (End of your Chart of Accounts). I.Budget Performance menu option.229 . In addition to this. TurboCASH . From Account:  Press your Home key (beginning of your Chart of Accounts).  Click on the OK button to generate the report. This report is a valuable tool to check expected income against actual sales. The factors are unique to each business.  To generate a Budget Performance report:  Click on the Reports . Include Zero Balances:  Leave blank.Accounting Made Easy . The Budget Performance Report options screen will be displayed. From:  Select the Start Date. This report shows the actual figures you achieved versus the budget figures you aimed to achieve. To:  Select the End Date.

MODULE J .REPORTS .

.......................2................................3..........................................................................INTRODUCTION TO USER REPORTS...HOW TO WRITE AN INCOME / EXPENSE REPORT..................... 234 J..................4................3.GENERATING REPORTS..........................SUMMARY OF STANDARD REPORTS ....................................REPORT WRITER..........Send to Screen........................................................ 233 J....................................................... 235 J...............................Send to E-mail.............................................................3.....................3.2...............2..... 234 J..... 233 J..............................4..............................................................................................4..........................................4......................................................... 233 J.....................3.........................................................................................................3...............................2.............5.................................................... 232 J...................................4................................................................................. 236 J....................Send to Fax..Setting up the Row Types...REPORTS.......................................................2.............Setting up the Report Header........................ 232 J............................................. 235 J...................................... 232 J........1............... 238 ...............................................................INTRODUCTION TO REPORTS.........Send to File.....................3....2.................2..................................... 232 J..............................................................Send to Printer........3....................................1.........................Setting up the Column Headings.....3.......................... 230 J.......................................................................... 237 J............................................ 233 J..................................................................................IN THIS MODULE MODULE J ....................4...........................1......GENERATING THE USER REPORT......4.........4.......1..................................

chart of accounts. etc. re-order and stock item listing can be generated to manage your stock items. All reports are generated on the Reports main menu option. If you click on the Print button. Prints the report directly to the printer specified in the Setup . Next and Last icon you can page through your report. for all your accounts or a selection of them for a specified period. You may also print the report or save it after you have previewed it.Preferences . Lists of documents can be generated for each document type. product. movements. general journals. lists. purchase journal. click on the Reports main menu options and select the specific report you wish to generate. J. All reports which you have created in the Edit . At the bottom of the screen the length of the report.Printer menu option will be displayed. You may select any other available printer on your system. it is a good idea to discuss the output media (Send Report To) in this chapter. Reports on the stock activity. Previous. salesperson. J. back-order.3.3- GENERATING REPORTS As the principles to generate reports are basically the same on all report option screens. labels. The point-of-sales cash-up and sales analysis reports may be generated for point-of -sales. The printer you have selected in the Setup . you specify. a row of icons or command buttons is displayed. lists. from where you can page and scroll through the report.2- SUMMARY OF STANDARD REPORTS Brief Description Reports on all your transactions entered and updated on the system. for all your debtors or a selection of them for a specified period. TurboCASH Report Export utility allows you to Save the report in a directory and in certain formats. 232 . as well as detailed or received. By clicking on the First.Printer menu option. printing of labels. 10 Standard reports may be generated to analyse your stock item sales by customer. for all your creditors or a selection of them for a specified period. Peports on the purchases by product and purchases by supplier may be generated to analyse your purchases of stock items. Reports are grouped into the various types.1- Send to Screen On the top of the report generated on your screen. groups.Preferences . Lists of all your contacts.TurboCASH .REPORTS J. detailed transactions. transactions will be grouped together. Reports on the age analysis. etc. etc.1- INTRODUCTION TO REPORTS TurboCASH allows you to generate a wide range of reports. Zero rated VAT/GST/Sales Tax. the Select the Printer screen will be displayed. For example. remittance advises and the detailed transactions. each with various options to select.Accounting Made Easy . all your sales journal. Reports can be generated for a specific period for all your Tax (VAT/GST/Sales Tax) or for all or a specific tax code such as Input VAT/GST/Sales Tax. Send the report over the Internet as an e-mail message. The following standard reports on the Reports menu option may be generated: Reports Batch Types Creditor Contact Listing Debtors General Ledger Reconciliation Tax User Reports Document Listing Stock Sales Analysis Point-of-Sales Purchase Analysis J.MODULE J .User Reports menu option. Output VAT/GST/Sales Tax. statements and the detailed transactions. income statement and balance sheet. Send the report as a Fax to a specified recipient. printing of labels. To generate a report. as well as the current page displayed on your screen are shown. These reports are an exceptionally powerful tool for use in managing and controlling all aspects of your business. You can generate these any of these reports on the following mediums: Send Report To Screen Printer File E-mail Fax Brief Description Displays the report on your screen. TurboCASH can report on your transactions and balances for up to two years (this year and the previous year). movements and financial statements such as the trial balance. Reports on the age analysis. by clicking on the drop-down list. You may also use the horizontal and vertical scroll bars to view the rest of the current page. Reports on the bank reconciliation as at a specific end of a period. for each entry type or for a specific entry type or specified period. You may also select the number of copies of the generated report to be printed on this screen. Reports on the budget performance. cash flow.

Accounting Made Easy . Enter the subject and select the e-mail address from your address book and click on the Send button. J. The TurboCASH Export Report screen will be displayed.RTF . you may close the report by clicking on the Close icon or on the Close button on the top right-hand corner of your screen. the name for your report and the file type or format in which you wish to save your report.2- Send to Printer If you have selected the Send To Printer option and you click on the OK button. the selected printer displayed on the screen will print the report. such as Lotus.5- Send to Fax If you have selected the Send to Fax option and you click on the OK button.4- Send to E-mail If you have selected the Send to E-mail option and you click on the OK button. business plans.Send to Screen When you click on the OK button. You may also press the Esc key on your keyboard. etc. If you click on the Save icon (second command button). printed or saved it on your system. On this screen you can specify the Directory. Your e-mail should already be set up in the Setup . which you can use.htm . the Sending E-mail and Fax Report screen will be displayed. word processing. TurboCASH has also included i. In addition to these reports and those user reports. When you are finished to look at the report on screen.233 .3. since they will only be generated in 1 copy. TurboCASH . You can use the reports and exported data to draft powerful presentations.efax Setup and Drivers on the TurboCASH installation wizard and on a folder on the installation CD. If you wish to print more than one copy of the report. The following file types or formats are available to save your report in: File Type Html (Hypertext Mark-up Language) Text Comma Separate Value Rich Text Microsoft Excel Windows Metafile File Extension *. For all the other report output options.Internet menu option.3. the report will be printed automatically by the printer you have selected in the Setup .Preferences . presentation programs. the very same TurboCASH Report Export screen as discussed above will be displayed.csv *. the Sending E-mail and Fax Report screen will be displayed. Your Fax drivers should already be set up in your Windows operating system. you may select the number of copies to be printed before you click on the OK button. you cannot select the number of copies.3.3. It could be a good idea to print and save from this option until you are used to the various options to select. etc. without having a chance to preview the report.3- Send to File If you have selected the "Send To" File option and you click on the OK button. J. The benefit of printing and saving a report from this screen is that you first view your reports on screen to make sure that you have selected the correct options. depending on the other software that you have installed on your system. You will not be able to preview the report before you can save it.xls *Wmf You may also have other available file types or formats on your system.Printer menu option. etc.*txt *. J. you also have the further option as to export these reports or data in these reports via the Export utility to further analyse your data in spreadsheets. J.

you may use the powerful facility to create and customise your own reports to meet your specific requirements.Accounting Made Easy . The Report Writer works similarly to a Lotus spreadsheet. can supply you with information such as:  Balance sheets. The Report Writer allows for up to 15 columns if you are using wide paper and 7 columns if you are using A4 paper.MODULE J . if used correctly.  This year versus last year comparisons.  Profit and Loss reports tailored to meet your requirements. which TurboCASH provide on the Reports menu option. Values.TurboCASH .  Half yearly reports.REPORTS J. and a host of others.  Income statements.  Budget versus actual comparisons. formulae and references may be entered into cells. The number of rows is infinite. The columns are numbered from “A” to “H” (if 7 columns are required) and “A” to “O” for the wider paper. It is important that you plan your reports carefully to ensure that the correct reports are generated. whereby you have columns and rows.4J.1- REPORT WRITER INTRODUCTION TO USER REPORTS In addition to the standard reports. The Report Writer.  Quarterly reports.4.  Monthly income statements. An example of a quarterly report is as follows: 234 .

g.1- Setting up the Report Header The first step is to define the Report Header.4. the #E will mean that TurboCASH will recognise the date you require when you print your report.Accounting Made Easy .if you are writing a new report from the Select a user report screen and click on the OK button.User Reports menu option.235 . “for the period ending #E”. Leave blank  TurboCASH . The report header will display the headings and the number of columns as well as the number of decimals to be displayed in the report.2- HOW TO WRITE AN INCOME / EXPENSE REPORT If you have ranged your accounts using the Groups Facilities in the Setup menu. You will use this name to generate the user report or select this name if you need to delete the user report.  Select “New” . then numerous reports may be written. “Income & Expense Report”.2. you may at any time click on the Review button on the Report Writer screen to view the layout. The Report Writer screen is displayed: While designing the user report.HOW TO WRITE AN INCOME / EXPENSE REPORT J.  Enter the main heading e.  Enter the following: Field Report name Report title 1 Report title 2 No of Columns Display Decimals Compress Print Description  Enter Inc&Exp as the name of the report.  To write an Income / Expenses report:  Click on the Edit . etc.g.  This is your sub-heading e.  Select to display the decimals of any amounts and percentages on the user report. J.4.  Enter 2 for the purposes of this tutorial.

you need to set the properties for each of the columns. Column Line A line as specified as a _ (single line) or as a = (double line) will be displayed in each of the columns of the selected row.Budgets menu option (see MODULE I).MODULE J . Since you will need to select the properties for each of the rows. the properties for each row is briefly discussed.Accounting Made Easy . budget figures of all accounts linked to Account Group 1 or and Group 1 Account Group 2 will be displayed. Group 1 Detail The individual balances. budget figures of all accounts linked to Account Group 1 or Group 2 Account Group 2 will be displayed. Text The text entered will be displayed as a label on the left-hand side of the report. budgets. Group 1 and Only the total balances. For the purposes of this tutorial. Any balances. In the first column (Column A). Detail Single Line A line as specified as a _ (single line) or as a = (double line) will be displayed right across the entire report of the selected row. the cursor is in the Row Type field. we wish to display the budget figures as entered in the Edit . etc. The following screen is displayed on which you need to select the type (properties) for each row. 236 .2. Each account will be listed on the User Report. Blank The entire row will be blank.REPORTS J. we wish to display the actual income and expenses and in the second column (Column B).2- Setting up the Row Types Once finished with the Report Header. we have selected 2 columns.4. for the selected account will be displayed in each of the columns of the selected row.TurboCASH . Row Type Description Account The Accounts lookup facility will be displayed on which you need to select an account.  Select and enter the following for the rows to be displayed in the Income and Expense Report for the purposes of this tutorial: Ro Row Type Description Column A Column B w 1 Text  Enter Income 2 Account  Select Sales Account 3 4 5 6 7 8 9 10 11 12 Account Column Line Text Text Group Detail 1 Column Line Text Column Line Text Column Line     Select Cost of Sales Account Enter = Enter Gross Profit Enter Less Expenses Select Expenses Enter _ Enter Total Expenses Enter _ Enter Net Profit Enter = A2+A3 B2+B3       A7 A5+A9 B7 B5+B9 Once you are finished to define the rows.

Date from To  Select the date (accounting period) From and To on the Periods lookup facility.237 . If relative is selected. the Column Header for Column A will be displayed: Select and enter the following for Column A: Field Description Column Type  Select This Year Column Header  Enter Actual in the first column and 2006/2007 in the adjacent field. Relative is dependent on the date specified for the report.3- Setting up the Column Headings When the cursor is placed in Column A. Absolute returns the balances for the months specified. Note that if "Relative" was selected.2. Note that if "Relative" was selected.Setting up the Column Headings J.Accounting Made Easy . select Absolute. When the cursor is placed in Column B. –11 (11 prefixed with a minus sign) refers to 12 months to the date specified. In this case you need to enter 0 in both the Relative from and To fields. TurboCASH . irrespective of the date of the report.4. –11 (11 prefixed with a minus sign) refers to 12 months to the date specified. select Absolute. In this case you need to enter 0 in both the Relative from and To fields. the Column Header for Column B will be displayed. Method  “Absolute or Relative”. irrespective of the date of the report. Relative is dependent on the date specified for the report. Method  “Absolute or Relative”. which refers to the current month of the specified date. the Date from and To fields will be displayed as Relative from and To. Absolute returns the balances for the months specified. the Date from and To fields will be displayed as Relative from and To. If relative is selected. you cannot select the dates (accounting periods). you cannot select the dates (accounting periods). Date from To  Select the date (accounting period) From and To on the Periods lookup facility. Select and enter the following for Column B: Field Description Column Type  Select Budget Column Header  Enter Budget in the first column and 2006/2007 in the adjacent field. which refers to the current month of the specified date.

the Net Profit should at any stage balance with the Income Statement if generated in the Reports . The Income and Expense Report as per example in this tutorial should reflect as follows: In this example.4. 238 . Select either Screen or Printer (if a printout is required).Accounting Made Easy . Select “Inc & Exp. TurboCASH will calculate all your columns and rows automatically.User Reports menu option. then numerous reports may be written.REPORTS J. Click on the OK button and your report will be generated.General Ledger .TurboCASH .3- GENERATING THE USER REPORT If you have ranged your accounts using the Groups Facilities in the Setup menu. Select 31/03/2006 as the Date of Report.” on the Select a Report screen.  To print your User Report:      Click on the Reports .MODULE J .Income Statement menu option.

MODULE K - LIST OF SHORTCUT KEYS .

........................................................................................... 242 .................... 239 K..................... 241 Function Keys on the Batch Entry Screens......... 241 Ctrl and Function Keys .......3K........................... 241 Shift and Function Keys.............................6K....................................7K................................................................8Function Keys on the TurboCASH Main Program...............................................................................................................................................................5K............................................................ 241 Function Keys on the Document Entry Screens...........................................................1K..................2K.....................................................................4K.......... 241 Alt and Function Keys................................. 242 Ctrl and Alt Keys and Alphabetical Character Keys........................................ 242 Ctrl and Alphabetical Character Keys............................................IN THIS MODULE MODULE K ...........................................................................................LIST OF SHORTCUT KEYS...............................................

Quotes Input .Create Set of Books File .Documents .Documents .Documents . K. Update Invoices.Update Ledger Tools .Documents .Documents .Credit Notes Input .5Key F4 F5 F7 F8 F9 F10 Alt and Function Keys Description Exit TurboCASH Credit Notes Orders Purchases Quotes Supplier Returns Menu Option File . The Invoicing screen will be displayed on which you may start processing invoices.Exit TurboCASH Input . K. F10 F11 Creation Wizard Close Set of Books File .System Parameters Company Info Input . provided that no other screens are open or active in TurboCASH. Enter transactions in your respective Batch Types. K.Function Keys on the TurboCASH Main Program K.Confirm Function Options to Confirm Quotes and Orders. Enter transactions on Credit Notes Enter transactions on Orders Enter transactions on Purchases Enter transactions on Quotes Enter transactions on Supplier Returns TurboCASH . Copy the transactions from a selected invoice.Orders Input . You may also select to process any of the following documents:  Credit Notes  Purchase  Supplier Returns  Quotes  Orders Launches the Creation Wizard screen on which you may select an option to create. K.Supplier Returns Function Exits your TurboCASH program. Enter or edit information regarding the company and to set defaults for the company.Calculator Setup .2Key F5 F6 F7 F8 F9 F10 Function Keys on the Batch Entry Screens Description Balance Post Exclusive / Inclusive List Process Setup Function Balance the Batch Post the Batch Enter VAT/GST/Sales Tax Exclusive or Inclusive List the Batch Process the Batch Setup entry defaults for the batch. Purchases and Supplier Returns.Close Set of Books Invoicing .Documents .Documents . Close an open Set of Books. copy.241 . Delete all the transactions entered in the document. Access the Calculator.Purchases Input .Batch Entries Input .3Key F7 F8 F9 F10 F11 Function Keys on the Document Entry Screens Description Exclusive / Inclusive Discount Comment Delete All Copy Function Enter VAT/GST/Sales Tax Exclusive or Inclusive To enter Discount Insert a Comment.4Key F3 Shift and Function Keys Description Confirm Menu Option Input .1Key F1 F2 F3 F4 F5 F6 Function Keys on the TurboCASH Main Program Description Help Batch Entry Update Ledger Calculator Company Info Invoices Menu Option Help Input . to launch the Invoicing screen.Invoices Enter Function Access the Help files. Credit Notes.Accounting Made Easy . or convert a Set of Books.You may also press the Spacebar on your keyboard.

Perform the Bank Reconciliation.General Ledger Income Statement Input . Save your Set of Books in a selected directory or location.General Ledger Transactions Reports . Options to generate a Trial Balance. you also need to press the R and A keys followed by the following keys: Key C G P S Description Sales by Customer Sales by Group Sales by Product Sales by Salesperson 242 . K. Options to generate an Income Statement.8- Ctrl and Alt Keys and Alphabetical Character Keys The following keys have been assigned to generate Sales Analysis Reports.MODULE K . While keeping the Ctrl and Alt keys down. To start processing Point-of-Sale invoices.Search Input .Save As Reports .TurboCASH .6Key F3 F7 F10 Ctrl and Function Keys Description Search POS Invoice Delete a Set of Books Menu Option Tools . K.Documents POS Invoice File . To permanently remove a selected Set of Books from your System.Reconcile Bank File . Options to link receipts to specific invoices for Debtors and payments for Creditors to certain supplier invoices or purchases.Open Item Link Input .General Ledger Trial Balance Function Options to generate a Balance Sheet. Options to generate General Ledger Transactions. Reports .Delete Set of Books Function Launches the Investigator to search for data in a Set of Books.LIST OF SHORTCUT KEYS K.7Key B E I L R S T Ctrl and Alphabetical Character Keys Description Balance Sheet General Ledger Transactions Income Statement Open Item Link Reconcile Bank Save As Trial Balance Menu Option Reports .Accounting Made Easy .General Ledger Balance Sheet.