The transactions in TurboCASH are entered in the Batch Entry screen, unless you are processing Documents (Invoices, Credit Notes, Purchase and Supplier Returns documents) for your Stock Items.

In any accounting system as with the hand system, you would normally enter all your transactions in the various books of prime entry or auxiliary journals into the ledger. You will sort out your various source documents into groups i.e. your sales, your purchases, your receipts, your payments, etc.

For each transaction, you need a source document from which you will enter the basic information in a batch entry screen. You would enter the cheque number, date, to whom the payment is made and for what, and the amount of the transaction in a row under each heading of the columns in a batch entry screen.

An example of a cheque counterfoil and to enter the data into the Payments Journal, is as follows:


- If you have selected a Tax code, in the Cashbook (Receipts Journal and Payments Journal), the amount EXCLUSIVE of VAT/GST/Sales Tax (NOT the INCLUSIVE of VAT/GST/Sales Tax) is reflected in the amount column, when the cursor is not on the amount field of a transaction.

This basic information which you need to enter into any accounting system, and into TurboCASH, is as follows:

• Column headings - Represents the basic information that should be contained in any transaction data obtained from source documents.
  • Reference number - The number of the document, which contains the details of the transaction. It may be a cheque, deposit, receipt, invoice, petty cash voucher, 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. The descriptions entered in the description fields should be entered sensibly, as they will reflect in all detailed reports, and on debtors remittance advises and debtor statements.
    These descriptions should be useful to your creditors and debtors. It should also enable you at a later stage, as well as any outside auditor or accountant, to determine the origin and nature of the transaction.
  • Account - The account which must be debited or credited with the transaction.
• Tax - The tax account and amount.
• Amount - The amount of the transaction (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.

You may configure or set the options for the selected batch (journal) as follows:-

• Columns
  • Tax column - Disable Tax - Hide the Tax column in the batch (journal) entry screen, as well as the Tax Account lookup facility. This option should only be used if no VAT/GST/Sales Tax is applicable to all transactions entered in the batch (journal), or if the user is not registered as a VAT/GST/Sales Tax Vendor.
  • Contra Account column - Contra Account per Line Column - If you want to allocate different transactions to different ledger accounts, you would select this option. Examples where you need to select this option (to select an contra account for each transaction), would be the Petty Cash Journal, Purchase Journal and Purchase Returns Journal.
• Lookup Facilities
  • All - Select to display all accounts (i.e. General Ledger, Debtors, Creditors and Special Ledgers).
  • General Ledger - Select to display all General Ledger Accounts (excluding Debtors, Creditors and Special Ledgers). Examples would be if you 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).
  • 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 a deposits (receipts) for payments received from Debtors.
  • 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.
  • Special Ledgers - Select to display all Special Ledgers Accounts (i.e. General Ledger, Debtors and Creditors).
• Amount Entry
  • Allow Both: Use this particularly in the General Journal where the transactions you enter, have both debit and credit transactions which balances out, e.g. as on a trial balance.
  • Debit: The default is set to the Debit side of the batch. Use this if you wish to enter various debit transactions to various accounts and credit only one account.
  • Credit: The default is set to the Credit side of the batch. Use this if you wish to enter various credit transactions to various accounts and debit only one account.