Create Set of Books (Advanced)

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This option allows you to create your own Set of Books, without using any of the Sets of Books (templates) which TurboCASH has already included for you to select and customise according to your needs.

Using this option, you may select to create a Set of Books with a 4-digit (up to 8-digit) accounts structure. The Set of Books will then allow you to create the following number of digits:

4-Digit General Ledger main accounts and 3-digit sub-accounts as well as 7-Digit Debtor and Creditor accounts.

5-Digit General Ledger main accounts and 3-digit sub-accounts as well as 8-Digit Debtor and Creditor accounts.

6-Digit General Ledger main accounts and 3-digit sub-accounts as well as 9-Digit Debtor and Creditor accounts.

7-Digit General Ledger main accounts and 3-digit sub-accounts as well as 10-Digit Debtor and Creditor accounts.

8-Digit General Ledger main accounts and 3-digit sub-accounts as well as 11-Digit Debtor and Creditor accounts.

This option should only be used by advanced users.

When creating a Set of Books with this option, you basically have to start from scratch. No Batch Types, Groups or Accounts will be available. You have to create, define and link them yourself.

When completing the Setup process in this option, your Chart of Accounts will basically consist of three accounts (Debtors Control, Creditors Control and Retained Earnings). You then need to create all your Ledger accounts, Bank accounts, Creditor accounts, Debtor accounts and Tax accounts.

When you use this option, you need to Close the Set of Books if you have a Set of Books currently open.

To Create a Set of Books Using the Advanced Option:

1.Click on the FileCreate Set of Books menu.

F10

The Creation Wizard screen is displayed:

2.TurboCASH automatically defaults to the option “Let TurboCASH help you to create a Set of Books?”, as this is the recommended option for most users. Select the Create a Set of Books (Advanced)? option.

3.Click on the Next button. The following screen of the Creation Wizard is displayed:

4.Enter the name for your Set of Books.

The name must not already exist and may not be longer than 15 characters. This name will help you to identify the Set of Books on your system. You will need to select this name whenever you need to open the Set of Books or perform some other functions on the Set of Books.

The Directory in which you create the Set of Books is displayed underneath the Location Browse button. It will usually be the default directory in which TurboCASH is installed (TCASH4) or directory other than TCASH4, which you have specified when you installed TurboCASH. If you wish to create your Set of Books in any other directory or location on your system, you may click on the Browse button to select any Folder or Drive on the Pick a Directory screen.

5.Check the location where you wish to create the Set of Books is correct, and click on the Next button. The following screen of the Creation Wizard is displayed:

6.The default number of account Digits is 3. Enter a three character numeric code for each of your Creditors Control, Debtors Control and Retained Earnings accounts (e.g. 900, 700 and 510).

Using this option, you may select to create a Set of Books with a 4-digit (up to 8-digit) accounts structure. The Set of Books will then allow you to create the following number of digits:

4-Digit General Ledger main accounts - enter a 4-digit numeric code for each of your Creditors Control, Debtors Control and Retained Earnings accounts (e.g. 9000, 7000 and 5100).

5-Digit General Ledger main accounts - enter a 5-digit numeric code for each of your Creditors Control, Debtors Control and Retained Earnings accounts (e.g. 90000, 70000 and 51000).

6-Digit General Ledger main accounts - enter a 6-digit numeric code for each of your Creditors Control, Debtors Control and Retained Earnings accounts (e.g. 900000, 700000 and 510000).

7-Digit General Ledger main accounts - enter a 7-digit numeric code for each of your Creditors Control, Debtors Control and Retained Earnings accounts (e.g. 9000000, 7000000 and 5100000).

8-Digit General Ledger main accounts - enter a 8-digit numeric code for each of your Creditors Control, Debtors Control and Retained Earnings accounts (e.g. 90000000, 70000000 and 51000000).

The codes or numbers for these accounts should be carefully planned in the Chart of Accounts you wish to create.

7.Click on the Next button to initiate each of the set up options listed on the right-hand side of the Creation Wizard screen. Enter and select the necessary information and settings for the following screens:

a)Company Information - Enter all your business' details such as the address, e-mail address, contact numbers and Company and Tax Registration numbers, which you need to display on all documents, reports, and lists. You may also select the Tax method applicable to your VAT/GST/Sales Tax registration, whether your default output option for documents, reports and lists are on: screen, printer, file, e-mail or fax. You may also load a logo picture to be displayed on your reports or documents, and set your Windows operating system's default date and currency formats.

b)Reporting Dates - This option allows you to set up the number of reporting dates required, and the start date of your financial year period. The periods or dates will be displayed in the format in which you have set your Windows Operating System's default date on the previous screen.

c)Batch Types - This option allows you to create, delete an existing batch type, or change the name of an existing batch type in which you wish to enter and update or post your transactions to the ledger.

d)Groups - This option allows you to set two Reporting Groups for your General Ledger accounts, Debtors, Creditors, Stock and Document groups.

e)Salesperson - This option allows you to enter the salespersons names who will be selling your stock items, or selling services.

f)Documents - This option allows you to set up your documents Invoices, Credit Notes, Quotes, Orders, Purchases and Supplier Returns documents, you wish to hand to customers (debtors) or suppliers (creditors) when you sell, or quote, or order and purchase, physical stock items and services set up in your stock item code file.

g)Stock Information - The option allows you to define the units of stock you sell and the selling price descriptions and to set the Cost of Sales parameters. This option should only be used if you use stock and / or wish to generate documents (Invoices, Credit Notes, Quotes, Orders, Purchases and Supplier Returns). If you do not intend to generate documents from the stock item code file, or if you are not controlling trading stock, do not set up your stock information.

8.The Set of Books will be opened automatically and now ready to work in.

Before you can commence any processing, you need to create your general ledger accounts, bank account, tax accounts, debtor accounts, creditor accounts, etc. and check or change your settings and parameters.

This should not take much time, but could save you lots of extra work and frustration, since the key to the success in your processing and reports, is in the setting up of the TurboCASH program.

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