Document Listing

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TurboCASH will store a record of your original documents in the system and list all documents in the numerical (document number) order and date. The document listing will list the documents for a selected document type, e.g. Invoices, Credit Notes, Quotes and Point-of-Sale Invoices for debtors (customers) and Purchase, Supplier Returns documents and Orders for creditors (suppliers) which are generated in the Input → Documents menu.

The document listing will list the Debtor or Creditor account and name (depending on the document type), document date and the total amount for each document. The Invoice totals will display the totals for each document as Exclusive, Tax or VAT/GST/Sales Tax total and the Inclusive total.

The Document Listing will not include any unposted documents. TurboCASH will check for unposted items, and display the number of unposted Batches (Journals) and Documents.

You will be able to use this option, only if you are generating documents in the Input → Documents menu.


Print Document Listing Reports

To Generate a List of Documents:

1.Click on the Reports → Document Listing menu. The Documents Listing Options screen is displayed:

2.Send Report to - Select the output method (screen, printer, file, e-mail or fax).

3.Select the following options:

a)Document Type - Select Invoices, Credit Notes or Quotes for debtors (customers), or Purchases, Supplier Returns documents or Orders for creditors (suppliers).

b)Sequence - Select to print the list of documents according to Document Numbers (e.g. Invoice Numbers), Document Date (e.g. Invoice Date), or the Document Reporting Groups 1 or 2 which you have created in the Setup → System parameters → Groups menu on the Documents tab.

c)Use number - From No ... To - Select to print the list of documents for a selected document number or a range of document numbers.

Use Periods - This field is by default inactive. If you select this option, the Use Number option will be de-activated. You may then select the dates in the From Date ... To Date fields to list all documents issued on a specified date or between two selected dates.

If this field is selected, and more than one financial period (months) is selected, it will list the documents per period.

4.Click on the OK button. The list of documents will be sent to the output medium, which you have selected in the Send Report to field.

You may click on the Printer Setup button to select any available printer on your system, and also set the type of paper and print quality for the selected printer.

If you select a dot-matrix printer, you may click on the Page Setup button of the Select the printer screen to set the paper size, margins, etc. for dot-matrix printers.

Copies - The number of copies can only be selected, when the printer option is selected.


View Document Listing Reports

An example of the document listing, for Invoices, will display as follows:

The List of Invoices in the heading of this list, will change to reflect the selected document type, if any other document type than Invoice, is selected.

This report displays the details for the listed documents in seven columns as follows:

1.Number - The document numbers as generated by TurboCASH each time you create a new document. You may have set or changed start document numbers for each of the document types as in the Setup → System parameters → Documents menu, when you have created your Set of Books. If you have used a prefix for each of your document types, the prefix will also help you to easily identify the document type.

The Point-of-Sale Invoice document numbers are set in the Setup → System parameters → Point-of-Sale (Settings tab) menu.

2.Debtor - The account number and the name of the Debtor account will be displayed if Invoices, Credit Notes and Quotes were selected. If Purchases, Supplier Returns documents and Orders were selected, the account number and name of the Creditor account will be displayed.

3.Date - This is the date when the documents were generated or created.

4.Status - This will indicate whether a document is printed or not. It will also indicate whether a document is updated (posted) to the ledger. In the case of Point-of-Sale Invoices, it will reflect posted if a Shift is closed for Point-of-Sale Invoices. If Quote or Order is selected, it will indicate whether a Quote is confirmed (converted to an Invoice), or whether an Order is confirmed (converted to a Purchase document).

5.Tax Excluded - This is the Total amount of the document Exclusive of VAT/ GST/Sales Tax. If you are not registered for VAT/GST/Sales Tax and if VAT/GST/Sales Tax was not applicable to the stock items on the documents, this Total will be the same as the Inclusive Total.

6.Tax - This is the total amount of Tax charged on each document. This total is added to the Exclusive Total to display the Inclusive Total. If you are not registered for VAT/GST/Sales Tax and if VAT/GST/Sales Tax was not applicable to the stock items on the documents, this field will be blank.

7.Tax Included - This is the Total amount of the document Inclusive of VAT/GST/Sales Tax. If you are not registered for VAT/GST/Sales Tax and if VAT/GST/Sales Tax was not applicable to the stock items on the documents, this Total will be the same as the Exclusive Total.

View Document Listing Reports - Address Details

An example of the Document List, displaying the Address information, instead of the Account number and Account Name or Description, is as follows:

The address details for Invoices, Credit Notes and Quotes are the address details as entered on the General Information tab of the Debtor accounts.

The address details for Purchases, Supplier Returns documents are the address details as entered on the General Information tab of the Creditor accounts.

Document Groups 1 and 2 may be changed from the Set Reporting Group 1 and / or Set Reporting Group 2 Context menu options on the Document Entry List screen.


If the status of a document type (Invoices, Credit Notes and Point-of-Sale Invoices for debtors (customers) and Purchases, Supplier Returns documents for creditors (suppliers)) does not reflect posted, these documents may be edited.

If a selected document for the debtor or creditor is edited the Totals, as displayed on this listing report may change.

If Quotes have not yet been confirmed to Invoices, or if Orders have not yet been confirmed to Purchase documents, the Quotes and Orders may also be edited. This may also change the Totals as displayed on this listing report.

This Exclusive Total, Tax Total and Inclusive Totals refer to Output Tax for sales documents (Invoices, Point-of-Sale Invoices, Credit Notes and Quotes). In the case of Purchase documents (Purchases, Supplier Returns documents and Orders), it would refer to Input Tax.

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