Input - Documents menu
This menu lists the sales documents (i.e. Invoices, Credit notes and Quotes) as well as purchase documents (i.e. Purchases, Supplier returns and Orders). POS Invoice will launch the Point-of-Sales access to start a POS Invoicing session.
You may also confirm and convert Quotes to Invoices and Orders to Purchases, print documents and manage Backorders.
Before you generate documents in TurboCASH4, you may need to first set up the following defaults and records:
•Setup → Documents
•Setup → Stock information
•Setup → Salespersons
•Setup → Point-of-Sale - (if you wish to use a Point-of-Sale system)
•Edit → Stock items - (create and edit your stock items).
To access the Input → Documents menu:
1.Click on the Input → Documents menu. A list of the ten (10) menu options on the Input → Documents menu will be displayed. The available short cut keys to access the options from your keyboard are indicated next to the menu option.
2.Select one of the available options:
a)Debtor (customer / client) documents:
i)Quotes - You may need to issue quotes to your debtors or customers in which you agree to sell a product or stock item at specific quantities and prices if they accept the quote within an agreed period (e.g. within 7 days or within 14 days). When a quote is accepted, the quote needs to be confirmed and converted to an invoice.
ii)Invoices - You may issue an invoice, which is the source document, documenting the sales transaction. Once you have updated (posted) an invoice to the ledger, it will automatically write up the sales journal for you.
Delivery notes are usually sent to debtors (customers / clients) when you deliver the stock items or goods. The debtors or customers will check that the stock items or goods are received in the correct quantity and quality as specified on the delivery note and then sign the delivery note as confirmation of receipt.
iii)Credit notes - You may need to issue a credit note to adjust an invoice or to cancel a transaction or all the transactions on an invoice. Once you have updated (posted) a credit note to the ledger, it will automatically write up the sales journal or sales returns journal for you. The transactions would be exactly the opposite than those transactions as when Invoices are updated (posted) to the ledger.
iv)POS invoice - If you are using a Point-of-Sale system, a Point-of-Sale Invoice or till slip will be generated for your debtors (customers / clients).
b)Creditor (supplier / vendor) documents:
i)Orders - You may need to place an order with your creditors or suppliers for your stock items. Once you receive the goods or stock items, you need to check that the goods or stock items are received in the correct quantities, quality and prices. When the order is accepted, the order needs to be confirmed and converted to a purchase document.
ii)Purchases - You may issue a purchase document, which is the source document, documenting the purchases transaction. Once you have updated (posted) a purchase document to the ledger, it will automatically write up the purchase journal for you.
iii)Supplier returns - You may need to issue a supplier returns document to adjust a purchase document or to cancel a transaction or all the transactions on a purchase document. Once you have updated (posted) a supplier returns document to the ledger, it will automatically write up the purchase journal or purchase returns journal for you. The transactions would be exactly the opposite than those transactions as when purchase documents are updated (posted) to the ledger.
•Quotes - Once a debtor or customer has accepted a quote, you need to confirm the quote and convert the quote to an invoice.
•Orders - Once a creditor or supplier has fulfilled an order, you need to confirm the order and convert the order to a purchase document.
ii)Print - You may print the documents when you generate them or you may print these documents at any later stage. Documents may be printed whether they have been updated to the ledger or not or whether they have already been printed or not, provided that the selected document is not deleted.
iii)Backorders - You may add / edit / delete backorders for a debtor (customer / client).