All transactions are entered into batches and documents and when these batches and documents are updated or posted to the Ledger transactions are generated. All transactions are stored in TurboCASH for up to two years.

The format in which transactions are stored in TurboCASH is the same as the way they are entered in the batch entry screens. The quality of your reports depends on the care you have taken to enter your data or transactions correctly and to optimise the various fields in the batch entry screens.

You may enter thousands of transactions of a different nature. TurboCASH have provided you with a powerful facility to retrieve reports on each of these Batch Types (Journal Types). You may generate batch type reports for specific periods, or by batch numbers, or batch names. You are then able to view and analyse these transactions for each of the specific Batch Types (Journal Types), in which they were entered into the system.

• Sales - Sales Journal
• Purchases - Purchases Journal
• Payments - Payments Journal
• Receipts - Receipts Journal
• Petty Cash - Petty Cash Payments Journal
• General - Adjustments, correction of errors, Depreciation, Payroll transactions, etc. - General Journal
• You may also create additional batch types to enter and update or post specific transactions to the Ledger. These additional Batch Types would then be reflected in the Batch Type Report.

- If you generate documents in the Input→Documents menu option the documents will be updated and posted to the Ledger and be included in the Batch Type reports for the following Journals:

• Sales Journal - Invoices and Credit Notes
• Purchase Journal - Purchase documents and Supplier Returns documents.

You may generate the Batch Type Report for all batches, for a specific batch, etc. In addition you may generate the report by Period or by Batch Number.

To Generate a Batch Type Report by Period:

1. Click on the Reports→Batch Type menu option.
   - Keyboard Access: Press the Alt+R+B keys on your keyboard.
   - OR - Right-click on the selected batch (journal) on the Batch Type Selection screen and select the Posted Batch Type option on the Context menu.
   The Batch Type Report Options screen is displayed:
   
   
2. Send Report To - Select the output method (screen, printer, file, e-mail or fax).
3. Select the options for this report:
   1. Which Year - Select the year (This Year or Last Year) for which you wish to generate the report.
   2. Batch Type - Select to generate the report for all batches (journals), or for any specific batch types.
   3. Use Periods - Select any available periods in This Year, or Last Year lookup facility, depending on the year which you have selected.
   4. Each Period Separately - Select to generate the report for each period separately. If you leave this field blank, the report will print all the transactions for the selected batch types without a separator for each selected period.
   5. Each Batch Separately - Select to generate the report for each batch type or journal separately. If you leave this field blank, the report will print all the transactions for the selected batch types without a separator for each selected batch type or journal.
   6. Show Balancing Entries - Select this field, if you wish to view the balancing entries. If you do not tick this option, no balancing entries will be reflected in the report.
   7. Show Contra - Select this field, if the contra transactions need to be included in this report. If you do not tick this option, no contra transactions will be reflected in the report.
4. Click on the OK button. The report will be sent to the medium selected in the Send Report To field.

To Generate a Batch Type Report by Batch Number:

Select Use Numbers - You will then be able to select a specific batch by number or alias (batch name) from the Batch List lookup facility.
- The Use Periods and This Year, or Last Year lookup facility for the periods will be inactive.
- To optimise this facility you need to change the alias of batch types before posting or updating it to the ledger.

- When you click on the OK button of the Batch Type Report Options screen TurboCASH will check for unposted items, and display the number of unposted Batches and Documents. You may select to view the details of the unposted Batches and Documents.

- These Unposted Batches and Documents contain transactions which will NOT be included in your reports.

- You may turn this facility off in the Setup→Preferences→Data Parameters menu option.

- Batch type reports can be defined for specific periods including this year, last year and may also reflect balancing entries. Reviewing batch types allows you to conduct an audit trail of entries.

Batch Type Reports may be generated for all of your batch types, or any selected batch type, which are created in the Setup→System Parameters→Batch Types menu option. Batch Type reports are only available for transactions entered in batches and documents (Invoices, Credit Notes, Purchase and Supplier Returns documents, if you are generating documents), which are posted (updated) to the ledger.

The Batch Type Report will list all the relevant details of each of the transactions entered and posted to the Ledger for a selected period. An example of the Batch Type Report is as follows:

The Batch Type report consists basically of eight columns representing the transaction data, which are:

1. Column 1 - Date - The Date of the transaction
2. Column 2 - Account - The selected Account Number or code which are debited or credited.
3. Column 3 - Account Name or Description - The Account Description or name as entered when the Account was created or edited.
4. Column 4 - Reference Number - It is the Reference Number of the source document entered in the Reference field of the Batch Entry screen, or the Document Number which TurboCASH has generated if you generate Documents (Invoices, Credit Notes, Purchase and Supplier Returns documents).
   - You will note that each reference number should at least consist of a Debit and a Credit transaction and if you are registered for VAT/GST/Sales Tax and you have selected a Tax Account for a transaction, a third Transaction for the VAT/GST/Sales Tax will be displayed with the same reference number.
5. Column 5 - Description - This is a description as entered in the Description field of a Batch Entry screen, or the Description from the Stock Item code file as selected, if you generate Documents (Invoices, Credit Notes, Purchase and Supplier Returns documents).
   - If these descriptions were not entered sensibly, when you have entered the transactions on the Batch Entry screen, the information when sending Statements to your Debtors, or Remittance Advises to your Creditors, may be of no meaning to them. Another reason for entering descriptions sensibly, is to enable you to trace a transaction with ease. Descriptions should reflect the nature of the transaction.
6. Column 6 - Tax - If you are registered for VAT/GST/Sales Tax, and you have selected a Tax Account, the Description or name of the selected Tax Account will be displayed. If no Tax Account was selected this column should be blank.
7. Column 7 - Excl. Amount - The amount of the transaction exclusive of VAT/GST/Sales Tax will be displayed.
8. Column 8 - Incl. Amount - The amount of the transaction inclusive of VAT/GST/Sales Tax will be displayed.
   1. If the Output Tax code is selected this amount will normally be a Credit amount, e.g. < 140.00>, unless it is a Credit Note in which case the amount would be Debit amount.
   2. If the Input Tax code is selected this amount will normally be a Debit amount, e.g. 140.00, unless it is a Supplier Returns in which case the amount would be a Credit amount, e.g. < 140.00>.

- The amounts which are displayed in < >, indicates a credit or negative figure. You may change this negative amount indicator to a minus sign (-), to prefix your amounts, or set it to display a D (for Debit), or a C (for Credit) in the Setup→Preferences→Data Parameters menu option.