The first screen displayed when you access the documents from the Input→Documents menu option (or the Invoice icon, is the Document Selection screen.

Once you have selected a specific Document Type and the Debtor Account or Creditor Account or an existing Document (to edit), the Document Type Entry (Invoice, Credit Note, Quote, Purchase, Supplier Returns or Orders) screen will be initiated.

This Document Entry screen displays similar information as found in a source document (e.g. Invoice, etc.) such as the details of the selected debtor or creditor account, etc. You only need to select the stock items, enter quantities, discounts, comments, etc. or to edit the transactions, discounts, comments, etc.

Once a document (Invoices, Credit Notes, Purchases or Supplier Returns) have been updated (posted) to the ledger, you cannot edit or change these documents.

The Document Entry screen can be accessed for existing Invoices, Credit Notes, Purchases or Supplier Returns as follows:

1. Unposted documents - This is the default option on the Document Selection screen. Any document (Invoice, Credit Note, Quote, Purchase, Supplier Returns or Orders) may be edited, if it is not yet updated or posted to the ledger.
2. Posted documents - If you deselect (remove the tick) in the Unposted option on the Document Selection screen, you may view the documents as they were originally processed in the Document Entry screen before these documents were updated (posted) to the ledger.
   - Quotes and Orders will not be listed, if the Unposted field is not selected on the Document Selection screen. The reason for this is, that quotes and orders cannot be posted (updated) to the ledger. Quotes need to be converted to an Invoice and Orders need to be converted to a Purchase document.

The Document Entry screen is as follows:

- The layout Document Entry screen displays all active fields, which may be edited (options to select and entering or editing of data) first, and all other fields (which cannot be changed) is displayed in the bottom section of this screen.

To summarise, the Document Entry screen consists of the following sections:

1. Title bar:
   Displays the following:
   1. Account Number or Code of the selected Debtor Account or Creditor Account for which you need to create a document will be displayed.
   2. Document Type - Invoice, Credit Note, Quote for debtor (customer) or sales documents or in the case of creditor (supplier) or documents it will display Purchase, Supplier Returns or Orders.
   3. Document Number - If you create a new document; NEW will be displayed as the document number. If you have selected a specific document to edit, the number of the selected document will be displayed.
      - It is recommended that you check your document numbers and change the document numbers, if necessary in the Setup→System Parameters→Documents menu option before starting to process your first document.
      
      - If you have created more than one user in the Setup→System Parameters→Access Control menu option, you may set to Use General Numbers and select the Default User in the Setup→System Parameters→Documents menu option.
   4. Quantities on hand - The Quantities on hand (available for the selected Stock Item will be displayed when a stock item is selected in the transaction section.
2. Header section:
   You may enter or select the following where necessary:
   1. Reference Number - enter the reference number if received from the debtors (customers) or creditors (suppliers). When printing the documents, the reference number will be displayed and make it easier for the debtors (customers) or creditors (suppliers) to link and trace the transaction in their records.
   2. Salesperson - select from the list for Invoices, Credit Notes or Quotes only. Salespersons are added or deleted on the Setup→System Parameters→Salespersons menu option.
   3. Document Group 1 and / or 2 - Select if you have created any document groups in the Setup→System Parameters→Groups menu option.
   4. Date - The system date should automatically be displayed. You may enter or select the date using the date picker (if not correct).
      - If your system date is incorrect, please set your operating system’s date.
      If it is a document which you are editing, the date when the document was created will be displayed.
      
      
   5. Due Date - The due date will automatically be calculated by TurboCASH as the number of days entered in the Due Days field of the Edit→Accounts→Debtor (Accounting Information tab). If this field is left blank for the Debtor Account, or a value of (zero) 0 is entered, this due date will be the same as the date of the document. The same principles apply to Creditor Accounts.
   6. Postal Address - The postal address as entered on the Edit→Accounts→Debtor (General Information tab) and in the case of creditors in the Edit→Accounts→Creditor (General Information tab) menu options will be displayed. You may over type this address for a specific document, but need to change the address details on the Edit→Accounts menu option, if the address for a debtor or a creditor has permanently changed.
   7. Delivery Address - The delivery address, if entered on the Edit→Accounts→Debtor (Statements tab), and in the case of creditors in the Edit→Accounts→Creditor (Remittance tab) menu options, will be displayed. You may enter or over type this address for a specific document, but need to change the address details on the Edit→Accounts menu option, if the address for a debtor or a creditor has permanently changed.
   8. Message - The message if entered for the specific document type on the Setup→System Parameters→Documents menu option will be displayed. In the case of generated Invoices, which have been copied from recurring Invoices, the message as entered (and if it is selected to replace message by) on the Edit→Repeating Invoices menu option will be displayed.
3. Transaction / Comments section:
   Select and enter or edit the following:
   1. Transactions - Select the stock item or service stock item and specify the quantities and discount percentages for sales to debtors (customers) or purchases from creditors (suppliers).
   2. Comments (optional) - You may add comments, or additional information, for transactions or stock items.
4. Speed buttons (Icons) - These are conveniently placed on top of the rows for transactions / comments to edit transactions, add comments, copy transactions from another document, and to edit the transactions in a document (insert and delete a transaction, or to delete all the transactions in a document).
5. Footer section:
   These fields cannot be edited and displays the following information:
   1. Debtor / Creditor - The Account Code, or Number, of the selected Debtor / Creditor Account.
   2. Document Number - The Document number for the selected document type. If it is a New document, NEW will be displayed.
   3. Credit Facilities - It is good practice to train your eye to view the available balance quickly to see if sufficient credit facilities are available. This area of the screen displays the following:
      1. Current Balance - TurboCASH will reflect the current account balance for the selected debtor or creditor account.
      2. Credit Limit - The credit limit, if entered on the Edit→Accounts→Debtor (Accounting Information tab), and in the case of creditors in the Edit→Accounts→Creditor (Accounting Information tab) menu options.
      3. Available Balance - TurboCASH will calculate and display the amount available on the credit facility Credit Limit minus the Available Balance). If the current balance exceeds the credit facility when you enter transactions, TurboCASH will inform you accordingly.
   4. Totals - The totals of the transactions on the document (excluding tax (VAT/GST/Sales Tax)) Discount amount and the Document total (payable / due).
6. Status bar:
   Displays the following applicable to debtor (customer) or sales documents i.e, Invoices, Credit Notes, Quotes.
   1. Selling Price - The selected selling price (Selling Price 1 / 2 / 3) or the default selling price as set in the Edit→Accounts→Debtor (Accounting Information tab) for the debtor (customer) account.
   2. Customer Discount - If you have entered any percentage for Customer Discount on the Edit→Accounts→Debtor (Accounting Information tab), and the Apply Invoice Discount field is selected on the Edit→Stock Items menu option for the selected stock item, the customer discount percentage for the selected debtor account will be displayed.
      - You may over type the discount with a zero (0) percentage, if you do not wish to allow discount for this transaction in the Discount Column of the Transaction section of this screen. If you wish to grant a lower percentage or higher percentage of discount, you may over type the percentage with the percentage of discount you wish to allow.

The following eight icons (speed buttons) are available to edit and process documents:

1. ^D:Delete icon - Click on this icon, or press the Ctrl+D keys on your keyboard, to delete a selected transaction.
2. ^N:Insert icon - Click on this icon, or press the Ctrl+N keys on your keyboard, to insert a row directly above the selected transaction.
3. F7:Exclusive icon - Click on this icon, or press the F7 key on your keyboard, to switch to the Exclusive mode.
4. F7:Inclusive icon - Click on this icon, or press the F7 key on your keyboard, to switch to the Inclusive mode.
5. F8:Discount icon - Click on this icon, or press the F8 key to enter a percentage for discount.
6. F9:Comment icon - Click on this icon, or press the F9 key to change a line to a comment line to insert a comment or additional information for the stock transaction.
7. F10:Delete All icon - Click on this icon, or press the F10 key to delete or clear all the transactions entered in this document.
8. F11:Copy icon - Click on this button, or press the F11 key, to display a list of Invoices of which you may select an Invoice for a debtor (customer) to copy. All the transactions and comments for the selected Invoice will be copied into the last line.

Once a document (Invoices, Credit Notes, Purchases or Supplier Returns) have been updated (posted) to the ledger, you cannot edit or change these documents. However, you may still view the documents as they were originally processed in the Document Entry screen before these documents were updated (posted) to the ledger.

The first screen displayed when you access the documents from the Input→Documents menu option (or the Invoice icon, is the Document Selection screen.

To view the posted documents in the Document Entry screen, you need to:

1. Select the document type (Invoices, Credit Notes, Purchases or Supplier Returns), if necessary.
2. Deselect (remove the tick) on the Posted field of the Document Selection screen. The Unposted documents will be listed.
3. Select the Unposted document on the list.
4. Click on the Edit button. The document is displayed in the Document Entry screen:
   
   

• The layout Document Entry screen displays all fields as on the original Document Entry screen before it was updated (posted) to the ledger.
• No Speedbuttons (Icons) are displayed.
• The transaction section lists all the stock item codes and/or comments. It is shaded in a light-blue background and cannot be edited.

To print the document, click on the Cancel button and click on the Print button on the Document Selection screen.