Invoices will record the sales transactions with your debtors from your stock code file. This source document will, once updated (posted) to the ledger, record the sales, cost of sales transactions in the general ledger and update the debtor’s ledger. It is strongly recommended that the Documents Setup for invoices be checked and set if necessary, before you proceed to process documents.

If you have created more than one user in the Setup→System Parameters→Access Control menu option, you may select to use general numbers for the users and select the default user. This will enable document numbers to be generated by each user.

To Check / Setup Documents - Invoices:

1. Click on the Setup→System Parameters→Documents menu option.
   - Keyboard Access: Press the Alt+S+S+D keys on your keyboard.
   The Documents Setup screen is displayed:
   
   
2. Select the Invoices tab, if not already displayed.
3. Select the following for the document layout, if necessary:
   1. Layout file - You may select any of the available layout files with an .*frf extension (freeform format). These files are stored in the Bin/Reports folder of the TCASH3 directory, or other directory in which TurboCASH is installed, on your system. The layout of the documents may be edited in the Tools→Report Designer menu option.
   2. Print Standard Logo - Select this field to print the address. If you have loaded a logo picture file in the Setup→System Parameters→Company Info menu option - (Options), the Company logo field must not be selected.
      If you wish to print the logo on your documents, you need to leave this field blank and select the Company logo field in the Setup→System Parameters→Company Info menu option - (Options) screen.
   3. Print Frames - Select to print frames in the document layout. If left blank, only the data will be printed.
   4. Auto Post Documents on Print - By default, this field is not selected. This means that you need to update (post) the documents from the Input→Update Ledger menu option.
      If you wish to update the documents automatically after a document is generated and printed, in the Input→Documents menu option, select this field. Only the documents which were generated, but not printed, need to be updated manually in the Input→Update Ledger menu option.
   5. General numbers - This field will only be available and displayed if users were created in the Setup→System Parameters→Access Control menu option. If this field is selected, you may select the user from a drop-down list which TurboCASH will use to generate document numbers.
      If the General numbers field is not selected (ticked), TurboCASH will generate the document numbers numerically.
4. Check, select and enter the following options:
   1. Next Invoice No. - You may need to change the document number to suit your requirements. It is recommended that the document numbers be prefixed with at least 2 alpha-characters. This will enable you to identify the documents and transactions by document numbers. (e.g. IN, QU, CR, PU, SR, OR, etc).
   2. Invoice Batch - The sales journal batch should usually be selected. This batch will record the transactions for all the invoices issued and when these documents are updated (posted) to the ledger, the transactions will be recorded in the selected batch (e.g. sales journal).
   3. Paper Type - You may select any of the available paper types (Pre-printed, A4, Service, Plain Eyeline, Forty). Till slip is also available but should only be selected for Point-of-Sale Invoices.
   4. Layout file - You may select any of the available layout files with an .*frf extension (freeform format). These files are stored in the Bin/Reports folder of the TCASH3 directory, or other directory in which TurboCASH is installed, on your system. The layout of the documents may be edited in the Tools→Report Designer menu option.
   5. Invoice Heading - The invoice heading should print “TAX INVOICE” if you are registered as a VAT/GST/Sales Tax Vendor. If you are not registered as a VAT/GST/Sales Tax vendor, you may remove the word “TAX” from the heading.
   6. Invoice Message - You may enter a standard message, which you wish to display on all Invoices.
   7. Page Setup - If you have selected, or if you may select a dot-matrix printer to print invoices, you need to set up the paper size, margins, etc. for the dot-matrix printer.
5. Click on the Credit Notes tab, or any other tab, if you wish to check, select and enter details for any other document type. If you do not wish to select another document type, you may click on the OK button to save your changes and close or exit this screen.