This option allows you to set up the following:

  • Debtor (customer / client) documents (Invoices, Credit notes and Quotes) and your creditor (supplier / vendor) documents (Purchases, Orders and Supplier returns).
  • Enter global statement messages on the Statement setup tab to be displayed Statements for debtors (customers / clients). 

Before you can start generating documents in TurboCASH5.2, you need to set up the Documents. If you have converted the data from an earlier version of TurboCASH5.2, the document details should have been converted automatically, and only needs to be checked.

If you have created more than one user in Access control (Setup ribbon) , 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.

TurboCASH5.2 defaults all document numbers to begin with 000001 (prefixed by 2 alphabetical characters IN for Invoices, CR for Credit notes, PU for Purchase documents, SR for Supplier return documents, OR for Orders and QU for Quotes), but you may change this to suit your needs. Thereafter TurboCASH5.2 will automatically allocate the document numbers in the numerical sequence they were generated.

TurboCASH 5.2 has set default batch types for all the documents. You may also specify the heading, message, and whether you wish to print the logo, if you have set it up. 

If you are registered as a company, close corporation, non-profit organisation, non-governmental organisation, etc. or any other organisation, which requires that your business or organisation registration number be displayed on all documentation, etc. in terms of any legislation, you need to enter that registration number in the Address screen - Company Reg. No. field of Company info (Setup ribbon) before processing any documents.

If you are registered as a VAT/GST/Sales Tax vendor, you need to enter the Tax (VAT/GST/Sales Tax) registration number in the Address screen - Tax Reg. No. field of Setup → Company info (Setup ribbon) before processing any documents. 

It is important to check and set the document numbers, batches, headings and messages before you start processing any documents. You should also see that your document headings display correctly according to your countries Tax legislation, if you are registered for VAT/GST/Sales Tax.

To set documents:

  1. On the Setup ribbon, select Setup → Documents setup. The Documents setup screen is displayed:

  1. The global settings to configure for document processing, is as follows:
    1. Layout file point-of-sale - This is the default layout file ("POS-STARTSP100" layout file for a till-slip printer) used in the standard point-of-sale feature (Setup → Point-of-Sale (Setup ribbon) and POS Invoice (Input → POS Invoice (Default ribbon). 
    2. Print standard logo - The logo field is included in the document layout files. To display the logo, you need to load the logo in the “Company info - Options” screen.
    3. Auto-post documents on print - By default, documents need to be manually updated (posted) to the ledger. If this option is selected, the Documents will automatically be updated (posted) to the ledger, when documents are printed. 
    4. Save / load layout in localfiles - This settings is optional for a network environment when the settings of the documents (layout column visible, etc.) needs to be stored at a central location.
    5. Append notes after item - By default, this option is not selected. When processing documents, and a comment F9: Comment is inserted in a document, the comment is added one line BEFORE the selected stock item in the document lines. Comments in documents - inserts before item - Option to set to insert comments after item.

In TurboCASH3, TurboCASH4 and TurboCASH5, osFinancials4, and TurboCASH5.2 (Build 299) the F9:Comments was always, by default, inserted after a selected stock item. 

After TurboCASH5.2 (build 300) onwards, the F9:Comments is inserted before a selected stock item. 

In TurboCASH5.2 (build 398) an option "Append notes after item" (Setup → Documents setup (Setup ribbon)) is added to set the preference if Comments should be added before, or after, a selected stock item when processing documents and printing comments on layout files. 

The default "Append notes after item" setting is not selected. It will display on document lines and document layout files as follows: 

  1. Comment 
  2. Item 
  3. Remark 

The "Append notes after item" setting is TICKED (selected). It will display on document lines and document layout files (like in TurboCASH3 / TurboCASH4 / TurboCASH5 / osFinancials4 and before build 300 of TurboCASH5.2 / osFinancials5) as follows: 

  1. Item 
  2. Remark 
  3. Comment 

If you need to insert the comments AFTER a selected stock item in the document lines, select this option.

    1. Next batch number - The batch numbers are are automatically generated starting from the number in this field. These batch numbers are generated for batch transactions as well as the transactions in documents posted to the ledger. 
  1. Select each of the following documents to check or amend the document numbers, batch types (except in the case of Orders and Quotes), select the paper type, change the headings, if necessary, and to enter the messages you wish to be displayed on the documents:
    1. Debtor (customer / client) documents:
      1. 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.
      2. Credit notes will record the sales returns received from your debtors (customers / clients) from your stock code file. This source document will, once updated (posted) to the ledger, reverse the entries or part of the transactions issued and posted on the Invoice.
      3. Quotes will record the promise to sell specified goods or stock items at certain prices and quantities, if the debtor or customer accepts the quote within a specified period. Once a quote is accepted, it can be confirmed and converted to an Invoice. Quotes cannot be updated (posted) to the ledger.
    2. Creditor (supplier / vendor) documents:
      1. Purchases (Goods Received Notes) will record all the purchase transactions with your creditors or suppliers from your stock code file. This source document will, once updated (posted) to the ledger, record the purchases in the stock ledger, the stock control account in the general ledger and the creditors account in the creditor's ledger.
      2. Supplier returns will record the purchase returns returned to your creditors (suppliers) from your stock code file. This source document will, once updated (posted) to the ledger, reverse the entries or part of the transactions issued and posted on the Purchase document (Goods Received Note).
      3. Orders will record the stock items or goods, which are ordered from a creditor or supplier. Once an order is fulfilled, i.e. the stock items or goods are received, the order can be confirmed and converted to a Purchase document (Goods Received Note). Orders cannot be updated (posted) to the ledger.
  2. Click on the Statement setup tab to enter up to 3 Statement message lines to print globally on all Debtor statements (Reports → Debtors → Debtor statement).
  3. Click on the OK button to save your changes and close or exit this screen.

If you click on the Page setup button, the following screen will be launched: