Supporting books for Accounts

Ledgers Characteristics

Shows the position of dues to each

creditor; summary is displayed at the end
Creditors of the ledger for all creditors

Shows the position of dues from each

debtor; summary is displayed at the end
Debtors of the ledger for all debtors

Has an opening balance and closing

balance; is maintained for each bank
account separately; summary is displayed
at the end of the ledger listing all banks
Bank book accounts and balances

Has an opening balance and closing

balance; is different from petty cash book

This combines cash and bank balances

with two distinct columns on the receipts
side and two distinct columns on the
payments side; for each bank a separate
column is required. Usually if there is
more than one bank account, then cash
and bank books are not combined
As it is, in the accounting software, these
Cash book & bank book are not combined
Registers Characteristics

All sales transactions are

recorded invoice-wise starting
from 1st April to 31st March. This
cannot show the balance due
Sales from any debtor

Details of all sales returns,

invoice-wise, customer-wise with
Sales return reasons are maintained

All purchase transactions are

recorded, invoice-wise starting
from 1st April to 31st March. This
cannot show the balance due to
Purchase any creditor

Details of all purchase returns,

invoice-wise, supplier-wise with
Purchase returns reasons are maintained

Details of all fixed assets,

category-wise of the assets
maintained; a summary is
prepared at the end in terms of
Fixed assets blocks of fixed assets

Details of all investments,

category-wise maintained; a
summary is prepared at the end
in terms of trade, non-trade,
quoted and unquoted
investments as required under
Schedule VI of The Companies'
Act for final financial statements
Investment of P&L and balance sheet
In the books of M/S Alamgir & Sons

Creditors ledger

Name of the creditor: M/S Tripathi & Sons

Date Particulars Dr.

13.04.2009 Invoice no. 015/07.04.09

Cheque no. 87662 of Union Bank of
18.05.09 India, Pune 2,53,235
22.05.09 Invoice no. 033/15.05.09
Part payment cheque no. 87800 of
27.07.09 Union Bank of India, Pune 200,000

19.8.09 Balance payment cheque no. 98231 176,989

Debtors ledger

Name of the debtor: Godrej Products Limited

Date Particulars Dr.

04.04.09 Invoice no. 15/04.04 2,87,565

Part payment received - DD 870 on
30.06.09 Dena Bank, Pune
02.07.09 Invoice no. 37/02.07. 153,455
02.08.09 Final payment 266,020

Bank book

Name of the bank: Union Bank of India, Pune

Date Particulars Receipts (Dr.)

01.04.09 Opening balance
02.04.09 Cash deposited 12,750
10.04.09 Cash with drawal
17.04.09 Outstation cheque realised 136,754
18.05.09 Cheque payment - 87662 clearing
30.06.09 DD deposited - clearing 175,000
Part payment - cheque - clearing
27.07.09 87800
02.08.09 Clearing cheque - Godrej 266,020
19.08.09 Cheque payment - 98231 clearing
Cash book
Date Particulars Receipts (Dr.)
01.04.09 Opening balance
02.04.09 Deposit with the bank
10.04.09 Cash withdrawal 10,000
Cr. Balance (Cr.) Remarks

2,53,235 2,53,235

0 Full payment
3,76,989 3,76,989

176,989 Part payment

Cr. Balance (Dr.) Remarks

2,87,565

175,000 112,565 Part payment

266,020
0 Settled account

Payments (Cr.) Balance (Dr.) Remarks

2,53,485 Current account
266,235
10,000 256,235
402,989
253,235 149,754
324,754

200,000 124,754
390,774
176,989 213,785
Payments (Cr.) Balance (Dr.) Remarks
22,570
12,750 9,820
19,820
In the books of M/S Alamgir & Sons

Sales register

Date Invoice no. Name of the customer Customer ref. no.

Sales return register

Date Invoice no. Name of the customer Customer ref. no.

Cumulative sales

Date Sales till date Sales for the day

Purchase register

Supplier's invoice
Date Our ref. no. Supplier name no. & date

Purchase return register

Supplier's invoice
Date Our ref. no. Supplier name no. & date
 Customer code Items sold Quantity Unit rate Value ED

Customer code Items returned Quantity Unit rate Value Complaint no.

Cumulative sales for the

Sales for the day year Sales returns till date Sales return for the day

Supplier code no. Items supplied Quantity Unit rate Value ED

Relevant correspondence
Supplier code no. Items returned Quantity Unit rate Value reference
 VAT Gross value Remarks

Action taken Remarks

es return for the day Total sales return Net sales for the year

VAT Gross value Remarks

Complaint
evant correspondence registration no.
reference with supplier Follow-up for action
Specimen accounts in the general ledger

Ledger account: Sales income

Date Particulars Dr.
01.04.09 Opening balance
Summary posting
02.04.09 Summary posting
04.04.09 Summary posting
13.04.09 Wrong entry corrected 25,200.00

30.04.09 Summary posting

Total 25,200.00

Ledger account: Purchases

Date Particulars Dr.

01.04.09 Opening balance 0.00

01.04.09 Summary posting 104,000.00
06.04.09 Summary posting 523,750.00
15.04.09 Wrong entry corrected 12,500.00
22.04.09 Wrong entry corrected
29.04.09 Summary posting 286,900.00
30.04.09 Total purchases for the month 3,365,780.00

Ledger account: Loans from Bank of Maharashtra EMI - Rs.3,50,000/-

Date Particulars Dr.

01.04.09 Opening balance

Summary posting (principal
30.04.09 amount out of EMI amount) 250,000.00
Summary posting (principal
31.05.09 amount out of EMI amount) 265,000.00

Ledger account: Fixed assets (summary account)

Date Particulars Dr.

01.04.09 Opening balance 52,845,000.00
30.04.09 Summary posting - additions 2,345,678.00
31.05.09 Summary posting - sale value

31.03.10 Summary posting - additions 3,489,500.00

Total for the year 61,324,800.00
Depreciation

List of items of income, expenses, assets and liabilities in a general ledger

Income Expense

Sales or services Materials consumed

Sale of scrap Wages

Rent received Power
Interest received Other utilities
Dividend received Repairs & maintenance
Consultancy charges Direct mfg. expenses
Other professional fees Factory overheads
Brokerage received Depreciation
General & administrative
Discount received expenses

Profit on sale of fixed assets Marketing/selling expenses

Profit on sale of investments Misc. expenses
Finance expenses
Rent paid
Brokerage paid
Discount paid
Interest paid
Cr. Balance (Cr.)
0.00 0.00
108,000.00 108,000.00
212,450.00 320,450.00
216,700.00 537,150.00
511,950.00

523,645.00
6,874,650.00 6,849,450.00

Cr. Balance (Dr.)

0.00

23,450.00

23,450.00 3,342,330.00

Cr. Balance (Cr.)

2,785,400.00 2,785,400.00

2,535,400.00

2,270,400.00

Cr. Balance (Dr.)

52,845,000.00
55,190,678.00
 2,745,000.00 52,445,678.00

61,324,800.00
7,358,976.00 53,965,824.00

neral ledger

Assets Liabilities

Cash & bank Bank overdraft/cash credit

Inventory
Sundry debtors/receivables
Loans and advances
Pre-paid expenses
Accrued income
Investment tradable
Fixed assets
Other investments (non-
tradable)
Sundry creditors/bills
payables
Provisions for expenses
Prvision for tax
Dividend payable
Other loans (short-term)
Debentures
Bonds
Fixed deposits from public

Loans to subsidiary companies Share capital

Business loss Reserves & surplus
Preference share capital
Remarks

Net of sales returns and excise duty

Remarks
Net of purchase returns but
including excise duty & logistics
inward

Remarks

Remarks