Computer Based

Accounting
Notes for PGDCA 4th semester
PROVIDED BY MAYANK SINGH
 Accounts with Inventory  Batch wise Details
 Multiple Godown.  Tally Audit
 Multiple Currencies  Security Control
 Reconciliation  Web-Enabled
 Voucher Class.  Print Preview
 Budget and Controls  Online Help
 Price List  Backup and Restore
 Export and Import of Data
Prepared By - Mayank Singh
Definition Of Accounts :-
The individual record of Person, Firm, Asset, abilities,
Expenses or Income is called as Account.
Book Keeping :- Book Keeping means maintaining the record of business
transaction in a systematic manner.
Transaction :- An exchange of money or money’s worth between
two parties is called a transaction.
Type of Transaction
1. Cash Transaction 2. Credit Transaction
Objective Of Book Keeping :-
 To know the profit or loss of business during a particular period.
 To know the capital invested in the business on any particular day.
 To know the total assets and liabilities of the business on a particular

date.
 To know the total debtors and creditors of the business.
 To find out the total incomes and total expenditure of the business.
 Manual System

P r o c e d u r e o f w r it in g A c c o u n t s : - >

1. J ourna l B ook

2. Ledger Book

3. B a la n c in g o f e a c h L e d g e r

4. R e c o n c ilia t io n

5. T r ia l B a la n c e

6 . T r a d in g & P r o f it & L o s s A / c

7. B a la n c e S h e e t
 Manual System
Journal Book :-
It is a book of accounts where the transactions are
recorded for the first time.

Date Particulars L/F Dr. Cr.

amount amount
Rs. Rs.
02sept.26 This column is used to write
the name of accounts which
get Debit and Credit effect.
( Narration :- Start with
‘Being’ word)
 Manual System
Ledger Book :-
Ledger contains accounts of several persons, assets,
expenses, incomes, profits, etc. A ledger is a book of
accounts where the transactions are transferred from the
journal book.

Dr. Ledger a/c Cr.

Date Particulars J/F Amt Date Particulars J/F Amt
Rs. Rs.
 Manual System

Trial Balance :-
The list or the statement of balances of ledger
accounts on a particular date is known as “Trial Balance.”

Trial Balance of xyz company

as on 1st April,2002

Sr.No Particulars L.F. Debit Credit

amount amount
Trading & Profit & Loss A/c :- Manual System

It is an account which shows the net Profit / Net

Loss of a business for certain period.
Trading & Profit & Loss A/C
For the year ended 31st March 2003

Particulars Rs. Particulars Rs.

All Expenses & All Income & Gains

Losses

XX Net Loss a/c XX

Net profit a/c
 Manual System
Balance Sheet :-
The Balance Sheet is a statement showing the financial
position of the business as on a particular day.
“Financial Position” means the details of the different
assets & liabilities.
Balance Sheet
As on 31st March 2003

Liabilities Assets

Current Liabilities Fixed Assets

Reserve & Surplus Investment
Bank OD Current Assets
Unsecured Loan Stock
Sundry Creditors Bank A/c
Outstanding Sundry Debtors
 Types of Accounts

Personal Accounts Impersonal Accounts

Real Accounts Nominal Accounts

Personal A/c :-
The type Personal Account includes the accounts of
individuals, banks, partnership firms, companies, etc.

The Principle of Personal Account is as follows :-

DEBIT THE RECEIVER, AND
CREDIT THE GIVER.

He is the
She is the giver
Receiver
Real Account :-
The type Real account includes the account of
assets, properties, goods and cash.

The principle of Real Account is as follows :-

DEBIT WHAT COMES IN

CREDIT WHAT GOES OUT.

Purchase Transaction :- Goes out

Comes in
Nominal Account :-
Nominal account includes the accounts of all expenses
and losses, incomes, and gains.

The principle of Nominal Account is as follows :-

DEBIT ALL EXPENSES AND LOSSES

CREDIT ALL INCOMES AND GAINS (PROFITS)
Profit
Loss
Inventory :-
Available stock at Factory site.

Types of Inventory :-

* Raw Inventory
Procedure
* Processingof Inventory Control :
Inventory
* Finished Inventory
Sales
Sales Order – Delivery Note – Rejection In – Sales Invoice – Sales
Voucher – Receipt Voucher
Purchase
Purchase Order – Receipt Note – Rejection Out – Purchase Invoice –
Purchase Voucher – Payment Voucher
 Purchase V oucher

Paym ent V oucher

S a le s V o u c h e r
Accounting
vouchers
R e c e ip t V o u c h e r

J ournal V oucher

C ontra V ouch er
 Purchase Voucher :-

Shortcut Key (F9)

Purchase Voucher
Description Records all Credit & Cash purchases

Voucher Entry Account Amount Amount

Supplier’s ledger account Credit
( Sundry Creditors )
Purchases ( Purchase A/C) Debit
Sales Tax on purchases
Debit
 Payment Voucher

Shortcut Key (F5)

Payment Voucher
Description Records all bank and cash payments

Voucher Entry Account Amount Amount

ledger account Debit
( Sundry Creditors)
Bank or cash account, Credit
 Sales Voucher

Shortcut Key (F8)

Sales Voucher
Description Records all credit & Cash sales

Voucher Entry Account Amount Amount

Buyer’s ledger account Debit
( Sundry Debtors )
Sales ( Sales Accounts) Credit
Sales Tax Credit
Receipt Voucher

Shortcut Key (F6)

Receipt Voucher
Description Records all receipts into bank or cash accounts

Voucher Entry Account Amount Amount

Ledger account receiving, Credit
(Indirect Incomes)
Bank or Cash account Debit
 Contra Voucher

Shortcut Key (F4)

Contra Voucher
Description Records funds transfer between cash and bank
accounts
Voucher Entry Account Amount Amount
E.g. Bank-Bank Account Credit
(Bank Accounts)
E.g. Petty Cash Debit
(Cash-in-hand)
 Journal Voucher

Shortcut Key (F7)

Journal Voucher
Description Records all adjustments between ledger accounts

Voucher Entry Account Amount Amount

E.g. Advertising Debit
( Indirect Expenses )
E.g. Office Costs Credit
( Indirect Expenses )
 D e liv e r y N o t e

R e j c t io n s I n

R e c e ip t N o t e
Inventory Vouchers

R e je c t io n s O u t

P h y s ic a l S t o c k

S tock J ourna l
Delivery Note
Shortcut Key (Alt+F8)

Delivery Note
Description Records Delivery stock
Details Ref., ledger a/c, supplier’s name & Address,
recorded order details, name of stock item, stock
Godown, Qty, Rate, Amount.
Rejections In

Shortcut Key (Ctrl+F6)

Rejections In (Sales Returns)

Description Records rejected stock details received from
customers
Details Ref., ledger a/c, supplier’s name & Address,
recorded order details, name of stock item, stock
Godown, Qty, Rate, Amount.
 Receipt Note :-
Shortcut Key (Alt+F9)

Receipt Note
Description Records receipt of new stock from suppliers
Details Ref., ledger a/c, supplier’s name & Address,
recorded order details, name of stock item, stock
Godown, Qty, Rate, Amount.
Rejections Out :-
Shortcut Key (Alt+F6)

Rejections Out (Purchase Returns)

Description Records rejected stock details returned to
suppliers
Details Ref., ledger a/c, supplier’s name & Address,
recorded order details, name of stock item, stock
Godown, Qty, Rate, Amount.
Physical Stock :-
Shortcut Key (Alt+F10)
Physical Stock Voucher
Description Records the physical stock count as the new
stock balance
Details Name of stock item, Godown, Qty.
recorded

Stock Journal :-
Shortcut Key(Alt+F7)

Stock Journal Voucher

Description Essentially records the transfer of stock from
one Godown to another
Details Names of from and to Godowns, name of
recorded stock item, Qty, Rate, Amount, Narration
 D e b it N o t e V o u c h e r

C r e d it N o t e V o u c h e r

R e v e r s in g J o u r n a ls
Accounting
vouchers
M em o V oucher

O p t io n a l V o u c h e r

Post- d ated V ouch er

Debit Note Voucher :-

Shortcut Key (Ctrl + F9)

Debit Note Voucher

Description Records Debit note entry for purchase returns
or overcharging by a supplier
Voucher Account Amount Amount
Entry Supplier’s a/c Debit

Purchases Returns Credit

 Credit Note Voucher :-

Shortcut Key ( Ctrl+F8)

Credit Note Voucher

Description Records Credit note entry for sales returns or
customer overcharging
Voucher Entry Account Amount Amount
Sales Returns Debit
Customer A/c Credit
Reversing Journal Voucher :-
Shortcut Key (F10)

Reversing Journal Voucher

Description Records the voucher entries in a Reversing
Journal Register, without affecting the ledger
accounts and financial statements
Voucher Entry Account Amount Amount
ledger account Debit

ledger account Credit

Reversing Journals are used for the purpose of Scenario

Management reporting. Detailed explanation is available on in
Volume Two.
 Memo Voucher :-
Shortcut Key(F10)
This is a non-accounting voucher and the entries made using
it will not affect your accounts. That is, Tally does not post
these entries to ledgers but stores them in a separate
“Memo Register”.

Memo Voucher
Description Records the voucher entries in a Memo Register,
without affecting the ledger accounts and
financial statements
Voucher Entry Account Amount Amount
ledger account Debit
ledger account Credit
 Optional Voucher :-
This is another non-accounting voucher.
However, it differs from the Memo voucher in two respects :
Firstly, it is not a voucher type, all other voucher types can
be marked ‘Optional’ during voucher entry.
Secondly, you have the option to bring this voucher into your
accounts Temporarily and see its effect on financial reports.

Optional Voucher
Description Records the voucher entries temporarily, to help
visualise the effect on reports, without
affectiong the ledger
Voucher Entry Account Amount Amount
ledger account Debit
ledger account Credit
Inventory Voucher

Sales Order
Purchase Order
Sales Order :-
Shortcut Key(Alt+F4)

Sales Order
Description Records Placing an order of new stock to
Customers
Details Ref., ledger a/c, supplier’s name & Address,
recorded order details, name of stock item, stock
Godown, Qty, Rate, Amount.
Purchase Order :-
Shortcut Key (Alt+F4)

Purchase Order
Description Records Placing an order of new stock to
suppliers
Details Ref., ledger a/c, supplier’s name & Address,
recorded order details, name of stock item, stock
Godown, Qty, Rate, Amount.