Basic Accounting

Basic concept of accounting

Accounting: It is an art of recording, classifying and summarizing in significant manner and in terms of money,
transactions and events which are of financial character and interpreting the results thereof.
Business transaction: A business transaction is The movement of money and moneys worth form one person
to another. Or exchange of values between two parties is also known as Business Transaction.
Purchase:
Sales:

A purchase means goods purchased by a businessman from suppliers.

Sales is goods sold by a businessman to his customers.

Purchase Return or Rejection in or Outward Invoice:

a part of goods purchased by the businessman to his suppliers.
Sales Return or Rejection out or Inward Invoice:
goods sold by the customer to the businessman.

Purchase return means the return of the full or

Sales return means the return of the full or a part of the

Assets: Assets are the things and properties possessed by a businessman not for resale but for the use in the
business.
Liabilities:

All the amounts payable by a business concern to outsiders are called liabilities.

Capital:

Capital is the amount invested for starting a business by a person.

Debtors:

Debtor is the person who owes amounts to the businessman.

Creditor:

Creditor is the person to whom amounts are owed by the businessman.

Debit:

The receiving aspect of a transaction is called debit or Dr.

Credit:

The giving aspect of a transaction is called credit or Cr.

Drawings:
Drawings are the amounts withdrawn (taken back) by the businessman from his business for his
personal, private and domestic purpose. Drawings may be made in the form cash, goods and assets of the
business.
Receipts:
voucher.

It is a document issued by the receiver of cash to the giver of cash acknowledging the cash received

Account:
Account is a summarized record of all the transactions relating to every person, every thing or
property and every type of service.
Ledger:

The book of final entry where accounts lie.

Journal entries:

A daily record of transaction.

Trail Balance: It is a statement of all the ledger account balances prepared at the end of particular period to
verify the accuracy of the entries made in books of accounts.
Profit: Excess of credit side over debit side.

Profit and loss account:

Balance Sheet:
liabilities.

It is prepared to ascertain actual profit or loss of the business.

To ascertain the financial position of the business. It is a statement of assets and

Types of accounts

Personal account:
businessmen deal.
Principles:

Personal accounts are the accounts of persons, firms, concerns and institutions which the

Debit the receiver

Credit the giver

Real Account:
These are the accounts of things, materials, assets & properties. It has physical existence
which can be seen & touch.
Ex. Cash, Sale, Purchase, Furniture, Investment etc.
Principles:

Debit what comes in

Credit what goes out

Nominal account:
Nominal account is the account of services received (expenses and Losses) and services
given (income and gain)
Ex. Salary, Rent, Wages, Stationery etc.
Principles:

Debit all expense/losses

Credit all income/ gains

Tally 9.0
Tally is a complete business solution for any kind of Business Enterprise. It is a full fledged
accounting software.
Procedure for creating company in Tally
Double click on Tally icon on desktop. Alt+F3 Company info-Create company.
Accounts Only: To maintain only the financial accounts of the company. Inventory (stock)
management is not involved in it.
Account with Inventory: This is the default option, which allows maintaining both the financial
account of the company as well as the inventory of the company.
Select Company:
We can choose the company which is already created.
Shortcut key - F1.
Shut Company:

It is used to close the company which is opened. Shortcut key - Alt+F1.

It is used to make alterations in the company creation like name, date, maintain etc.
Quit:

Exits from Tally. 1. Click on quit button.

2. Esc, Esc, Esc and enter.
3. Ctrl+Q

Short cut keys

Alt+F3

Company information menu

Enter

To accept information typed into a field.

To accept a voucher or master.
To get a report with further details of an item in a report.

Esc

To remove what has been typed into a field.

To exit a screen.
To indicate you do not want to accept a voucher or master.

To accept a form wherever you use the key combination the screen or report will be accepted as it is on
this screen.
It quits the screen without making any changed to it.
Alt+C
To create a master at a voucher screen.
When working within an amount field presses Alt+C to act as a calculator.
Alt+D

Ctrl+Enter

To delete a voucher.
To delete a master.

To alter a master while making an entry or viewing report.

F2

Date

Alt+F2

Change period

Alt+F1

To see detail

F11

Features company

F12

Configuration options are applicable to all the companies in a data directory.

Ctrl+N

Calculator screen.

Ctrl+V

Voucher mode (Cr. Dr)

Invoice mode (name of item, rate, quantity, and amount)

Gateway of tally-Accounts info-Group
Bank account
Bank Account
Bank Od account
Branch/division
Capital account
Cash in hand
Current asset
Current liability
Deposit
Direct expenses
Direct income
Indirect expense
Indirect income
Duties and tax
Fixed asset
Investment
Loans and advance
Loan (liability)
Miscellaneous expenses
Provisions
Retained earning
Reserves and surplus
Purchase account
Sales account
Secured loan
Stock in hand
Sundry debtors
Sundry creditors
Suspense
Unsecured account
Meaning:
Current asset:
It is converted into cash with in a year. Ex. Bills receivable
Direct expenses:
These are the expenses which are directly related to manufacturing of goods.
Ex. Wages, factory rent, heating, lighting etc
Indirect expense:
These are the expenses which are indirectly related to manufacturing of goods.
Ex. Salary, rent, stationery, advertisement, printing
Decrease the value of the asset.
Sundry debtors:
Sundry creditors:

The person who is the receiver or customer

The person who gives or supplier.

Expenses Outstanding or Unpaid expenses or Expenses due:

Expenditure incurred during current year but the amount on which is not yet paid. (Added to the
expenditure on the debit side and entered on the liability side.)
Income received in advance or Income received but not earned
Income received during the current year but not earned or a part of which relates to the next year.
(Deducted form the concerned income on the credit side and entered on the liability side)

Prepaid advance or Expenses or Prepaid expenses

Expenditure paid during current year but not incurred or a part of which relates to the next year is
called expenditure prepaid. (Deducted form the concerned expenditure on the debit side and entered on
the assets side)
Income outstanding or income earned but not received or Income accrued

Income outstanding means income earned during the current year but the amount on which is
not yet received (added to the concerned income on the credit side and entered on the asset side)
Gateway of Tally-Accounts info-ledger-create
Ledger
Opening stock
Purchase
Purchase return
Fright charges
Carriage inwards or Purchases
Cartage and coolie
Octroi
Manufacturing wages
Coal, gas, water
Oil and fuel
Factory rent, insurance, electricity, lighting and heating
Sales
Salary
Postage and telegrams
Telephone charges
Rent paid
Rates and taxes
Insurance
Audit fees
Interest on bank loan
Interest on loans paid
Bank charges
Legal charges
Printing and stationery
General expenses
Sundry expenses
Discount allowed
Carriage outwards or sales
Traveling expenses
Advertisement
Bad debts
Repair renewals
Motor expenses
Depreciation on assets
Interest on investment received
Interest on deposit received
Interest on loans received
Commission received
Discount received
Rent received
Dividend received
Bad debts recovered
Profit by sale of assets
Sundry income
Loan from others
Bank loan
Bank overdraft
Bills payable

Group
Stock in hand
Purchase account
Purchase account
Direct expenses
Direct expenses
Direct expenses
Direct expenses
Direct expenses
Direct expenses
D
irect expenses
Direct expenses
Sales account
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect expenses
Indirect income
Indirect income
Indirect income
Indirect income
Indirect income
Indirect income
Indirect income
Indirect income
Indirect income
Indirect income
Loan Liabilities
Loan Liabilities
Bank OD
Current Liabilities

Sundry creditors
Mortgage loans
Expense outstanding
Income received in advance
Other liabilities
Capital
Drawings
Cash in hand
Cash at bank
Fixed deposit at bank
Investments
Bills receivable
Sundry debtors
Closing stock
Stock of stationery
Loose tools
Fixtures and fittings
Furniture
Motor vehicles
Plant and machinery
Land and building
Leasehold property
Patents
Goodwill
Prepaid expenses
Income outstanding

Sundry creditors
Secured loans
Current Liabilities
Current Liabilities
Current Liabilities
Capital account
Capital account
Cash in hand
Bank account
Deposit
Investments
Current asset
Sundry debtors
Stock in hand
Current asset
Fixed asset
Fixed asset
Fixed asset
Fixed asset
Fixed asset
Fixed asset
Fixed asset
Fixed asset
Fixed asset
Current asset
Current assset
Trading account: Buying and selling of goods.

Dr.
To
To
To
To
To
To
To
To
To
To

Receiving aspect
Direct expenses

Opening stock
Purchases
(-)purchase return
Freight charges
Cartage and coolie
Lorry hire
Manufacturing expenses
Wages
Factory rent, fuel power
Gross profit (transfer to profit and loss account)

Amount
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx

Giving aspect Cr.

Direct Income
Amount
By Sales
xxx
By (-)Sales return
xxx
By Closing stock
xxx

To
To
To
To
To
To
To
To
To
To
To
To
To
To
To
To
To

To Profit and loss account: Actual profit and loss of the business
Indirect expenses or payments
Amount
Indirect income or receipts
Salary
xxx
By Gross profit
Postage and Telegram
xxx
By Interest on investment received
Telephone charges
xxx
By Interest on deposit received
Rent paid
xxx
By Interest on loans received
Rate and taxes
xxx
By Discount received
Insurance paid
xxx
By Discount received
Interest on bank loan
xxx
By Rent received
Bank charges
xxx
By Bad debts received
Printing and stationery
xxx
By Net loss
Discount allowed
xxx
Advertisement
Carriage outward (sales)
Depreciation on assets
General expenses
Traveling
Bad debts
Net profit

Amount
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx

Balance sheet: Actual financial position

Liabilities
Bank loan
Bank overdraft
Bills payable
Sundry creditors
Expenses outstanding
Capital
(-)drawings
Net profit

Amount
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx

Assets
Cash in hand
Cash at bank
Fixed deposit at bank
Investments
Bills receivable
Sundry debtors
Closing stock
Stock of stationery
Furniture
Plant machinery
Land and building
Motor vehicles
Prepaid expenses
Income outstanding

Amount
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx

Alt+F3 Company Creation

Gateway of tally-Accounting voucher
F4

Contra:

F5

Payment:

F6

Receipt:

F7
F8

Journal:
Sales:

F9

Purchase:

party)

Records funds transfer between cash and bank accounts.

Deposit into bank or Opened bank account Cr. Cash
Dr. Bank
Withdraw form bank
Cr. Bank
Dr. Cash
Record all bank and cash payments.
Paid or Give
Dr.
Cr. Cash/bank (in case cheque)
Records all receipts into bank or cash accounts.
Received or Borrow or Take Cr.
Dr. Cash/bank (in case cheque)
Records adjustments between ledger accounts.
Records all sales.
Dr. Cash/party (incase of credit-party)
Cr. Sales
Records all purchase.
Cr. Cash/party (incase of creditDr. Purchase

Journalize the following transactions

1. Commenced business with cash Rs.10, 000.
2. Deposit into bank Rs. 15,000
3. Bought office furniture Rs.3,000
4. Soled goods for cash Rs.2,500
5. Purchased goods form Mr X on credit Rs.2,000
6. Soled goods to Mr Y on credit Rs.3,000
7. Received cash form Mr. Y on account Rs.2,000
8. Paid cash to Mr X Rs. 1,000
9. Received commission Rs. 50
10. Received interest on bank deposit Rs. 100
11. Paid into bank Rs. 1,000
12. Paid for advertisement Rs.500
13. Purchased goods for cash Rs. 800
14. Sold goods for cash Rs. 1,500
15. Paid salary Rs. 500

Sl.N
o
1

2
3

Key
F6

F4
F5

Gateway of tally-Account info-Ledger-Create

Gateway of tally Accounting voucher
Type of
Voucher
Ledger
Group
Principles
account
Cr. Capital
Capital
Personal
Giver
account
Receipt
Dr. Cash
Cash in
Real
Comes in
hand
Cr. Cash
Cash in
Real
Goes out
hand
Contra
Dr. Bank
Bank
Real
Comes in
account
Payment Dr. Office
Fixed asset
Real
Comes in

Amount
10,000
10,000
15,000
15,000
3,000

furniture
Cr. Cash
Dr. Cash
4

F8

Sales

Cr. Sales
Cr. X

F9

Purchase

Dr. purchase
Dr. Y

F8

Sales

Cr. Sales
Cr. Y
Dr. cash

F6

Receipt

F5

Dr. X
Payment Cr. Cash

F6

10

F6

11

F4

12

F5

13

F9

14

F8

15

F5

Cash in
hand
Cash in
hand
Sales
account
Sundry
creditor
Purchase
account
Sundry
debtors
Sales
account
Cash in
hand

Real

Goes out

3,000

Real

Comes in

2,500

Real

Goes out

2,500

Personal

Giver

2,000

Real

Comes in

2,000

Personal

Receiver

3,000

Real

Goes out

3,000

Giver

2,000

Comes in

2,000

Receiver

1,000

Real

Cash in
Real
Goes out
1,000
hand
Cr. commission
Indirect
Credit all
Nominal
50
income
income
Receipt
Dr. cash
Cash in
Real
Comes in
50
hand
Cr. Interest on
Indirect
Credit all
Nominal
100
bank deposit
income
income
Receipt
Dr. Bank
Bank
Real
Comes in
100
account
Cr. Cash
Cash in
Real
Goes out
1,000
hand
Contra
Dr. Bank
Bank
Real
Comes in
1,000
account
Dr.
Indirect
Debit all
Nominal
500
Advertisement
expenses
expenses
Payment
Cr. Cash
Cash in
Real
Goes out
500
hand
Cr. Cash
Cash in
Real
Goes out
800
hand
Purchase
Dr. purchase
Purchase
Real
Comes in
800
Cr cash
account
Dr. cash
Cash in
Real
Comes in
1,500
hand
Sales
Cr. Sales
Sales
Real
Goes out
1,500
account
Dr. salary
Indirect
Debit all
Nominal
500
expense
expenses
Payment
Cr. Cash
Cash in
Real
Goes out
500
hand
Gateway of tally-Accounts info-Ledger-Multiple ledger Alter-All items (for

To viewledger)
Gateway of tally-Display-Day book-Alt+F1 (to see detail)

(Accounting Voucher)

Inventory information
Alt+F3 Company creation-Maintain-Accounts with inventory
Gateway of Tally-Inventory information-Unit of measure
Gateway of tally Inventory information-Godown
Gateway of tally-Inventory information-Stock group
Gateway of tally Inventory information-Stock item
To View
Gateway of tally-Display-Day book-Alt+F2 (change period) Alt+F1 (to see detail)
Gateway of tally-Stock summary

or

1. On 1-4-06 Raman commenced business with cash of Rs. 25,00,000. He further introduced Land
and Building costing Rs. 30,000, Plant and Machinery costing Rs. 25,000 and furniture and fixture
costing Rs. 36,000.
2. On 2-4-06 Purchased Vehicle and Patents Rs. 20,000 and Rs. 15,000.
3. On 5-4-06 He deposited Rs. 1, 00,000 into Canara Bank.
4. On 6-4-06 Purchased from Cadbury Company
500 5 Stars @ Rs. 5
1000 Cadbury @ Rs. 5
100 Kit kat @ Rs. 4
200 Dairy milk @ Rs. 7

00
00

5. On 10-4-06 Purchased from Paras

Moov @ Rs. 20
DClod @ Rs. 12

00
0
00
0
00

6. On 13-4-06 Sold to Pankaj

Moov @ Rs. 20.50
DClod @ Rs. 12.25
Adhensive tape roll @ Rs. 15.25
Band Aid box @ Rs. 252
Boric Acid powder @ Rs.14

00
00
0

7. On 15-4-06 Sold to Akbar

Cadbury @ Rs. 6
5 Star @ Rs.5.25
Kit Kat @ Rs. 6
8. On 16-4-06 Paid to Cadbury company Rs.
9. On 18-4-06 Received from Pankaj
10. On 20-4-06 Paid to Paras Rs.
11. On 25-4-06 Received from Akbar Rs.

12. On 26-4-06 Purchase from Well Cloth

T-Shirts

Lee-25Pc-Rs.200
Nike-30Pc-Rs.300
Formal Shirts Pan America-35Pc-400
Peter England-30Pc-450
Jeans Pants Tiger-20Pc-500
Ruff and Tuff-30Pc-350
Cotton Pants Arrow-40Pc-200
Ex-Calibar-20Pc-250
13. Paid Postage Rs. 500 by cheque
14. Received commission Rs. 15,000
15. Paid wages Rs. 2,500

Procedure for Inventory Problem

Gateway of Tally-Inventory Info-Unit of Measure-CreateSymbolNos. Pcs
Formal Name-Number
Pieces
Gateway of Tally-Inventory Info-Stock Group-Create
Chocolate, Medicines, Cotton Pants, Jeans Pants, Formal Shirts, T-Shirts
Gateway of Tally-Inventory Info-Stock Item-Create
5 Stars
Kitkat
Chocolate
Cadbury
Dairy milk
Moov
DClod
Adhensive tape rolls
Band Aid box
Boric Acid powder
Lee
Nike
Pan America
Peter England
Tiger
Ruff and Tuff
Arrow
Ex-Calibar

Medicines

T-Shirts

Formal Shirts

Jeans Pants

Cotton Pants

Journalize the following Transactions using the debit and credit

given by the American accounts
1. Commenced business with cash
2. Deposited into bank
3. Purchased goods for cash
4. Sold goods for cash
5. Purchased goods from A on credit
6. Sold goods to B on credit
7. Withdraw from bank
8. Paid A on account
9. Received from B on account
10. Took loan from C
11. Gave loan to D
12. Paid salary
13. Cash withdraw from the business for personal use
14. Rent paid to E

10,000
5,000
3,000
2,500
4,000
4,500
3,000
2,000
2,500
5,000
4,000
1,000
200
1,000

Ledger

Group

Capital

Capital Account

Cash

Cash in hand

Bank

Bank account

Purchase

Purchase account

Sales

Sales account

Sundry creditor

Sundry debtor

Sundry creditor

Sundry debtor

Salary

Indirect expenses

Drawings

Capital account

Rent

Indirect expenses

Rakesh and company

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.

Started business with cash Rs. 2,000, Bank Rs. 20,000.

Issued cheque for goods purchased Rs. 1,000.
Bought goods for cash Rs.8,000.
Bought furniture from Anil for cash Rs.100.
Bought goods from harish Rs. 1,500.
Bought goods from chandan on credit Rs. 5,800.
Returned damaged goods to Chandan Rs.800.
Bought goods from Naveen and paid by cheque immediately Rs.400.
Sold goods to Guptha Rs. 1,000.
Received a cheque from Guptha Rs.1,000 for goods sold.
Paid commission Rs.2,000.
Paid wages by cheque Rs.4,000.
Draw cheque for personal use Rs.4,000.
Draw cash for personal use from bank Rs.3,000.
Receive a cheque from Manju Rs.2,800.
Borrow loan from Anands Rs.1,000.
Paid Anands Loan with interest Rs.1,000.
Ledger
Capital
Bank
Purchase
Anil
Chandan
Harish
Purchase return
Naveen
Sales
Guptha
Commission
Wages
Drawings
Manju
Anand

Group
Capital account
Bank account
Purchase account
Sundry Creditor
Sundry Creditor
Sundry Creditor
Purchase account
Sundry Creditor
Sales account
Sundry debetor
Indirect expenses
Direct expenses
Capital account
Sundry Creditor
Sundry Creditor

Haridas and company

1.Started business with cash Rs.10,000,furniture Rs.4,000 and machinery Rs.5,000.
2.Bought goods from Anil on credit Rs. 4,000 and for cash Rs.5,000.
3.Sold goods to Rajesh on credit Rs.5,000 and for cash Rs.3,000.
4. Bought goods from Arun Subject to trade discount of 2% of Rs.2,000.
5. Sold goods to Ramesh subject to trade discount of 5% of Rs.4,000.
6. Paid salary Rs.1,000, printing Rs.150 and wages rs.100.
7.Received rent Rs.500, commission Rs.400.
8. Received a cheque from Ganesh Rs.1,000.

Ledger

Group

Capital

Capital account

Furniture

Fixed asset

Machinery

Fixed asset

Purchase

Purchase account

Anil

Sundry Creditor

Sales

Sales account

Rajesh

Sundry debtor

Arun

Sundry creditor

Ramesh

Sundry debtor

Salary

Indirect expenses

Printing

Indirect expenses

Wages

Direct expenses

Rent

Indirect expenses

Commission

Indirect expenses

Ganesh

Sundry creditor

Trade discount

Indirect expenses

Memorandum book
Particulars
1. Commenced business with cash Rs. 10,000.
2. Purchased goods for cash Rs.3,000.
3. Opened a bank account with Rs.2,000.
4. Purchased stationary Rs.1,00.
5. Purchased furniture Rs.1,000.
6. Sold goods to A Rs.2,000.
7. Purchased goods from B Rs.2,000.
8. Sold goods for cash Rs.1,000.
9. Paid for postage Rs.20.
10. Took loan from C Rs.1,500.
11. Paid rent Rs.300.
12. Withdraw from bank Rs.800.
13. Received from A on account Rs.500.
14. Paid commission by cheque Rs.200.
Ledger
Capital
Purchase
Bank
Purchase
Stationary
Furniture
Sales
A
B
Potage
C
Rent
Commission

Group
Capital account
Purchase account
Bank account
Purchase account
Indirect expenses
Fixed asset
Sales account
Sundry debtor
Sundry Creditor
Indirect expenses
Sundry Creditor
Indirect expenses
Indirect expenses

Roa and company

Particulars

Rs.

1. Bought goods for cash

2. Bought office furniture for cash
3. Paid for postage
4. Purchased goods from Rajkamal
5. Sold goods for cash
6. Bought goods from Rahim
7. Sold goods to Suresh
8. Sold goods to Nayak
9. Purchased goods for cash
10. Recevied cash from Nayak
11. Paid cash to Rahim
12. Returned goods to Ralkamal
13. Suresh returned goods
14. Paid salary
15. Sold goods for cash
16. Rao withdraw for his personel use
17. Paid for stationery
18. Paid rent
19. Received commission

2,500
500
10
2,000
150
400
400
250
400
200
50
200
50
150
500
800
100
50
225

Ledger
Capital
Purchase
Postage
Rajkamal
Sales
Rahim
Suresh
Nayak
Purchase returns
Salary
Drawings
Stationary
Rent
Commission

Group
Capital account
Purchase account
Indirect expenses
Sundry Creditor
Sales account
Sundry Creditor
Sundry Debtor
Sundry Debtor
Purchase account
Indirect expenses
Capital account
Indirect expenses
Indirect expenses
Indirect income