Accounting Shiksha Notes 1
Accounting Shiksha Notes 1
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TOPIC 1: INTRODUCTION OF BOOK-KEEPING & ACCOUNTING
What is Transaction?
In business activity a lot of “give & take” exist which is known as transaction.
Transaction involves transfer of money or money’s worth. Thus exchange of money,
goods & services between the parties is known to have resulted in a transaction.
For Example,
Buying & Selling of Goods & Services, Expenses, Incomes & Many More
What is Book-Keeping?
It is necessary to record all these transactions very systematically & scientifically so
that the financial relationship of a business with other persons may be properly
understood, profit & loss and financial position of the business may be worked out at
a particular date. The procedure to record all these transactions is known as “Book -
keeping”.
What is Accounting?
Accounting is the analysis & interpretation of book keeping records. It includes not
only the maintenance of accounting records but also the preparation of financial &
economic information which involves the measurement of transactions & other events
relating to entry.
The Accounting Process Includes Summarizing, Analyzing & Reporting These
Transactions To Oversight Agencies, Regulators, And Tax Collection Entities.
Recording Process:
Transaction Financial
Journal Ledger Trail Balance
Documentation Statements
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Double Entry System:
Let’s Assume, A Car Dealer is selling a Car worth ₹ ….. & Customer pays the whole
amount to Car Dealer
Car Dealer’s Books Customer’s Books
Car Stock - Decrease Car - Increase
Cash/Bank - Increase Cash/Bank - Decrease
As per the Double Entry System , “Every Debit effect must have an equal &
Opposite Credit effect”
Business Transactions:
▪ These business transactions when settled immediately by giving cash then
that transaction is called as “cash transaction”.
▪ Similarly, if the business transaction is settled later by taking credit period
from party then those transaction is called “credit transaction”.
Accrual Concept
The accrual principle is an accounting concept that requires accounting transactions to be recorded
in the time period in which they occur, regardless of the time period when the actual cash flows for
the transaction.
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TOPIC 2: TERMINOLOGIES IN ACCOUNTING
Types of Assets:
1) Fixed Assets (Sustains In Business For More Than One Year)
➢ Tangible (Which Can Be Seen & Touched)
▪ Eg: Land, Machinery, Computer, Etc.
➢ Intangible (Which Cannot Be Seen & Touched)
▪ Eg: Goodwill, Software, Patents, Etc.
2) Current Assets (Sustains In Business For Less Than One Year)
➢ Quick Assets (Which Can Be Quickly Converted In Cash)
▪ Eg: Cash At Bank, Debtors, Accounts Receivables, Etc.
➢ Other Current Asset (Which Cannot Be Quickly Converted In Cash)
▪ Eg: Stock, Prepaid Expenses
3) Investments (Amount Invested Outside The Business)
➢ Eg: Shares, Debentures, Mutual Funds, Etc.
4) Fictitious Assets / Misc. Expenses Assets (Dummy Assets)
➢ Eg: Share Issue Expenses
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7) Liability: Amount owed by the enterprise to the outsiders i.e. to all others
except the owner. e.g., trade creditor, bank overdraft, loan etc.
Types of Liabilities:
1) Capital (Money invested in business responsible to repay, Profits to be added,
Drawings {Goods or Amount withdrawn by proprietor for personal use} to be
reduced)
2) Loans (Liability) (Money borrowed for business)
➢ Secured Loan (Against Security)
• Banks, Financial Institutions, NBFC
➢ Unsecured Loan (Without any security)
• Friends, Relatives, Debentures
3) Current Liability (Payable Within A Year)
➢ Eg: Creditors, Outstanding Expenses, Bills Payables, Etc.
4) Contingent Liability (Liability May Arise)
Examples
Wages, Factory rent, Material Cost, Premises Renting, Fuel, Freight,
Carriage Inwards etc.
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b. Indirect Expenses: Unlike direct, indirect expenses are not directly
related or assigned to the core business operations. Indirect expenses
are necessary to keep the business up and running, but they can’t be
directly related to the cost of the core revenue generating goods or
services.
Examples
Salaries, Telephone bills, Printing & Stationery, Legal & Accounting
charges, Carriage Outwards etc.
Types of Expenses
Direct Indirect
Carriage Incentives
Inward
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11) Income: Amount Earned By Business From Any Source Other Than Sales Will
Be Considered As Income.
Types of Income
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TOPIC 3: Classification of Accounts
Personal Accounts:
e.g., Anand’s a/c, Ramesh’s a/c, Pankaj a/c are classified as natural
persons’ personal accounts.
e.g., Delhi Cloth Mill; M/s Sahoo & Sahoo; Hans Raj College; Gymkhana
Club are classified as artificial persons’ personal accounts.
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Real Accounts:
Nominal Accounts:
The accounts recording transactions relating to the losses, gains, expenses and
incomes e.g. Rent, salaries, wages, commission, interest, bad debts etc., are classified
as nominal accounts.
OR
Debit – Receiving the Benefit
Credit – Giving the Benefit
Debit Credit
Debit indicates benefit received by Credit indicates benefit given by
account & recorded to left-hand side of account & recorded to right -hand side
account which is called as debit side. of A/c which is called as Credit side.
Recording a transaction on debit side Recording a transaction on credit side
after applying the rules is termed as after applying the rules is termed as
“debiting an account” “crediting an account”
Journal Entries
Mr. A/c …. Dr 1,00,000 (Debiting an Account)
To Sales A/c 1,00,000 (Crediting an Account)
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Dr. Ledger A/c Cr.
Particulars Amount Particulars Amount
Previous Year: The Previous year (PY) is the year in which business earns an
income.
Assessment Year: The assessment year (AY) is the year following the FY in which
the income of business is evaluated.
FY 2019-2020 FY 2020-2021
1st April 2019 31st March 2020 1st April 2020 31st March 2021
Income Earned Payment of Tax & Return Filing
Pervious Year / Financial Year-19-20 Assessment Year- 20-21
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TOPIC 5: Tally Prime
Tally Prime Introduction
Tally Prime has been developed by Tally Solutions Pvt Ltd., a company located in
Bangalore, India Company. The Tally Prime is very user-friendly accounting software
that runs on MS Windows and has Indian Laws accounting such as GST, TDS etc.
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Versions of Tally:
➢ Tally 3.0 (1990)
➢ Tally 3.12 (1991)
➢ Tally 4 (1992)
➢ Tally 4.5 (1994)
➢ Tally 5.4 (1996)
➢ Tally 6.3 (2001)
➢ Tally 7.2 (2005)
➢ Tally 8.1 (2006)
➢ Tally 9 (2006)
➢ Tally ERP 9 (2009)
➢ Tally Prime, Release 1.1 (2020)
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TOPIC 6: Company Creation & Management in Tally Prime
Company Creation
❖ Select “Create Company” option
from the Main screen of Tally as
shown beside.
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Select Company
❖ Press Alt + K for Company Options
❖ Choose “Select” Option from the menu.
❖ From the new screen select the required company.
❖ Either Press Shortcut key “Alt + F3” from Gateway of
Tally to select company.
Shut Company
❖ Press Alt + K for Company Options
❖ Choose “Shut” Option from the menu.
❖ From the new screen select the required company to shut.
❖ Either Press Shortcut key “Ctrl + F3” from Gateway of Tally
to select company.
Alter Company
❖ Press Alt + K for Company Options
❖ Choose “Alter” Option from the menu.
❖ Make updates as per requirements & Accept the screen.
Delete Company
From Company Alteration screen press shortcut key of Delete i.e.,
Alt + D
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TOPIC 7: Explanation of Gateway of Tally Screen
The Gateway of Tally screen has following sections:
B] Main Area:
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Purchase → Buying Of Goods
➢ Cash
F9
➢ Credit
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Debit Note → Purchase Return
➢ Cash
Alt + F5 ➢ Credit
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Contra → Entry in which only Cash / Bank Is recorded
F4 ➢ Cash Deposited in Bank
➢ Cash Withdrawn from Bank
➢ Amount Transferred From One Bank To Another Bank
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Receipt → Cash / Amount in Bank Comes in Business
➢ Income receipt
F6 ➢ Amount received from party
➢ Asset sold for cash
➢ Amount invested in business by proprietor / Director
Journal → entries which does not fit in any voucher will be recorded in journal or
Book Closing entries
F7
➢ Asset purchased / sold on credit
➢ Expenses Booking Entries
➢ Appreciation / depreciation
➢ Write off entries / reverse entries
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TOPIC 9: Groups in TALLY.ERP 9
1. Bank Account (Sub Group – Current Assets): All banks current accounts must
be tagged under this group. Savings bank account can also be tagged under this
group. Eg HDFC Bank, ICICI Bank A/c etc
2. Bank OD Account (Sub Group – Loans (Liabilities)): Create all bank loan account
and tag them under this group Eg: IDBI OD A/c, KOTAK BANK OD A/c etc
3. Branch / Divisions (Primary Group): This groups helps an accountant to
maintain the branches of its head office. Eg Kalyan Branch A/c, Bangalore
Branch A/c, Mumbai HO A/c etc
4. Capital A/c (Primary Group): All capital A/c must be tagged under this group
whether the company is proprietor concern or partnership firm or a Ltd co also.
All drawings of the owners are also tagged under this account.
5. Cash-in-hand (Sub group – Current Assets): There is one ledger in which the
cash in hand group is tagged “Cash”. This ledger is given by default in tally and
the user need not have to create the same. The user can tag this group under
the Petty Cash A/c ledger also.
6. Current Assets (Primary Group): As this is a primary group there are many sub
groups defined under this group which are:
a. Stock In Hand
b. Deposits
c. Loans & Advances
d. Sundry Debtors
e. Cash-in-Hand
f. Bank Accounts
Kindly note that when the user creates any current assets ledger, it is advisable
to look out first whether it can be tagged under any of the sub groups first, if it
cannot then directly tag it under current assets group.
7. Current Liabilities (Primary Group): As this is a primary group there are many
sub groups defined under this group which are:
a. Duties & Taxes
b. Provisions
c. Sundry Creditors
Kindly note that when the user creates any current liabilities ledger, it is
advisable to look out first whether it can be tagged under any of the sub groups
first, if it cannot then directly tag it under current liabilities group.
8. Deposits (Sub group – Current Assets): All deposits accounts is created under
this group. Eg Electricity Deposits, Telephone Deposits etc
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9. Direct Expenses (Primary Group): All expenses which are directly related to the
manufacturing of the product are tagged under this group. (Trading A/c Dr side
items) such as Wages A/c, Carriage Inward A/c etc. This expenses directly
affects Gross Profit.
10. Direct Income (Primary Group): All income which are earned directly from
selling manufacturing goods are tagged under this group (Trading A/c Cr side
items) Sale of by product, Sale of scraps related to produced items etc
11. Fixed Assets (Primary Group): The assets purchased for permanent use are
tagged under this account such as Furniture, Land & Building, Plant &
Machinery etc
12. Indirect Income (Primary Group): This income is earned by the non-business
activities such as commission received, Interest Received, Fire Claim received,
Sale of old news papers etc (P&L A/c Cr Side)
13. Indirect Expenses (Primary Group): These are the expenses which are incurred
to operate the business as whole. Eg: Salaries A/c, Depreciation A/c, Taxes A/c,
Printing & Stationary A/c etc. (P&L A/c Dr Side)
14. Investments (Primary Group): There are two conditions to be satisfy before
tagging any ledger under this group as under:
a. The can be resold in the market at any point of time.
b. It should generate income by the way of interest or dividends etc.
Eg: Equity Bonds A/c, NSC Bonds A/c etc.
15. Loans & Advances (Assets) (Sub group – Current Assets): A loan given by the
company to its employees, directors, sister concerns etc these arer tagged
under this group. Advances are not considered as loans, these are given for a
particular purpose against which either goods are received by the company or
services to be received in near future. These are settled within short period of
time.
16. Loans (Liabilities) (Primary Group): As this is a primary group there are many
sub groups defined under this group which are:
a. Bank OD A/c
b. Secured Loans
c. Unsecured Loans
Kindly note that when the user creates any loans liabilities ledger, it is advisable
to look out first whether it can be tagged under any of the sub groups first, if it
cannot then directly tag it under loans liabilities group.
17. Miscellaneous Expenses (Assets) (Primary Group): Here we create all expenses
accounts that are not written off to P&L the same year in which they are
incurred under this group. These expenses are written off proportionately over
several years. Eg: Prelimnary Expenses etc
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18. Provisions (Sub groups – Current liabilities): All provisions accounts set aside
from profits to meet any unpaid expenses for the current year or to incurred
losses for the future years under this groups. Eg:- Provisions for taxes A/c,
Provisions for Bad Debts etc.
19. Purchases Account (Primary Group): All purchases & purchase returns are
tagged under this group to record the purchase transaction.
20. Reserves & Surplus (Sub – group – Capital): All reserves accounts are tagged
under this group which are set aside from profit for further use such as General
Reserve, Share Premium, Net Profit etc
21. Sales Accounts (Primary Group): All Sales & Sales Returns are tagged under this
group to record the sales transaction.
22. Secured Loans (Sub group – Loans(Liabilities)): All loans taken by the company
with the security against it are tagged under this account. Eg: Term Loan from
SBI etc
23. Stock In Hand (Sub group - Current Assets)): If the user activates accounts with
inventory from features then there is no need to create Stock A/c under this
group as the Inventory section will take care of the stock balances but if the
user is maintaining only accounts in the company features and it has physical
stock in the business then a stock A/c should be created under this group and
the opening and closing stock values and on 1st April and 31st March should be
given by the user.
24. Sundry Creditors (Sub group – Current Liabilities)): All the vendor names from
whom the company has made purchases and against which the payment is
need to be made is tagged under this group. It is also called as “Accounts
Payable Accounts”.
25. Sundry Debtors (Sub group – Current Assets)): All the Customers names to
whom the company has made sales and from whom the receipt is supposed to
be received is tagged under this group. It is called as “Accounts Receivable
Accounts”.
26. Suspense Accounts (Primary Group): All accounts where the actual amount of
the ledger is temporarily not known are tagged under this group. Eg: Leave
Travelling Allowances A/c etc.
27. Unsecured Loans (Sub group – Loans (Liabilities)): All loan accounts which are
taken by the company against which the security is not given are tagged under
these group. Loan from Friend etc
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List of Groups to Display in Tally Software:
A] Single Ledger:
Gateway of Tally> Create (C) > Ledger
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4. Save it
B] Multiple Ledger:
Gateway of Tally> Chart of Accounts (H)> Ledgers>
Multi- Masters (Alt + H) > Multi Create
1. Select the group under which the ledgers will be
created
2. Enter the name of the ledger
3. Enter the opening balances if any & additional
information if any the save it
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C] Alter a Single Ledger:
Note: - Tally Prime does not allow deletion of ledgers that have transactions.
Therefore if user needs to delete the ledger then user has to delete all the
transaction entries related to the ledger.
As per the preferences set, you can enter transaction data accordingly. In most of the
cases, you can incrementally enable or disable other features by pressing F11 at any
point you need.
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TOPIC 12: Configuration Settings in Tally Prime
Tally Prime configuration is applicable for all the companies that are located in the
Tally data directory. The F12: Configurations may vary from menu to menu.
For example: If we press F12: Configuration from the voucher screen, then the
respective screen displays on the screen.
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