Difference between revisions of "GNUKhata/C2/Account-Management/English"

/* Slide 1 */

Learning Objectives /*Slide 2 */

After watching this tutorial, you will be able to:

• Create Accounts
• Edit Accounts

/*Slide 3 */ System Requirements

To record this tutorial, I am using

• GNUKhata version 1.2
• Ubuntu 12.04 Operating System and
• Firefox version 17.0
• For GNUKhata, we recommend the use of Firefox version 3.6 or above.
• It works well with other browsers, too.

Eg-Chromium and Opera.

/*Slide 4*/

I assume that you already know the principles of book keeping.

I also assume that you know to

• Run GNUKhata on your machines and
• Create New Organization in GNUKhata

If not, for relevant tutorials please visit http://spoken-tutorial.org

To run GNUKhata, we need to start the server on our machine.

First, we will open the terminal by pressing Ctrl+Alt+T keys simultaneously.

Then we will type sudo startgk and press Enter.

http://localhost:8080

To run GNUKhata, we will open the Firefox browser.

Then we will type http://localhost:8080 in the address bar.

You will see the Welcome Screen of GNUKhata on the browser.

We will choose the Select Existing Organization option.

We had already created an organization called Free Accounting Foundation earlier.

We will now select it from the drop-down list.

The financial year that we had set, is displayed here.

Now, we shall click on Proceed button and go to the login screen.

The default username and password provided, is admin.

We will learn to create more users in future tutorials.

For now, let us click on the Login button.

We see the Main screen of GNUKhata now.

You will see the organization name and financial year at the top.

You will also see the Main menu.

Account Creation/Find/Edit option.

Under Master menu, choose Account Creation/Find/Edit option.

You will see the page for Creating Accounts.

You can see that there are 13 Group names here.

To create an account, we have to first select a Group name.

Organization Free Accounting Foundation is of the type NGO

So we see Corpus as the Group name.

If our organization type was Profit Making, we would see Capital instead of Corpus.

Now let's understand what is Corpus and Capital.

/*Slide 5*/

• Corpus is the principal amount of an NGO or a trust.
• Capital is the amount invested in the business by the owner.

Point to Current Liability

• Liabilities denote the amounts which a business owes to a person or another firm.
• They are given as credit balances.

• These four groups
  • Direct Income
  • Direct Expenses
  • Indirect Income
  • Indirect Expense
    have similar features.

• They have no opening balance.

I will explain the minor difference between them.

Direct Expense

Direct expenses are expenses related to production and purchasing of goods.

Direct Income is earned from the business or for the services provided.

Indirect Expenses are expenses incurred after the manufacturing process is over.

Indirect income is one that is earned by way of non-business activities.

Eg. sale of old newspaper, sale of cartons.

Select Fixed Assets

Now we will learn about Fixed Assets.

/*Slide 7*/

• Fixed Assets represent everything which a business owns and has monetary value.
• Any asset used in business, for more than one year, is considered as a fixed asset.
• They are always shown as debit balance.

Click on Sub-groups Select Fixed assets

• Under Fixed Assets, let us select a sub-group name.
• We can either select a sub-group name from the list or create a new one.
• For now, let us select Furniture from the list.

You can see that Account code is automatically generated.

Type 2000 in Debit Opening Balance.

Click on Save.

A message is displayed which shows that our account is created successfully.

Let us create one more account.

Let's choose the group Direct Expense

• Notice that the drop-down list for sub-group does not have any sub-groups by default.
• If you do not wish to have a sub-group, you can select No Sub-group option.

But for this entry, let us choose the Create New Subgroup option.

As soon as we do this, a new text box appears.

Here, we can type the name of the subgroup we wish to create.

Let us type Salary in the text-box.

Type Salary for employees

I will type Salary for employees as the account name and press Enter.

• Also note an important point here.
• There is no provision to enter an opening balance for this account.
• This is because, an account under the group Direct Expense cannot have an opening balance.

Notice that the Account Code is automatically generated.

You can change this account code if you wish.

Once again, the message confirms that the account was created successfully.

Now what if we typed the name incorrectly? What do we do?

Well, don't worry at all! We can edit the accounts.

• For editing, we will click on Find / Edit Accounts tab.
• Note that, you can also press alt + 2 to go to this page.
• And alt + 1 to come back to the Add Account page.

• Now you can see a drop-down menu - Search Account By
• The account can be searched by either Account Name or Account Code.

Let us search the account by Account Name.

From the Account Name drop-down, let us select Salary For Employees

Once Account Name is selected, click on the Search button.

Here, the details for Salary For Employees is displayed.

• To edit the details of this account, let us click on Edit button. *This will make the account editable.

• Salary For Employees is under the Group Direct Expense.
• Hence, we can only edit the account name and not the opening balance
• Let us modify the account name to Salary For Staffs.

To save the changes made, click on Confirm button.

• On doing so, the confirmation message is displayed at the top.
• This message shows that you have successfully edited your account.

• Similarly, you can edit the Account details by searching with Account Code.

Summary

In this tutorial we have learnt about:

• Groups and Sub-groups
• To create an account
• And also to edit an account in GNUKhata.

Assignment

• Create account with Group name - Current Asset, Sub Group name - Bank and Account Name - SBI.
• Create a second account under the Group name - Current Asset and Sub-group name - Cash.
• The second account should have the name Cash On Hand.
• The third account should be under the Group name - Current Asset and Sub-group name - Cash

It should be named Cash.

• Watch the video available at: http://spoken-tutorial.org/What_is_a_Spoken_Tutorial
• It summarizes the Spoken Tutorial project
• If you do not have good bandwidth, you can download and watch it

/*Slide 11*/

The Spoken Tutorial Project Team

• Conducts workshops using spoken tutorials
• Gives certificates to those who pass an online test
• For more details, please write to contact@spoken-tutorial.org

Acknowledgement

• Spoken Tutorial Project is a part of the Talk to a Teacher project
• It is supported by the National Mission on Education through ICT, MHRD, Government of India
• More information on this Mission is available at: http://spoken-tutorial.org\NMEICT-Intro

• That’s it for this tutorial. This is Trupti Kini from the GNUKhata project, IIT Bombay.
• Thank you for watching.