Difference between revisions of "GNUKhata/C2/Welcome-to-GNUKhata/English"

Learning Objectives

At the end of this tutorial, you will be able to:

• Install GNUKhata
• Run GNUKhata on your machines
• Register an organisation for a financial year
• Set Preferences for the Organisation
• Create Accounts in GNUKhata
• Login into GNUKhata

System Requirements

To record this tutorial, I am using

• Ubuntu 12.04 Operating System
• GNUKhata version 1.1
• Firefox version 3.6 or above.

System Requirements

• GNUKhata works well on all versions of Ubuntu
• Starting from 11.04 and above.
• It has also been tested on Debian Distro of GNU/Linux.

To open GNUKhata interface, we use:

• It is recommended that users use Mozilla Firefox version 3.6 or above.
• GNUKhata can also run smoothly on other browsers like Chromium and Opera.

GNUKhata is a Free and Open Source (FOSS) Accounting Software. It can be deployed by:

• Both Profit making and Non-profit making organisations
• NGOs.

It provides a Free and Open Source(FOSS) solution for basic book keeping.

For more information about GNUKhata, please visit our website http://gnukhata.org.

• So let us now see how to install GNUKhata on Linux machines.
• For this, download the latest version of GNUKhata from http://www.gnukhata.org/public

Installation of GNUKhata

The installer is named GNUKhata-installer_1.1.tar.gz

Installation of GNUKhata

Right-click on the installer and select Extract here.

Installation of GNUKhata

Open a terminal by pressing Ctrl+Alt+T

Type the command sudo apt-get update

Now, through the terminal, go inside the installer folder by typing cd installer_1.1

• Once inside the installer directory, execute the following command:

chmod +x ./gkinstall.sh

• With this command, we are giving the executable permission

• Now, type sudo ./gkinstall.sh
• With sudo command, we are giving root user privilege.
• This installation takes some time.

When the prompt returns without any error, type the command sudo startgk

To run GNUKhata on your machine, open the Firefox browser.

Type http://localhost in the address bar.

You will be able to run GNUKhata.

If you cannot run GNUKhata with this url, please type http://localhost:8080

This is the Welcome screen of GNUKhata.

• Select Existing Organisation
• Create New Organisation

Here you see two buttons:

• The first one is Selecting Existing Organisation
• And the second is Create a New Organisation.

Click on Create New Organisation button

Since we have just installed GNUKhata, we will have to create a new organisation.

For this, click on Create New Organisation button.

Note the four most important options of GNUKhata:

• The first is Organisation Name.
• The second is the Organisation Type.
• The third is the Financial year start-date i.e From Date and finally
• The Financial end-date i.e To date

Here in the textbox for Organisation Name: Let us type a name of a company, in the Organisation Name: textbox.

Say, Free Accounting Foundation.

Next, we have to choose between an NGO or a Profit Making organisation.

Let me select NGO as my option.

Now we have to specify From Date and To Date for the financial year.

I will type 01-04-2011 and 31-03-2012 respectively.

Now, press the Next button.

The name of the organisation and the chosen financial year appears at the top.

This is how you have to write the script.

This procedure has been mentioned in the Checklist. You are required to adhere to all the criteria in the Checklist, at all stages of Creation.

I have completed upto this point. Please do likewise for the rest of the script.

After you have done so, I will get this script validated by a novice (an MCom post-graduate). You may need to revise the script based on the feedback received.

• You can enter information such as the address, contact details etc.
• For now, I will choose not to enter any of these details as they are optional.

If you choose to fill details here, then click the Save button.

However, since we are not entering any details, let's press the Skip button.

• Note, we have to wait for some time, because the database is being created.
• We have to go through this process only once while creating a new organisation.

Next page: Two preferences option

• Here you have to choose your Preferences for your organisation.
• There are two checkboxes.

• The first one is Projectwise Accounting.
• This is to be used if you have different ongoing projects
• If you wish to keep Project wise records for your organisation.
• If you want project wise accounting only then check this box.

See what happens when this checkbox is checked

• Two new textboxes appear below
• You have to enter the name of the project in one textbox.
• Enter sanctioned amount for that project in another textbox
• Let me enter spoken tutorial as my project name.
• 800 as sanctioned amount.

• For adding more than one project name click Add More Projects option.
• I won't do it now since it will be a repetitive task.

.

Next is for Manual Account codes. If you check this check-box:

• The account code however will be auto-generated while creating accounts.
• You can optionally give account codes manually while creating accounts.

• Many organisations or individuals choose to maintain account code manually
• So I will check this checkbox.

• After stating your preference, press Save button.
• You will get a message at the top saying Your preferences have been saved.
• Having given preferences now, we have to create new accounts.

• At this point if you want to quit the program you can press the quit button.
• For now I will choose to create accounts.
• So let me create a few accounts.

Creating Account

• Note, every account falls under a group and optionally a subgroup.
• Of the main groups some will have opening balances
• Incomes and expenses will not have opening balance, as per standard accounting practice.

• The first is Group Name.
• Click on dropdown to see all Group names provided by the software.

• Select a group name.
• Here I choose Current Asset as Group name.
• Assets represent everything which a business owns and has money value.

• Loans(Asset) means loans given to the creditors.
• It is long-term loan, usually given to outsiders.

• Loans (Liability) taken from others will be mentioned in this group.

Click on the dropdown of sub groups

• After selecting Group name you have to select subgroup name as required.
• These subgroups are also provided by the software.

• There are Groups like Capital, Current Liability, Loans(Liability),
• These accounts will have credit opening balance.
• There are groups like Current Assets, Fixed Assets and loans (Assets),
• These accounts will normally have Debit opening balance.

You can create additional subgroups which we will see in the tutorial titled Account Management.

But for now, I shall choose Bank as a subgroup name.

• Next field is Account name
• Here I enter the name of the Account as SBI.

• So,we see a field for account code.
• GNUKhata suggests an account code as you can see.
• We can edit the suggested code or leave it as it is.

• Let's enter the debit opening balance.
• The default value as you can see is 0.00
• You can accept this or enter any positive or negative value.

I will enter 5000 as debit opening balance.

It gives you the total of all Debit Opening Balances so far entered.

Right now it is 0 because we have not yet saved the account with debit opening balance.

It gives you the total of all Credit Opening Balances so far entered.

Right now it is 0 because no account with credit opening balnce has been saved.

It gives difference between debit and credit opening balances.

After filling all the necessary data, I will press the Save button.

• Here you are.Message appears at the top which tells tells you have successfully created the desired account.

• Note that the amounts in the total debit have been updated.
• Total Debit and Credit opening balance depends on what type of opening balance you have entered.
• Note that, the fields Total debit opening balance, Total credit opening balance and Difference in opening balance are read only
• They get updated after saving a new account.

If you do not wish to create any more accounts, click Finish button.

Congratulations! You have now created the books for the organisation Free Accounting Foundation .

Next page Username and password.

Next, a new screen appears which asks for the username and password.

• For demo, the username and the password is admin.
• You can change it later if you want.
• Lets click Login button.
• If you ever wish to logout, you can click on Logout at the top right of the screen

• Note, a new page appears with the name of the organisation
• It even has financial year and the menu bar at the top.

To stop GNUkhata, type on the terminal sudo stopgk

In the next few tutorials, we will learn about all the features that are available in GNUKhata’s Menu.

Summary

So in this tutorial we have seen :

• How to install GNUKhata

How to create:

• New organisation
• Set preferences
• Add an account and finally log into GNUKhata.

• 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

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.
• Thank you for watching.