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 1.2
• Firefox version 17.0

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 recommend 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, you need to have the root admin access.

• Click on installer_1.2.tar.gz
• When download window pops up, choose Save file option and click OK

Installation of GNUKhata

Right-click on the installer and select Extract here.

Installation of GNUKhata

Open terminal by pressing Ctrl+Alt+T and type following commands.

• Type the command sudo apt-get update
• Give the root password if asked

Now, go inside the installer folder by typing cd installer_1.2

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

sudo chmod +x ./gkinstall.sh

• With this command, we are giving the executable permission
• Give the root password if asked

• 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

http://localhost:8080

• 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 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.

Four important options of GNUKhata appear on the screen:

• Organisation Name.
• Organisation Type.
• Financial Year From Date and
• To date

• Here, in the Organisation Name field, let's type the name of a company.
• For example, Free Accounting Foundation.

• Next, under Organisation Type, we have two choices 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.

Point to Free Accounting Foundation and Financial Year

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

• Information pertaining to the organisation has to be filled here.
• For now, I will choose not to fill any of these details, as they are optional.

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

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.
• This is a one-time process while creating a new organisation.

Point to two checkboxes:

• Projectwise Accounting
• Manual Account Codes

• On the next webpage, you have to choose the Preferences for your organisation.

There are two checkboxes here:

• Projectwise Accounting
• Manual Account Codes

If you want project wise accounting, then check the Projectwise Accounting box.

• Note what happens when this checkbox is checked.
• Two new textboxes appear below

• We have to type the name of the project in the first textbox.
• So, let's type spoken tutorial.

• Enter the sanctioned amount for that project, in the next textbox.
• Let's enter 800 as the sanctioned amount.

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

.

• Next checkbox is for Manual Account codes.

If you check this check-box:

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

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

• After stating your preference, press Save button.
• A message will be displayed at the top - Your preferences have been saved.

After adding the preferences, we can create new accounts.

At this point if you want to quit GNUKhata, you can press the Quit button.

For now I will click on Create Account button to create a few accounts.

Here, we have to add accounts for the organisation.

Every account falls under a Group and optionally a Sub-Group.

Click on the dropdown to see all the Group names provided by GNUKhata.

• Notice the Groups Corpus, Current Liability, Loans(Liability).
• These accounts will have Credit opening balance.

• Then, there are groups like Current Asset, Fixed Assets and Loans (Asset).
• These accounts will normally have Debit opening balance.

The groups Direct Income, Indirect Income, Direct Expense and Indirect Expense will not have any opening balance.

All other groups will have an opening balance.

• I will choose Current Asset as Group Name.
• Assets represent everything which a business owns and has a monetary value.

Click on the dropdown of Sub-Group Name

• After selecting Group Name, you have to select the Sub-Group Name as required.
• These are the subgroups provided by GNUKhata.
• You can add any Sub-Group Name as you wish.
• For now, I shall choose Bank as a Sub-Group Name.

• But you can create additional subgroups also.
• We will learn that in another tutorial.

Enter SBI

• In the Account name field,
• I will type the name of the Account as SBI.

• Recall, we had preferred to create account codes manually earlier.
• So here,we see a field for account code.

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

• Next, 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.

The total of all Debit Opening Balances entered so far will be displayed here.

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

Next, the total of all Credit Opening Balances so far entered is displayed here.

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

The last field displays the difference between debit and credit opening balances.

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

A message appears at the top which tells you have successfully created the desired account.

Note that the amount in the Total Debit Opening Balance has been updated.

Total Debit and Credit Opening Balance depend on what type of opening balance you have entered.

• Note that, Total debit opening balance, Total credit opening balance and Difference in opening balance are read only fields.

They get updated after saving a new account.

• If you wish then you can create more accounts.
• Else click on the Finish button.

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

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

Click on Login button

• The default username and the password is admin.
• You can change it later if you want.
• Lets click on the Login button.

Note, a new page appears with the name of the organization and the financial year period.

Notice the menu bar at the top with some options.

To logout, you can click on the Logout option at the top right of the screen.

To stop GNUkhata, switch to the terminal and type sudo stopgk

Summary

So in this tutorial we have learnt :

• To install GNUKhata

To create:

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

Assignment

• Create new organisation in GNUKhata named Spoken Tutorial
• Set Preferences
  • Select Projectwise Accounting
  • Add project name Accounting
• Add an account for corpus/capital group name

• 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. This is Trupti Kini from the GNUKhata project, IIT Bombay.
• Thank you for watching.