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
• To run GNUKhata on your machines
• Create New Organization in GNUKhata

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

Execute on terminal sudo startgk

• To run GNUKhata, you need to start the server on your machine.
• To start the server, open the terminal through Ctrl+Alt+T from the keyboard
• Then type sudo startgk and hit Enter.

http://localhost:8080

• To run GNUKhata on your machine, open the Firefox browser
• Type http://localhost:8080 in the address bar.

You will see GNUKhata's Welcome Screen on the browser

We will choose the Select Existing Organization option.

• We had already created an organization called Free Accounting Foundation in the previous tutorial.
• We will select it from the drop-down list.

As you can see, the financial year we had set is shown now.

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

• The default username provided is admin and the password is also admin.
• How to create more users will be taught in the future tutorials.
• Let us now click on the Login button.

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

• As you can see, there are thirteen Group names.
• To create an account, first we have to select the 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 lets see 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.

• There 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 relating to production and purchasing of goods.

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

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

Indirect income is one which is earned by the way of non-business activities. Eg. sale of old newspaper, sale of carton boxes.

Select Fixed Assets

Now we will talk about Fixed Assets.

/*Slide 7*/

• Fixed Assets represent everything which a business owns and has money value.
• Any asset used in business for more than one year is considered 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 select sub-group name from the list or we can create a new sub-group.
• For now, let us select Furniture.

In the Account Name, type Office Furniture.

You can see, account code is automatically generated.

Type 2000 in Debit Opening Balance.

Click on Save.

As you can see, the message shows that our account is created.

Let us create one more account.

Let's choose the group Direct Expense

• Now 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 this time let us choose the Create New Subgroup option

• As soon as we do this, a new text box appears.
• You can type the name of the subgroup you wish to create.

Let us type Salary in the textbox.

Type Salary for employees

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

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

• You can see that, the Account Code is automatically generated
• You can change this account code if u wish.

Now Click on Save

As you can see again, the message confirms that the account was entered successfully.

This is how accounts are created in GNUKhata.

• What if you typed the name incorrectly?
• Well, don't worry at all.
• We can also edit the accounts.

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

• You can now see that, there is a drop down Search Account By
• The Account can be searched by Account Name or Account Code.

Let us search the account by Account Name

From the Account Name dropdown, let us select Office Furniture

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

As you can see, the details for Office Furniture is displayed.

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

• Office Furniture is under the Group Fixed Assets.
• Hence we can edit the account name as well as the Opening Balance.
• Let us edit the name to Office Furniture and Fixtures.
• Change opening balance to Rs. 3000

To save the changes we made, we have to click on Confirm button.

• Once you click on Confirm, you can see the confirmation message on the top.
• This message shows that you have successfully edited your account.

• Similarly, you could have edited the Account details by searching with Account Code.
• This brings us to the end of this tutorial.

Summary

In this tutorial we have learnt about:

• Groups and Sub-groups
• How to create an account
• Also how to edit an account in GNUKhata.

Assignment

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