Difference between revisions of "Aakash-Business-Tool/C2/Account-Management/English"

/* Slide 1 */

Welcome to this tutorial on Account Management in ABT.

Learning Objectives /*Slide 2 */

In this tutorial, you will be able to:

• Create Account
• Edit Account
• Delete Account

System Requirements

• ABT 1.0
• Android 4.2

/*Slide 4*/

• The principles of book keeping.
• How to run and start ABT
• How to Create a New Organization

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

• We had already created an organization called Free Accounting Foundation in Maintaining organization tutorial

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

• We will find an alert to check Set manual account code
• Before you start creating a new account, you have to specify the account code type ie. manual or automated.
• When first time you enter into this page, the alert-box will appear on the screen
• Check the check-box if manual account code has to be provided or leave it as it is for automatic account code generation.

• I will check the check box and tap on Confirm button
• Remember, This is only one time activity.
• Later on this alert-box will not appear on the screen, instead it will follow the saved preference
  

• Here, we have to add accounts for the organization.

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

• Organization Free Accounting Foundation is of the type NGO

• So we see Corpus in the Group name list.

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

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

• Corpus is the principal amount of an NGO or a trust.

• Capital is the amount invested in the business by the owner.

• Liabilities denote the amounts which a business owes to a person or another firm.

Then, there are groups like

• Current Asset
• Fixed Assets
• Loans (Asset)

These accounts will normally have Debit opening balance

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

• Direct Expense
• Direct Income
• Indirect Expense
• Indirect Income

will not have any opening balance.

• 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.

• I will choose Current Asset as Group Name.

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

• In the Account name field, type account name as SBI

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

• ABT suggests an account code, as you can see.
• We can edit the suggested code.
• We can even 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 in Debit opening balance textbox

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

• Right now it is 0.00
• It is so as we have not yet saved this account with its debit opening balance.

• Right now it is 0.00
• It is so as 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 tells you have successfully created the desired account.

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

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

• Total debit opening balance
• Total credit opening balance
• Difference in opening balance are read-only fields.

• Select guest for role
• Automatically Username & Password will be

Entered in the respective fields

• Tap on Login button to continue

• We are now on the master menu of ABT

Let's choose Direct Expense from group name

Notice that the drop-down list for sub-group does not have any sub-groups by default.

• If you do not wish to create 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.

Newly created subgroup name appears in the subgroup list after saving the account

I will type Salary For Employees in the account name field

• 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.

• Now what if we typed the name incorrectly? What do we do?
• Well, don't worry at all! We can edit as well as delete the accounts.

• When we tap on edit account tab we see page to edit account

• Now you can see a drop-down menu - Search Account By
• The account can be searched by either Account Name or Account Code.
• There is no provision of this dropdown if Manual Account Codes was not checked
• Only Search by Account Name would have been visible

• Let us search the account by Account Name.

• List of account names will be seen below

• Tap on Salary For Employees
• Here, the details for Salary For Employees is displayed.

A prompt box appears which asks whether we want to:

• Edit Account Or

• Delete Account

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

• Only account name and opening balance are 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, tap on Save button.

• Message appears saying changes made successfully

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

• Now we will see how to delete this account
• We can delete only those accounts which has no opening balance and no transaction

• To delete the account, tap on the Salary For Staffs

• Tap on Delete option

Summary

In this tutorial we have learnt about:

• Create Account
• Edit Account
• Delete Account

Assignment

Create account with:

• Account name - Purchase, Group name - Current Liability and Sub-group - Sundry Creditors for Purchase

• Account name - Sales, Group name - Current Liability and Sub-group - Sundry Creditors for Expense

• 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*/

• 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, IIT Bombay.
• Thank you for watching.