GNUKhata/C2/Account-Management/English

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Visual cue Narration
Display desktop

/* Slide 1 */

Welcome to this series of spoken tutorials on Account Management in GNUKhata.
Show Slide

Learning Objectives /*Slide 2 */

After watching this tutorial, you will be able to:

  • Create Accounts
  • Edit Accounts


Show Slide

/*Slide 3 */ System Requirements

To record this tutorial, I am using

  • GNUKhata version 1.1
  • Ubuntu 12.04 Operating System and
  • Firefox version 17.0

If you are using GNUKhata, I would recommend the use of Firefox version 3.6 or above. It works well with other browsers, too. Eg-Chromium and Opera.


Prerequisites

/*Slide 4*/

I assume that you already know

  • The principles of book keeping
  • To run GNUKhata on your machines
  • Create New Organisation in GNUKhata

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

Open Terminal

Execute on terminal sudo ./gkstart

  • 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
  • Type in terminal cd installer_1.1
  • Press Enter
  • Then type sudo ./gkstart and hit Enter.


Open Firefox and type in the address bar

http://localhost

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

http://localhost:8080

If you cannot run GNUKhata with this url, type http://localhost:8080 in the address bar.

GNUKhata's Welcome screen

You will see GNUKhata's Welcome Screen on the browser

Click on Select Existing Organisation button

We will choose the Select Existing Organisation option.

Select Free Accounting Foundation from Organisation drop down
  • We had already created an organisation called Free Accounting Foundation in the previous tutorial.
  • We will select it from the drop-down list.
Point to the Financial year dates

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

Click Proceed button

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

Click on Login button
  • 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.
Screen 3 * As you can see, this is the Main screen of GNUKhata
  • You will see the organisation name and financial year at the top.
  • You will also see all the Main menu.
Go to Master menu and select

Account Creation/Find/Edit option.

  • Under Master menu, choose Account Creation/Find/Edit option.
  • You will see the page for Creating Accounts.
Click on dropdown of Group Name.
  • As you can see, there are twelve Group names.
  • To create an account, first we have to select the group name.
Point to the Corpus
  • Organisation Free Accounting Foundation is of the type NGO. * So we see Corpus as the group name.
  • If our organisation type was Profit Making, we would see Capital instead of Corpus.
  • Now lets see what is Corpus and Capital.
Switch to slides

/*Slide 5*/

  • Corpus is the principal amount of an NGO or a trust.
  • Capital is the amount invested in the business by the owner.
/* Interface */ Click on dropdown of Group Name

Point to Current Liability

  • Liabilities denote the amounts which a business owes to a person or another firm.
  • They are given as credit balances.
Point to Direct Expense
  • There are four groups Direct Income, Direct Expenses, Indirect Income and Indirect Expense which have similar features.
  • These four group name have no opening balance.
  • I will explain the minor difference between them.
/*Slide 6*/

Direct Expense

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

Direct Income

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


Indirect Expense

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


Indirect Income

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

/*Interface*/

Select Fixed Assets

Now we will talk about Fixed Assets.


Switch to slides

/*Slide 7*/

  • It represents 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.


/*Interface*/

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.
Type Office Furniture in Account Name

In the Account Name, type Office Furniture.

Point to Account Code

You can see, account code is automatically generated.

Type 2000 in debit opening Balance.

Type 2000 in Debit Opening Balance.

Click Save

Click on Save.

Point to the message

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

Let us create one more account.


Choose Direct Expense from the dropdown of Groups

Let's choose the group Direct Expense


Point there are no sub-groups
  • 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.




Click on Create New Sub-group under Sub group dropdown

But this time let us choose the Create New Subgroup option


Point to New sub-group name textbox
  • As soon as we do this, a new text box appears. * You can type the name of the subgroup you wish to create.
Type Salary in the New sub-group textbox

Let us type Salary in the textbox.


Point to Account Name textbox

Type Salary for employees

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

Point to No Opening Balance Option
  • 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.
Point to Account Code
  • You can see that, the Account Code is automatically generated. * You can change this account code if u wish.


Click Save

Now Click on Save


Point to Confirmation Message on top

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


This is how accounts are created in GNUKhata.

More features – Editing Accounts
  • We can also edit the accounts.
  • What if you typed the name incorrectly?
  • Well, don't worry at all.
Click on Find / Edit tab
  • 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.
Point to Search Account By dropdown
  • You can now see that, there is a drop down Search Account By . * The Account can be searched by Account Name or Account Code.




Select Account Name from the dropdown

Let us search the account by Account Name

Select Office Furniture from Account Name dropdown

From the Account Name dropdown, let us select Office Furniture

Click on Search button

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


Point to the Search result

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


Click on Edit button
  • To edit the details of this account, let us click on Edit button. * This will make the account editable.
Change Office Furniture to Office Furniture and Fixtures
  • 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
Click on Confirm

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

Point to Confirmation Message
  • 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.
/*Slide 8*/

Summary

In this tutorial we have learnt about:

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


/*Slide 9*/

Assignment

As an assignment, try creating one or more accounts in GNUKhata.


/*Slide 10*/
Spoken Tutorial Workshops

/*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
Show Acknowledgement Slide

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
Thanks for joining
  • That’s it for this tutorial.
  • Thank you for watching.




Contributors and Content Editors

Nancyvarkey, Trupti