GNUKhata/C2/Account-Management/English

Title of script: Account Management

Author: Trupti Kini

Keywords: video tutorial

Visual cue	Narration
Display desktop /* Slide 1 */	Welcome to this tutorial on Account Management in GNUKhata.
Show Slide Learning Objectives /*Slide 2 */	In this tutorial, you will be able to: Create Account Edit Account Delete Account
Show Slide System Requirements	In this tutorial, I am using Ubuntu 12.04 Operating System GNUKhata version 1.2 Firefox version 17.0
Show Slide 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 runs smoothly on browsers like Chromium and Opera.
Prerequisites /*Slide 4*/	For this tutorial, you must be familiar with: The principles of book keeping. How to run GNUKhata on your machines and How to Create New Organization in GNUKhata If not, for relevant tutorials please visit http://spoken-tutorial.org
Open Terminal by pressing Ctrl+Alt+T	To start the server open the terminal by pressing Ctrl+Alt+T and type sudo startgk Press Enter Give root password if asked
Open Firefox >> in the address bar, type http://localhost:8080	Open the Firefox browser. Type in the address bar http://localhost:8080
GNUKhata's Welcome screen	You will see GNUKhata's welcome screen on the browser
Click on Select Existing Organization button	We will choose the Select Existing Organization button
Select Free Accounting Foundation from Organization drop down	We had already created an organization called Free Accounting Foundation in Welcome to GNUKhata tutorial We will select it from the drop-down list.
Point to the Financial year dates	The financial year we had set is shown now.
Click Proceed button	Now, we shall click on Proceed button and go ahead to the login screen.
Click on Login button	For now,let us click on the Login button with default username and password.
Screen 3	You will see the organisation name and financial year period at the top You will also see 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 the drop-down of Group Name.	As you can see there are 13 Group names here. To create an account, we have to first select a Group name.
Point to the Corpus	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. Now let's understand 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	Then there are four groups Direct Expenses Direct Income Indirect Expense Indirect Income which have similar features. They have no opening balance.
	I will explain the minor difference between them.
/*Slide 6*/ Direct Expense	Direct expenses are expenses related to production and purchasing of goods.
Direct Income	Direct Income is earned from the business or for the services provided.
Indirect Expense	Indirect Expenses are expenses incurred after the manufacturing process is over.
Indirect Income	Indirect income is one that is earned by way of non-business activities. eg. sale of old newspaper, sale of cartons.
Switch to slides /*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 as a fixed asset. They are always shown as debit balance.
	Let us create one account.
Choose Direct Expense from the drop down of Groups	Let's choose Direct Expense from group name
Point there are no sub-groups	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.
Click on Create New Sub-group under Sub group drop-down	But for this entry, let us choose the Create New Subgroup option.
Point to New sub-group name text-box	As soon as we do this, a new text box appears. Here, we can type the name of the subgroup we wish to create.
Type Salary in the New sub-group text-box	Let us type Salary in the text-box. Newly created subgroup name appears in the subgroup list after saving the account
Point to Account Name textbox Type Salary For Employees	I will type Salary For Employees in the account name field
Point to No Opening Balance Option	Also note an important point here. 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.
Point to Account Code	Notice that the Account Code is automatically generated. You can change this account code if you wish.
	I will leave it as it is, for now.
Click Save	For now, click on Save
Point to Confirmation Message at the top	As you can see again, the message confirms that the account was created successfully.
More features – Editing Accounts	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.
Click on Find / Edit tab	For this, we will click on Find / Edit Accounts tab. Note that, you can also press alt + 2 to go to this page. And alt + 1 to come back to the Add Account page.
Point to Search Account By drop-down	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 is not checked in Preferences
Select Account Name from the dropdown	Let us search the account by Account Name.
Select Salary For Employees from Account Name dropdown	In the account name dropdown, there is a default account "Income and Expenditure". For organisation type NGO we have "Income and Expenditure" as default account For Profit making we have P & L. These accounts can be edited but cannot be deleted.
Click on Search button	Now, click on the Search button.
Point to the Search result	Here, the details for Salary For Employees 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 Salary For Employees to Salary for Staffs	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.
Click on Confirm	To save the changes made, click on Confirm button.
Point to Confirmation Message	On doing so, the confirmation message is displayed at the top. This message shows that you have successfully edited your account.
	Similarly, you can edit the Account details by searching with Account Code.
Point to Delete Account	Now we will see how to delete this account We can delete only those accounts which has no opening balance and no transaction Default accounts cannot be deleted
Point to Search Account By	From the Search Account By lets select Account Code
Point to account code textbox	A textbox appears below to enter account code Type account code of Salary For Staffs account
Point to search button	Now, click on search button
Point to the search result	As you can see, the details for the account Salary For Staffs is displayed
Click on delete button	To delete the account click on delete button
Point to message confirmation	An alert will pop up "Do you really want to delete Salary For Staffs?"
Click on ok	Click on ok button A message appears saying that the account was deleted
	We now successfully edited and deleted an account.
/*Slide 8*/ Summary	In this tutorial we have learnt about: Groups and Sub-groups To create an account And also to edit and delete an account in GNUKhata.
/*Slide 9*/ Assignment	Create account with Group name - Current Asset, Sub Group name - Bank and Account Name - SBI. Create a second account under the Group name - Current Asset and Sub-group name - Cash. The second account should have the name Cash On Hand. The third account should be under the Group name - Current Asset and Sub-group name - Cash It should be named Cash.
	Replace the auto-generated account code with any code you wish
/*Slide 10*/	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
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. This is Trupti Kini from the GNUKhata project, IIT Bombay. Thank you for watching.

Contributors and Content Editors

Nancyvarkey, Trupti