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 */	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 1.2 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.
Prerequisites /*Slide 4*/	I assume that you already know the principles of book keeping. I also assume that you know to Run GNUKhata on your machines and Create New Organization in GNUKhata If not, for relevant tutorials please visit http://spoken-tutorial.org
	To run GNUKhata, we need to start the server on our machine.
Open Terminal by pressing Ctrl+Alt+T	First, we will open the terminal by pressing Ctrl+Alt+T keys simultaneously.
Execute sudo startgk on terminal	Then we will type sudo startgk and press Enter.
Open Firefox >> in the address bar, type http://localhost:8080	To run GNUKhata, we will open the Firefox browser. Then we will type http://localhost:8080 in the address bar.
GNUKhata's Welcome screen	You will see the Welcome Screen of GNUKhata on the browser.
Click on Select Existing Organization button	We will choose the Select Existing Organization option.
Select Free Accounting Foundation from Organization drop down	We had already created an organization called Free Accounting Foundation earlier. We will now select it from the drop-down list.
Point to the Financial year dates	The financial year that we had set, is displayed here.
Click Proceed button	Now, we shall click on Proceed button and go to the login screen.
Click on Login button	The default username and password provided, is admin. We will learn to create more users in future tutorials. For now, let us click on the Login button.
Screen 3	We see the Main screen of GNUKhata now. You will see the organization name and financial year 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.	You can see that 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 as the Group name.
	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	These 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.
/*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.
/*Interface*/ Select Fixed Assets	Now we will learn about Fixed Assets.
Switch to slides /*Slide 7*/	Fixed Assets represent everything which a business owns and has monetary value. Any asset used in business, for more than one year, is considered as 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 either select a sub-group name from the list or create a new one. For now, let us select Furniture from the list.
Type Office Furniture in Account Name.	In the Account Name, type Office Furniture.
Point to Account Code.	You can see that 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	A message is displayed which shows that our account is created successfully.
	Let us create one more account.
Choose Direct Expense from the drop down of Groups	Let's choose the group Direct Expense
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 have 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.
Point to Account Name textbox Type Salary for employees	I will type Salary for employees as the account name and press Enter.
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	Now, click on Save
Point to Confirmation Message at the top	Once again, the message confirms that the account was created successfully.
	This is how accounts are created in GNUKhata.
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 the accounts.
Click on Find / Edit tab	For editing, 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.
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 drop-down, let us select Salary For Employees
Click on Search button	Once Account Name is selected, 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.
/*Slide 8*/ Summary	In this tutorial we have learnt about: Groups and Sub-groups To create an account And also to edit 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.
/*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