Visual cue
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Narration
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Display desktop
/* Slide 1 */
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Welcome to this tutorial on Account Management in GNUKhata.
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Show Slide
Learning Objectives
/*Slide 2 */
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In this tutorial, you will be able to:
- Create Account
- Edit Account
- Delete Account
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Show Slide
System Requirements
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In this tutorial, I am using
- Ubuntu 12.04 Operating System
- GNUKhata version 1.2
- Firefox version 17.0
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Show Slide
System Requirements
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- 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.
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To open GNUKhata interface:
- We recommend Mozilla Firefox version 3.6 or above.
- GNUKhata runs smoothly on browsers like Chromium and Opera.
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Prerequisites
/*Slide 4*/
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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
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Open Terminal by pressing Ctrl+Alt+T
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- To start the server open the terminal by pressing Ctrl+Alt+T and type sudo startgk
- Press Enter
- Give root password if asked
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Open Firefox >> in the address bar, type
http://localhost:8080
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GNUKhata's Welcome screen
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You will see GNUKhata's welcome screen on the browser
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Click on Select Existing Organization button
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We will choose the Select Existing Organization button
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Select Free Accounting Foundation from Organization drop down
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- We had already created an organization called Free Accounting Foundation in
Welcome to GNUKhata tutorial
- We will select it from the drop-down list.
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Point to the Financial year dates
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The financial year we had set is shown now.
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Click Proceed button
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Now, we shall click on Proceed button and go ahead to the login screen.
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Click on Login button
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- For now,let us click on the Login button with default username and password.
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Screen 3
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- You will see the organisation name and financial year period at the top
- You will also see the Main menu
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Go to Master menu and select
Account Creation/Find/Edit option.
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- Under Master menu, choose Account Creation/Find/Edit option.
- You will see the page for Creating Accounts.
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Click on the drop-down of Group Name.
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- As you can see there are 13 Group names here.
- To create an account, we have to first select a Group name.
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Point to the Corpus
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- 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.
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Switch to slides
/*Slide 5*/
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- Corpus is the principal amount of an NGO or a trust.
- Capital is the amount invested in the business by the owner.
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/* Interface */ Click on dropdown of Group Name
Point to Current Liability
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- Liabilities denote the amounts which a business owes to a person or another firm.
- They are given as credit balances.
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Point to Direct Expense
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- Then there are four groups
- Direct Expenses
- Direct Income
- Indirect Expense
- Indirect Income
which have similar features.
- They have no opening balance.
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I will explain the minor difference between them.
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/*Slide 6*/
Direct Expense
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Direct expenses are expenses related to production and purchasing of goods.
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Direct Income
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Direct Income is earned from the business or for the services provided.
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Indirect Expense
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Indirect Expenses are expenses incurred after the manufacturing process is over.
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Indirect Income
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Indirect income is one that is earned by way of non-business activities.
eg. sale of old newspaper, sale of cartons.
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Switch to slides
/*Slide 7*/
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- 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.
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Let us create one account.
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Choose Direct Expense from the drop down of Groups
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Let's choose Direct Expense
from group name
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Point there are no sub-groups
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- 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.
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Click on Create New Sub-group under Sub group drop-down
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But for this entry, let us choose the Create New Subgroup option.
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Point to New sub-group name text-box
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- As soon as we do this, a new text box appears.
- Here, we can type the name of the subgroup we wish to create.
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Type Salary in the New sub-group text-box
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- Let us type Salary in the text-box.
- Newly created subgroup name appears in the subgroup list after saving the account
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Point to Account Name textbox
Type Salary For Employees
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I will type Salary For Employees in the account name field
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Point to No Opening Balance Option
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- 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.
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Point to Account Code
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- Notice that the Account Code is automatically generated.
- You can change this account code if you wish.
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I will leave it as it is, for now.
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Click Save
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For now, click on Save
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Point to Confirmation Message at the top
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As you can see again, the message confirms that the account was created successfully.
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More features – Editing Accounts
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- 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.
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Click on Find / Edit tab
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- 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.
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Point to Search Account By drop-down
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- 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
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Select Account Name from the dropdown
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Let us search the account by Account Name.
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Select Salary For Employees from Account Name dropdown
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- 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.
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Click on Search button
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Now, click on the Search button.
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Point to the Search result
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Here, the details for Salary For Employees is displayed.
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Click on Edit button
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- To edit the details of this account, let us click on Edit button. *This will make the account editable.
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Change Salary For Employees to Salary for Staffs
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- 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.
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Click on Confirm
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To save the changes made, click on Confirm button.
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Point to Confirmation Message
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- On doing so, the confirmation message is displayed at the top.
- This message shows that you have successfully edited your account.
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- Similarly, you can edit the Account details by searching with Account Code.
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Point to Delete Account
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- 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
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Point to Search Account By
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- From the Search Account By lets select Account Code
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Point to account code textbox
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- A textbox appears below to enter account code
- Type account code of Salary For Staffs account
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Point to search button
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Now, click on search button
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Point to the search result
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As you can see, the details for the account Salary For Staffs is displayed
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Click on delete button
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To delete the account click on delete button
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Point to message confirmation
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An alert will pop up "Do you really want to delete Salary For Staffs?"
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Click on ok
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- Click on ok button
- A message appears saying that the account was deleted
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We now successfully edited and deleted an account.
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/*Slide 8*/
Summary
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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.
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/*Slide 9*/
Assignment
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- 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.
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Replace the auto-generated account code with any code you wish
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/*Slide 10*/
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Spoken Tutorial Workshops
/*Slide 11*/
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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
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Show Acknowledgement Slide
Acknowledgement
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- 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
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Thanks for joining
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- That’s it for this tutorial. This is Trupti Kini from the GNUKhata project, IIT Bombay.
- Thank you for watching.
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