Difference between revisions of "GNUKhata/C2/Account-Management/English"

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 +
Title of script: Account Management
 +
 +
Author: Trupti Kini
 +
 +
Keywords: video tutorial
 +
 +
 
{| border=1
 
{| border=1
 
|| '''Visual cue'''
 
|| '''Visual cue'''
Line 6: Line 13:
 
||'''Display desktop'''  
 
||'''Display desktop'''  
 
/* Slide 1 */
 
/* Slide 1 */
|| Welcome to this series of spoken tutorials on '''Account Management''' in '''GNUKhata'''.
+
|| Welcome to this tutorial on '''Account Management''' in '''GNUKhata'''.
  
 
|-
 
|-
Line 13: Line 20:
 
/*Slide 2 */
 
/*Slide 2 */
 
||  
 
||  
After watching this tutorial, you will be able to:
+
In this tutorial, you will be able to:
* Create Accounts
+
* Create Account
* Edit Accounts
+
* Edit Account
 +
* Delete Account
 +
 
  
  
 
|-
 
|-
|| '''Show Slide'''
+
||'''Show Slide'''
/*Slide 3 */
+
 
'''System Requirements'''
 
'''System Requirements'''
 
||  
 
||  
To record this tutorial,
+
In this tutorial, I am using
I am using  
+
* '''Ubuntu 12.04''' Operating System
* '''GNUKhata''' version 1.1
+
* '''GNUKhata''' version 1.2
* '''Ubuntu''' 12.04 Operating System and
+
 
* '''Firefox''' version 17.0
 
* '''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'''.
+
|| '''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'''.
  
  
Line 37: Line 56:
 
/*Slide 4*/
 
/*Slide 4*/
 
||
 
||
I assume that you already know
+
For this tutorial, you must be familiar with:
* The principles of book keeping  
+
* The principles of book keeping.
* To run '''GNUKhata''' on your machines
+
* How to run '''GNUKhata''' on your machines and
* Create New Organisation in '''GNUKhata'''
+
* How to Create New Organization in '''GNUKhata'''
 
If not, for relevant tutorials please visit '''http://spoken-tutorial.org'''
 
If not, for relevant tutorials please visit '''http://spoken-tutorial.org'''
  
 
|-
 
|-
|| Open Terminal
+
|| Open Terminal by pressing '''Ctrl+Alt+T'''
Execute on terminal
+
'''sudo ./gkstart'''
+
 
||
 
||
* To run '''GNUKhata''', you need to start the server on your machine.
+
* To start the server open the terminal by pressing '''Ctrl+Alt+T''' and type '''sudo startgk'''  
* To start the server, open the terminal through '''Ctrl+Alt+T''' from the keyboard      * Type in terminal  '''cd installer_1.1'''
+
 
* Press '''Enter'''
 
* Press '''Enter'''
* Then type '''sudo ./gkstart''' and hit '''Enter'''.
+
* Give root password if asked
  
  
 
|-
 
|-
|| Open '''Firefox''' and type in the address bar
+
|| Open '''Firefox''' >> in the address bar, type
'''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'''  
 
'''http://localhost:8080'''  
||
+
||
If you cannot run '''GNUKhata''' with this url, type
+
* Open the '''Firefox''' browser.
'''http://localhost:8080''' in the address bar.
+
* Type in the address bar '''http://localhost:8080'''
  
 
|-
 
|-
 
|| '''GNUKhata's''' Welcome screen
 
|| '''GNUKhata's''' Welcome screen
 
||  
 
||  
You will see '''GNUKhata's''' Welcome Screen on the browser
+
You will see GNUKhata's welcome screen on the browser
  
 
|-
 
|-
|| Click on '''Select Existing Organisation''' button
+
|| Click on '''Select Existing Organization''' button
 
||  
 
||  
We will choose the '''Select Existing Organisation''' option.   
+
We will choose the '''Select Existing Organization''' button   
  
 
|-
 
|-
|| Select '''Free Accounting Foundation''' from Organisation drop down
+
|| Select '''Free Accounting Foundation''' from Organization drop down
 
||  
 
||  
* We had already created an organisation called '''Free Accounting Foundation''' in the previous tutorial.
+
* We had already created an organization called '''Free Accounting Foundation''' in  
 +
'''Welcome to GNUKhata''' tutorial  
 
* We will select it from the drop-down list.
 
* We will select it from the drop-down list.
  
Line 87: Line 97:
 
|| Point to the '''Financial year''' dates
 
|| Point to the '''Financial year''' dates
 
||  
 
||  
As you can see, the financial year we had set is shown now.
+
The financial year we had set is shown now.
  
 
|-
 
|-
 
|| Click '''Proceed''' button
 
|| Click '''Proceed''' button
 
||  
 
||  
Now we shall click '''Proceed''' button and go ahead to the login screen.
+
Now, we shall click on '''Proceed''' button and go ahead to the '''login''' screen.
  
 
|-
 
|-
 
||Click on '''Login''' button
 
||Click on '''Login''' button
 
||  
 
||  
* The default '''username''' provided is '''admin''' and the password is also '''admin'''.
+
* For now,let us click on the '''Login''' button with default username and password.
* How to create more users will be taught in the future tutorials.
+
* Let us now click on the '''Login''' button.
+
  
 
|-
 
|-
 
|| Screen 3
 
|| 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.
+
* You will see the organisation name and financial year period at the top
 +
* You will also see the Main menu
  
 
|-
 
|-
Line 110: Line 119:
 
'''Account Creation/Find/Edit''' option.
 
'''Account Creation/Find/Edit''' option.
 
||  
 
||  
* Under '''Master''' menu, choose '''Account Creation/Find/Edit''' option.                 * You will see the page for Creating Accounts.           
+
* Under '''Master''' menu, choose '''Account Creation/Find/Edit''' option.              
 +
* You will see the page for '''Creating Accounts'''.           
  
 
|-
 
|-
|| Click on dropdown of '''Group Name'''.
+
|| Click on the drop-down of '''Group Name'''.
 
||  
 
||  
* As you can see, there are twelve '''Group names'''.  
+
* As you can see there are 13 '''Group names''' here.  
* To create an account, first we have to select the group name.   
+
* To create an account, we have to first select a '''Group name'''.   
  
 
|-
 
|-
 
|| Point to the '''Corpus'''
 
|| Point to the '''Corpus'''
 
||  
 
||  
* Organisation '''Free Accounting Foundation''' is of the type '''NGO'''.                                                                  * So we see '''Corpus''' as the group name.
+
* Organization '''Free Accounting Foundation''' is of the type '''NGO'''
* If our organisation type was '''Profit Making''', we would see '''Capital''' instead of '''Corpus'''.
+
* So we see '''Corpus''' in the '''Group name''' list.
* Now lets see what is '''Corpus''' and '''Capital'''.
+
* If our organization type was '''Profit Making''', we would see '''Capital''' instead of '''Corpus'''.
 +
* Now let's understand what is '''Corpus''' and '''Capital'''.
  
 
|-
 
|-
Line 129: Line 140:
 
/*Slide 5*/
 
/*Slide 5*/
 
||  
 
||  
* '''Corpus''' is the principal amount of an '''NGO''' or a trust.
+
* '''Corpus''' is the principal amount of an '''NGO''' or a '''trust'''.
 
* '''Capital''' is the amount invested in the business by the owner.
 
* '''Capital''' is the amount invested in the business by the owner.
  
 
|-
 
|-
||/* Interface */                                                                                                                                                               Click on dropdown of '''Group Name'''
+
||/* Interface */   Click on dropdown of '''Group Name'''
 +
 
 
Point to '''Current Liability'''
 
Point to '''Current Liability'''
 
||  
 
||  
 
* '''Liabilities''' denote the amounts which a business owes to a person or another firm.
 
* '''Liabilities''' denote the amounts which a business owes to a person or another firm.
* They are given as credit balances.  
+
* They are given as '''credit balances'''.  
  
 
|-
 
|-
 
|| Point to '''Direct Expense'''
 
|| Point to '''Direct Expense'''
 
||  
 
||  
* There are four groups '''Direct Income''', '''Direct Expenses''', '''Indirect Income''' and '''Indirect Expense''' which  have similar features.  
+
* Then there are four groups  
* These four group name have no opening balance.
+
** '''Direct Expenses'''
* I will explain the minor difference between them.
+
** '''Direct Income'''
 +
** '''Indirect Expense'''
 +
** '''Indirect Income'''  
 +
which  have similar features.  
 +
* They have no '''opening balance'''.
 +
 
 +
|-
 +
||
 +
||
 +
I will explain the minor difference between them.
  
 
|-
 
|-
Line 150: Line 171:
 
'''Direct Expense'''
 
'''Direct Expense'''
 
||
 
||
'''Direct expenses''' are expenses relating to production and purchasing of goods.
+
'''Direct expenses''' are expenses related to production and purchasing of goods.
  
 
|-
 
|-
 
|| '''Direct Income'''
 
|| '''Direct Income'''
 
||  
 
||  
'''Direct Income''' is earned from the business or for the services performed.
+
'''Direct Income''' is earned from the business or for the services provided.
  
  
Line 161: Line 182:
 
|| '''Indirect Expense'''
 
|| '''Indirect Expense'''
 
||  
 
||  
'''Indirect Expenses''' are those expenses which are incurred after the manufacturing process is over.
+
'''Indirect Expenses''' are expenses incurred after the manufacturing process is over.
  
  
Line 167: Line 188:
 
|| '''Indirect Income'''
 
|| '''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.
+
'''Indirect income''' is one that is earned by way of non-business activities.  
 
+
|-
+
|| /*Interface*/
+
Select '''Fixed Assets'''
+
||
+
Now we will talk about '''Fixed Assets'''.
+
 
+
  
 +
eg. sale of old newspaper,  sale of cartons.
  
 
|-
 
|-
Line 181: Line 196:
 
/*Slide 7*/
 
/*Slide 7*/
 
||  
 
||  
* It represents everything which a business owns and has money value.  
+
* '''Fixed Assets''' represent everything which a business owns and has money value.  
* Any asset used in business for more than one year is considered a fixed asset.  
+
* Any asset used in business, for more than one year, is considered as a '''fixed asset'''.  
* They are always shown as debit balance.
+
* 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.
+
Let us create one account.
 
+
  
 
|-
 
|-
||Choose '''Direct Expense''' from the dropdown of Groups
+
||Choose '''Direct Expense''' from the drop down of '''Groups'''
 
||
 
||
Let's choose the group '''Direct Expense'''
+
Let's choose '''Direct Expense'''
 
+
from group name
 
+
  
 
|-
 
|-
 
||Point there are no sub-groups
 
||Point there are no sub-groups
 
||
 
||
* Now the drop down list for sub-group does not have any sub-groups by default.
+
* 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.
+
* 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''' dropdown
+
||Click on '''Create New Sub-group''' under '''Sub group''' drop-down
 
||
 
||
But this time let us choose the '''Create New Subgroup''' option
+
But for this entry, let us choose the '''Create New Subgroup''' option.
 
+
  
 
|-
 
|-
||Point to '''New sub-group name''' textbox
+
||Point to '''New sub-group name''' text-box
 
||
 
||
* As soon as we do this, a new text box appears.                                                       * You can type the name of the subgroup you wish to create.
+
* 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''' textbox
+
||Type '''Salary''' in the '''New sub-group''' text-box
 
||
 
||
Let us type '''Salary''' in the textbox.
+
* 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  
 
||Point to '''Account Name''' textbox  
Type '''Salary for employees'''
+
Type '''Salary For Employees'''
 
||
 
||
I will type '''Salary for employees''' as the account name and press the '''Enter''' key.
+
I will type '''Salary For Employees''' in the account name field
  
 
|-
 
|-
Line 270: Line 244:
 
||
 
||
 
* Also note an important point here.
 
* Also note an important point here.
* There is no way you can enter an opening balance for this account.
+
* 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.
+
* This is because, an account under the group '''Direct Expense''' cannot have an '''opening balance'''.
  
 
|-
 
|-
 
||Point to '''Account Code'''
 
||Point to '''Account Code'''
 
||
 
||
* You can see that the '''Account Code''' is automatically generated.                           * You can change this account code if u wish.
+
* 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'''
 
||Click '''Save'''
 
||
 
||
Now Click on '''Save'''  
+
For now, click on '''Save'''  
 
+
  
 
|-
 
|-
||Point to Confirmation Message on top
+
||Point to '''Confirmation Message''' at the top
 
||
 
||
As you can see again, the message confirms that the account was entered successfully.
+
As you can see again, the message confirms that the account was created successfully.
  
 
|-
 
||
 
||
 
This is how accounts are created in '''GNUKhata'''.
 
  
 
|-
 
|-
 
||More features – '''Editing Accounts'''
 
||More features – '''Editing Accounts'''
 
||
 
||
* We can also edit the accounts.
+
* Now what if we typed the name incorrectly?  What do we do?
* What if you typed the name incorrectly?
+
* Well, don't worry at all!  We can edit as well as delete the accounts.  
* Well, don't worry at all.
+
  
 
|-
 
|-
 
||Click on '''Find / Edit''' tab
 
||Click on '''Find / Edit''' tab
 
||
 
||
* For editing, we will click on '''Find / Edit Accounts''' tab.
+
* For this, 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.
+
* 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''' dropdown
+
||Point to '''Search Account By''' drop-down
 
||
 
||
* You can now see that there is a drop down '''Search Account By'''.                        * The Account can be searched by '''Account Name''' or '''Account Code'''.
+
* 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'''
 
+
 
+
  
  
Line 323: Line 292:
 
|| Select '''Account Name''' from the dropdown
 
|| Select '''Account Name''' from the dropdown
 
||
 
||
Let us search the account by '''Account Name'''
+
Let us search the account by '''Account Name'''.
  
 
|-
 
|-
||Select '''Office Furniture''' from '''Account Name''' dropdown
+
||Select '''Salary For Employees''' from '''Account Name''' dropdown
 
||  
 
||  
From the '''Account Name''' dropdown let us select '''Office Furniture'''
+
* 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
 
||Click on '''Search''' button
 
||
 
||
Once an '''Account Name''' is selected, we can click on the '''Search''' button.
+
Now, click on the '''Search''' button.
 
+
  
 
|-
 
|-
 
||Point to the '''Search''' result
 
||Point to the '''Search''' result
 
||
 
||
As you can see, the details for '''Office Furniture''' is displayed.
+
Here, the details for '''Salary For Employees''' is displayed.
 
+
  
 
|-
 
|-
 
|| Click on '''Edit''' button
 
|| Click on '''Edit''' button
 
||  
 
||  
* To edit the details of this account, let us click on '''Edit''' button.                             * This will make the account editable.
+
* 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'''
+
|| Change '''Salary For Employees''' to  '''Salary for Staffs'''
 
||  
 
||  
* '''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'''.
+
* '''Salary For Employees''' is under the Group '''Direct Expense'''.        
* Change opening balance to '''Rs. 3000'''
+
* 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'''
 
||Click on '''Confirm'''
 
||
 
||
To save the changes we made, we have to click on '''Confirm''' button.
+
To save the changes made, click on '''Confirm''' button.
  
 
|-
 
|-
 
||Point to Confirmation Message  
 
||Point to Confirmation Message  
 
||
 
||
* Once you click on '''Confirm''', you can see the confirmation message on the top.  
+
* On doing so, the confirmation message is displayed at the top.  
 
* This message shows that you have successfully edited your account.
 
* 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'''
 
||
 
||
* Similarly, you could have edited the Account details by searching with '''Account Code'''.
+
* From the '''Search Account By''' lets select '''Account Code'''
* This brings us to the end of this tutorial.
+
 
 +
|-
 +
||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.
 +
 
 +
 
 +
 
  
 
|-
 
|-
Line 375: Line 398:
 
Summary
 
Summary
 
||  
 
||  
In this tutorial we have learnt about
+
In this tutorial we have learnt about:
 
* Groups and Sub-groups
 
* Groups and Sub-groups
* How to create an account and                                                                              * Also how to edit an account in '''GNUKhata'''.
+
* To create an account
 
+
* And also to edit and delete an account in '''GNUKhata'''.
  
 
|-
 
|-
Line 384: Line 407:
 
Assignment
 
Assignment
 
||
 
||
As an assignment, try creating one or more accounts in GNUKhata.
+
* 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
  
 
|-
 
|-
Line 415: Line 445:
 
|| Thanks for joining
 
|| Thanks for joining
 
||  
 
||  
* That’s it for this tutorial.  
+
* That’s it for this tutorial. This is Trupti Kini from the GNUKhata project, IIT Bombay.
 
* Thank you for watching.  
 
* Thank you for watching.  
  

Latest revision as of 12:18, 7 August 2013

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

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*/
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