Difference between revisions of "GNUKhata/C2/Create-Account-in-GNUKhata/English"

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Keywords: video tutorial
 
Keywords: video tutorial
 
  
 
{| border=1
 
{| border=1
 
|| '''Visual cue'''
 
|| '''Visual cue'''
 
|| '''Narration'''
 
|| '''Narration'''
 +
 +
  
 
|-
 
|-
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'''Learning Objectives'''
 
'''Learning Objectives'''
 
||  
 
||  
At the end of this tutorial, you will be able to:
+
In this tutorial, you will be able to:
* Create Organization in GNUKhata
+
* Create New organization
* Create Accounts in '''GNUKhata'''
+
* Set preferences
* Login into '''GNUKhata'''
+
* Add an account
 +
* Login into GNUKhata
  
 
|-
 
|-
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'''System Requirements'''
 
'''System Requirements'''
 
||  
 
||  
To record this tutorial, I am using
+
In this tutorial, I am using
 
* '''Ubuntu 12.04''' Operating System
 
* '''Ubuntu 12.04''' Operating System
 
* '''GNUKhata''' version 1.2
 
* '''GNUKhata''' version 1.2
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* To run '''GNUKhata''', you need to start the server on your machine.  
 
* To run '''GNUKhata''', you need to start the server on your machine.  
 
* To start the server, open the terminal by pressing '''Ctrl+Alt+T'''       
 
* To start the server, open the terminal by pressing '''Ctrl+Alt+T'''       
* Then type '''sudo startgk''' and hit '''Enter'''.
+
* Then type '''sudo startgk''' and press '''Enter'''.
 
* Give root password if asked
 
* Give root password if asked
  
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||
 
||
 
* To run GNUKhata on your machine, open the '''Firefox''' browser
 
* To run GNUKhata on your machine, open the '''Firefox''' browser
* Type '''http://localhost:8080''' in the address bar.
+
* And type in the address bar '''http://localhost:8080'''  
 +
* And press '''Enter'''
  
 
|-
 
|-
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||  
 
||  
 
* Here, in the '''Organization Name''' field, let's type  '''Free Accounting Foundation'''
 
* Here, in the '''Organization Name''' field, let's type  '''Free Accounting Foundation'''
* Let me select '''NGO''' as my option for '''Organization Type'''.  
+
* I will choose '''NGO''' as my option for '''Organization Type'''.  
  
  
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||  
 
||  
 
* Here in '''From date''' I will type  
 
* Here in '''From date''' I will type  
**'''01''' press enter
+
**'''01''' press '''Enter'''
**'''04''' press enter    
+
**'''04''' press '''Enter'''    
**'''2011''' press enter
+
**'''2011''' press '''Enter'''
 
* '''To date''' appears automatically  
 
* '''To date''' appears automatically  
  
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|| Click on '''Next'''
 
|| Click on '''Next'''
 
||  
 
||  
Now, press the '''Next''' button.
+
Now, press '''Next''' button.
  
 
|-
 
|-
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Point to '''State''' and press '''Save''' button
 
Point to '''State''' and press '''Save''' button
 
||  
 
||  
* In this page, we will select '''Maharashtra''' for '''State''' drop down.
+
Here in the next page,  
* Press '''Save''' button.  
+
* I will select '''Maharashtra''' from '''State''' dropdown
 +
* And press '''Save''' button.  
  
  
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* '''Manual Account Codes'''
 
* '''Manual Account Codes'''
 
||  
 
||  
On the next webpage,  
+
In the next page,  
* Check '''Projectwise Accounting''' and let's type '''spoken tutorial''' in first textbox and '''800''' for sanctioned amount textbox.
+
* I will check '''Projectwise Accounting''' checkbox
* Check '''Manual Account Codes'''  checkbox too
+
* Type in first textbox '''spoken tutorial''' as projectname
* The steps till now were like a revision to the first tutorial.
+
* '''800''' as it's sanctioned amount
 +
* I will check '''Manual Account Codes'''  checkbox too
 +
* The steps till now were like a revision to the tutorial '''Welcome To GNUKhata'''.
  
 
|-
 
|-
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||  
 
||  
 
* After stating your preferences, press '''Save''' button.
 
* After stating your preferences, press '''Save''' button.
* A message will be displayed at the top - '''Your preferences have been saved'''.  
+
* A message appears saying - '''Your preferences have been saved'''.  
  
 
|-
 
|-
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||Click on '''Create Account''' button  
 
||Click on '''Create Account''' button  
 
||
 
||
I will click on '''Create Account''' button to create a few accounts.  
+
For now I will click on '''Create Account''' button to create few accounts.  
  
  
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|| Click on dropdown of '''Group Name'''  
 
|| Click on dropdown of '''Group Name'''  
 
||  
 
||  
Click on '''Group Name''' dropdown to see all the group names provided by '''GNUKhata'''.  
+
Click on the dropdown of '''Group Name''' to see all the group names provided by '''GNUKhata'''.  
  
 
|-
 
|-
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||
 
||
 
The groups  
 
The groups  
* '''Direct Expense'''
 
 
* '''Direct Income'''
 
* '''Direct Income'''
* '''Indirect Expense'''
+
* '''Direct Expense'''
 
* '''Indirect Income'''
 
* '''Indirect Income'''
will not have any opening balance.  
+
* '''Indirect Expense'''
 +
Will not have any opening balance.  
  
 
|-
 
|-
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||
 
||
 
* I will choose '''Current Asset''' as '''Group Name'''.  
 
* I will choose '''Current Asset''' as '''Group Name'''.  
* '''Assets''' represent everything which a business owns and has a monetary value.
+
* '''Assets''' represent everything which a business owns and has a monetary value  
 
   
 
   
  
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||
 
||
 
* After selecting '''Group Name''', you have to select the '''Sub-Group Name''' as required.  
 
* After selecting '''Group Name''', you have to select the '''Sub-Group Name''' as required.  
* These are the subgroups provided by '''GNUKhata'''.  
+
* These are the subgroup names provided by '''GNUKhata'''.  
 
* You can add any '''Sub-Group Name'''  as you wish.  
 
* You can add any '''Sub-Group Name'''  as you wish.  
 
* For now, I shall choose '''Bank''' as a '''Sub-Group Name'''.  
 
* For now, I shall choose '''Bank''' as a '''Sub-Group Name'''.  
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Enter '''SBI'''
 
Enter '''SBI'''
 
||
 
||
* In the '''Account name'''  field,  type account name as '''SBI'''.  
+
* In the '''Account name'''  field,  type '''SBI''' as account name.  
  
  
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* '''GNUKhata''' suggests an account code, as you can see.  
 
* '''GNUKhata''' suggests an account code, as you can see.  
 
* We can edit the suggested code.
 
* We can edit the suggested code.
* We can even leave it as it is
+
* Or we can even leave it as it is
  
  
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||
 
||
 
* Right now it is '''0.00'''  
 
* Right now it is '''0.00'''  
* It is so as we have not yet saved this account with its debit opening balance.
+
because we have not yet saved this account with its debit opening balance.
  
 
|-
 
|-
 
||Point to '''Total Credit Opening Balance'''
 
||Point to '''Total Credit Opening Balance'''
 
||
 
||
Next, the total of all '''Credit Opening Balances''' so far entered is displayed here.  
+
Next, the total of all '''Credit Opening Balances''' entered so far will be displayed here.  
  
 
|-
 
|-
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||
 
||
 
* Right now it is '''0.00'''  
 
* Right now it is '''0.00'''  
* It is so as no account with credit opening balance has been saved.
+
because no account with credit opening balance have been saved.
  
 
|-
 
|-
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|| Point to message '''Account SBI added successfully'''
 
|| Point to message '''Account SBI added successfully'''
 
||  
 
||  
* A message appears at the top  
+
* A message appears at the top saying the desired account has been saved.
* It tells you have successfully created the desired account.
+
  
 
|-
 
|-
 
||Point to '''Total Debit Opening Balance'''
 
||Point to '''Total Debit Opening Balance'''
 
||
 
||
Note that the amount in the '''Total Debit Opening Balance''' has been updated.  
+
Note,that the amount in the '''Total Debit Opening Balance''' has been updated.  
  
 
|-
 
|-
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||
 
||
 
* '''Total Debit Opening Balance'''  
 
* '''Total Debit Opening Balance'''  
* '''Total Credit Opening Balance'''  
+
* And '''Total Credit Opening Balance'''  
 
depend on what type of opening balance you have entered.  
 
depend on what type of opening balance you have entered.  
  
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* '''Total debit opening balance'''
 
* '''Total debit opening balance'''
 
* '''Total credit opening balance'''  
 
* '''Total credit opening balance'''  
* '''Difference in opening balance'''  
+
* And '''Difference in opening balances'''  
 
are read-only fields.
 
are read-only fields.
  
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|| Click'''Finish''' button.
 
|| Click'''Finish''' button.
 
||
 
||
* If you wish then you can  create more accounts.
+
* If you wish you can  create more accounts.
* Else click on the '''Finish''' button.  
+
* Else you can now click on the '''Finish''' button.  
* I will click on '''Finish''' button
+
 
  
 
|-
 
|-
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||
 
||
 
* Next, a new screen appears
 
* Next, a new screen appears
* It asks for the '''username''' and '''password'''.
+
* Which asks for the '''username''' and '''password'''.
  
 
|-
 
|-
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Click on '''Login''' button
 
Click on '''Login''' button
 
||  
 
||  
* The default username and the password is '''admin'''.
+
* The default username and the password as you can see is '''admin'''.
 
* You can change it later if you want.
 
* You can change it later if you want.
* Lets click on the '''Login''' button.
+
* For now lets click on the '''Login''' button.
  
 
|-
 
|-
 
|| Screen 5
 
|| Screen 5
 
||  
 
||  
Note, a new page appears with the name of the organization and the financial year period at the top.
+
Note, a new page appears with :
 +
* The name of the organization
 +
* And the financial year period at the top.
 
   
 
   
 
|-
 
|-
 
||
 
||
 
||
 
||
Notice the menu bar at the top with some options.
+
Notice the menu bar with some options.
  
 
|-
 
|-
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Summary
 
Summary
 
||  
 
||  
So in this tutorial we have learnt to create:  
+
In this tutorial we have learnt to :  
* New organization
+
* Create New organization
 
* Set preferences
 
* Set preferences
* Add an account and finally log into '''GNUKhata'''.
+
* Add an account
 +
* Finally login into GNUKhata
  
 
|-
 
|-
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||
 
||
 
Create:  
 
Create:  
* Account '''Machinery''' which has group name '''Fixed Assets''' and sub-group '''Plant & Machinery'''.
+
* Account '''Machinery''' which has group name '''Fixed Assets''' and sub-group '''Plant Machinery'''.
 
* Account '''New Machinery Company''' will be under group '''Current Liability''' and sub-group '''Sundry Creditors for Purchase'''.
 
* Account '''New Machinery Company''' will be under group '''Current Liability''' and sub-group '''Sundry Creditors for Purchase'''.
  

Latest revision as of 16:16, 11 October 2013

Title of script: Create Account in GNUKhata

Author: Trupti Kini

Keywords: video tutorial

Visual cue Narration


Display desktop Welcome to the tutorial on Create Account in GNUKhata
Show Slide

Learning Objectives

In this tutorial, you will be able to:

  • Create New organization
  • Set preferences
  • Add an account
  • Login into GNUKhata
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.
Open Terminal

Execute on terminal sudo startgk

  • To run GNUKhata, you need to start the server on your machine.
  • To start the server, open the terminal by pressing Ctrl+Alt+T
  • Then type sudo startgk and press Enter.
  • Give root password if asked


Open Firefox and type in the address bar

http://localhost:8080

  • To run GNUKhata on your machine, open the Firefox browser
  • And type in the address bar http://localhost:8080
  • And press Enter
GNUKhata's welcome screen

This is the Welcome screen of GNUKhata.

Point to buttons
  • Select Existing Organization
  • Create New Organization
  • In this tutorial we will again create a new organization.
  • For this, click on Create New Organization button.


In Organization Name textbox, type Free Accounting Foundation and Organization Type NGO
  • Here, in the Organization Name field, let's type Free Accounting Foundation
  • I will choose NGO as my option for Organization Type.


Enter the financial year
  • Here in From date I will type
    • 01 press Enter
    • 04 press Enter
    • 2011 press Enter
  • To date appears automatically
Click on Next

Now, press Next button.

Screen 2

Point to State and press Save button

Here in the next page,

  • I will select Maharashtra from State dropdown
  • And press Save button.


Screen 3

Point to two checkboxes:

  • Projectwise Accounting
  • Manual Account Codes

In the next page,

  • I will check Projectwise Accounting checkbox
  • Type in first textbox spoken tutorial as projectname
  • 800 as it's sanctioned amount
  • I will check Manual Account Codes checkbox too
  • The steps till now were like a revision to the tutorial Welcome To GNUKhata.
Press Save button
  • After stating your preferences, press Save button.
  • A message appears saying - Your preferences have been saved.

After adding the preferences, we can create new accounts.


Click on Create Account button

For now I will click on Create Account button to create few accounts.


Screen 4

Here, we have to add accounts for the organization.

Point to Group Name and Sub-group Name

Every account falls under a Group and optionally a Sub-Group.


Click on dropdown of Group Name

Click on the dropdown of Group Name to see all the group names provided by GNUKhata.

Point to Corpus, Current Liability, Loans(Liability)
  • The Groups Corpus, Current Liability, Loans(Liability).
  • These accounts will have Credit opening balance.
Point to Current Asset, Fixed Assets and Loans (Asset).

Then, there are groups like

  • Current Asset
  • Fixed Assets
  • Loans (Asset).

These accounts will normally have Debit opening balance.

Point to Direct Income, Indirect Income, Direct Expense and Indirect Expense.

The groups

  • Direct Income
  • Direct Expense
  • Indirect Income
  • Indirect Expense

Will not have any opening balance.

All other groups will have an opening balance.

Choose Current Asset from Group Name drop down.
  • I will choose Current Asset as Group Name.
  • Assets represent everything which a business owns and has a monetary value


Point to Sub-Group Name

Click on the dropdown of Sub-Group Name

  • After selecting Group Name, you have to select the Sub-Group Name as required.
  • These are the subgroup names provided by GNUKhata.
  • You can add any Sub-Group Name as you wish.
  • For now, I shall choose Bank as a Sub-Group Name.


Choose Bank from Sub-Group Name drop down
  • But you can create additional subgroups also.
  • We will learn that in another tutorial.
Point to Account Name text box.

Enter SBI

  • In the Account name field, type SBI as account name.


Point to Account Code
  • Recall, we had preferred to create account codes manually earlier.
  • So here,we see a field for account code.
Point to Account Code
  • GNUKhata suggests an account code, as you can see.
  • We can edit the suggested code.
  • Or we can even leave it as it is


Point to Debit opening balance textbox
  • Next, let's enter the Debit Opening Balance.
  • The default value as you can see is 0.00
  • You can accept this or enter any positive or negative value.
Enter 5000 in Debit opening balance textbox

I will enter 5000 as Debit opening balance.


Point to Total Debit Opening Balance

The total of all Debit Opening Balances entered so far will be displayed here.

Point to Total Debit Opening Balance
  • Right now it is 0.00

because we have not yet saved this account with its debit opening balance.

Point to Total Credit Opening Balance

Next, the total of all Credit Opening Balances entered so far will be displayed here.

Point to Total Credit Opening Balance
  • Right now it is 0.00

because no account with credit opening balance have been saved.

Point to Difference in Opening Balance

The last field displays the difference between debit and credit opening balances.


Press Save button

After filling all the necessary data, I will press the Save button.


Point to message Account SBI added successfully
  • A message appears at the top saying the desired account has been saved.
Point to Total Debit Opening Balance

Note,that the amount in the Total Debit Opening Balance has been updated.

Point to Total Debit Opening Balance and Total Credit Opening Balance.
  • Total Debit Opening Balance
  • And Total Credit Opening Balance

depend on what type of opening balance you have entered.

Point to Total Debit Opening Balance, Total Credit Opening Balance and Difference in Opening Balances.

Note that,

  • Total debit opening balance
  • Total credit opening balance
  • And Difference in opening balances

are read-only fields.

They get updated after saving a new account.

ClickFinish button.
  • If you wish you can create more accounts.
  • Else you can now click on the Finish button.


Screen 4

Congratulations! You have now created the books for the organization Free Accounting Foundation .

Point to Username and password.
  • Next, a new screen appears
  • Which asks for the username and password.
Point to admin username.

Click on Login button

  • The default username and the password as you can see is admin.
  • You can change it later if you want.
  • For now lets click on the Login button.
Screen 5

Note, a new page appears with :

  • The name of the organization
  • And the financial year period at the top.

Notice the menu bar with some options.

Click on Logout

To logout, you can click on the Logout option at the top right of the screen.

Show Slide

Summary

In this tutorial we have learnt to :

  • Create New organization
  • Set preferences
  • Add an account
  • Finally login into GNUKhata
/*Slide 9*/

Assignment

Create:

  • Account Machinery which has group name Fixed Assets and sub-group Plant Machinery.
  • Account New Machinery Company will be under group Current Liability and sub-group Sundry Creditors for Purchase.
Spoken Tutorial Workshops

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