GNUKhata/C2/Welcome-to-GNUKhata/English

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Visual cue Narration
Display desktop Welcome to this series of spoken tutorials on GNUKhata version 1.1
Show Slide

Learning Objectives

At the end of this tutorial, you will be able to:

  • Install GNUKhata
  • Run GNUKhata on your machines
  • Register an organisation for a financial year
  • Set Preferences for the Organisation
  • Create Accounts in GNUKhata
  • Login into GNUKhata
Show Slide

System Requirements

To record this tutorial, I am using

  • Ubuntu 12.04 Operating System
  • GNUKhata version 1.1
  • Firefox version 3.6 or above.
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 use:

  • It is recommended that users use Mozilla Firefox version 3.6 or above.
  • GNUKhata can also run smoothly on other browsers like Chromium and Opera.
What is GNUKhata?

GNUKhata is a Free and Open Source (FOSS) Accounting Software. It can be deployed by:

  • Both Profit making and Non-profit making organisations
  • NGOs.

It provides a Free and Open Source(FOSS) solution for basic book keeping.

GNUKhata Official Website

For more information about GNUKhata, please visit our website http://gnukhata.org.


Download GNUKhata


Point to the installer named GNUKhata-installer_1.1.tar.gz

Installation of GNUKhata

The installer is named GNUKhata-installer_1.1.tar.gz


Right-click on the installer >> select Extract here

Installation of GNUKhata

Right-click on the installer and select Extract here.

Press Ctrl+Alt+T

Installation of GNUKhata

Open a terminal by pressing Ctrl+Alt+T


Type sudo apt-get update

Type the command sudo apt-get update

Type cd installer_1.1

Now, through the terminal, go inside the installer folder by typing cd installer_1.1

Type chmod +x ./gkinstall.sh
  • Once inside the installer directory, execute the following command:

chmod +x ./gkinstall.sh

  • With this command, we are giving the executable permission
Type sudo ./gkinstall.sh
  • Now, type sudo ./gkinstall.sh
  • With sudo command, we are giving root user privilege.
  • This installation takes some time.
Type sudo startgk

When the prompt returns without any error, type the command sudo startgk

Open Firefox browser

To run GNUKhata on your machine, open the Firefox browser.

Type http://localhost in the address bar
Type http://localhost:8080 in the address bar

If you cannot run GNUKhata with this url, please type http://localhost:8080


GNUKhata's 1st screen

This is the Welcome screen of GNUKhata.

Point to buttons
  • Select Existing Organisation
  • Create New Organisation

Here you see two buttons:

  • The first one is Selecting Existing Organisation
  • And the second is Create a New Organisation.

Click on Create New Organisation button

  • Since we have just installed GNUKhata, we will have to create a new organisation.
  • For this, click on Create New Organisation button.
Point to the four options Organisation Name, Organisation Type, Financial year From date and To date

Note the four most important options of GNUKhata:

  • The first is Organisation Name.
  • The second is the Organisation Type.
  • The third is the Financial year start-date i.e From Date and finally
  • The Financial end-date i.e To date
In Organisation Name textbox, type Free Accounting Foundation
  • Here in the textbox for Organisation Name:
  • Let us type a name of a company, in the Organisation Name: textbox.

say, Free Accounting Foundation.

Choose NGO from the dropdown of Organisation Type.

Next, we have to choose between an NGO or a Profit Making organisation.

Let me select NGO as my option.

In From Date field, type 01-04-2011 and To Date field, type 31-03-2012
  • Now we have to specify From Date and To Date for the financial year.
  • I will type 01-04-2011 and 31-03-2012 respectively.
Click on Next

Now, press the Next button.

Chosen details appears now on the top of the screen

The name of the organisation and the chosen financial year appears at the top.

This is how you have to write the script.

This procedure has been mentioned in the Checklist. You are required to adhere to all the criteria in the Checklist, at all stages of Creation.

I have completed upto this point. Please do likewise for the rest of the script.

After you have done so, I will get this script validated by a novice (an MCom post-graduate). You may need to revise the script based on the feedback received.

Organisation details
  • You can enter information such as the address, contact details etc.
  • For now, I will choose not to enter any of these details as they are optional.
Click on Save button

If you choose to fill details here, then click the Save button.

Click on Skip button

However, since we are not entering any details, let's press the Skip button.

Page Load
  • Note, we have to wait for some time, because the database is being created.
  • We have to go through this process only once while creating a new organisation.

Next page: Two preferences option

  • Here you have to choose your Preferences for your organisation.
  • There are two checkboxes.
1st check box
  • The first one is Projectwise Accounting.
  • This is to be used if you have different ongoing projects
  • If you wish to keep Project wise records for your organisation.
  • If you want project wise accounting only then check this box.


Check 1st checkbox

See what happens when this checkbox is checked


2 Textboxes appear
  • Two new textboxes appear below
  • You have to enter the name of the project in one textbox.
  • Enter sanctioned amount for that project in another textbox
  • Let me enter spoken tutorial as my project name.
  • 800 as sanctioned amount.
Add more projects option
  • For adding more than one project name click Add More Projects option.
  • I won't do it now since it will be a repetitive task.

.

2nd check box

Next is for Manual Account codes. If you check this check-box:

  • The account code however will be auto-generated while creating accounts.
  • You can optionally give account codes manually while creating accounts.


Check 2nd checkbox
  • Many organisations or individuals choose to maintain account code manually
  • So I will check this checkbox.
Press Save button
  • After stating your preference, press Save button.
  • You will get a message at the top saying Your preferences have been saved.
  • Having given preferences now, we have to create new accounts.
Press Quit button
  • At this point if you want to quit the program you can press the quit button.
  • For now I will choose to create accounts.
  • So let me create a few accounts.
Screen 4

Creating Account

  • Note, every account falls under a group and optionally a subgroup.
  • Of the main groups some will have opening balances
  • Incomes and expenses will not have opening balance, as per standard accounting practice.
Click on dropdown of Group Name
  • The first is Group Name.
  • Click on dropdown to see all Group names provided by the software.
Choose Current Asset
  • Select a group name.
  • Here I choose Current Asset as Group name.
  • Assets represent everything which a business owns and has money value.
Point to Loans(Asset)
  • Loans(Asset) means loans given to the creditors.
  • It is long-term loan, usually given to outsiders.


Point to Loans (Liability)
  • Loans (Liability) taken from others will be mentioned in this group.


Point to sub group

Click on the dropdown of sub groups

  • After selecting Group name you have to select subgroup name as required.
  • These subgroups are also provided by the software.




  • There are Groups like Capital, Current Liability, Loans(Liability),
  • These accounts will have credit opening balance.
  • There are groups like Current Assets, Fixed Assets and loans (Assets),
  • These accounts will normally have Debit opening balance.

You can create additional subgroups which we will see in the tutorial titled Account Management.


Click on Bank

But for now, I shall choose Bank as a subgroup name.

Point to Account Name
  • Next field is Account name
  • Here I enter the name of the Account as SBI.


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


Point to Debit opening balance textbox
  • 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

I will enter 5000 as debit opening balance.


Point to Total Debit Opening Balance

It gives you the total of all Debit Opening Balances so far entered.

Right now it is 0 because we have not yet saved the account with debit opening balance.

Point to Total Credit Opening Balance

It gives you the total of all Credit Opening Balances so far entered.

Right now it is 0 because no account with credit opening balnce has been saved.

Point to Difference in Opening Balance

It gives difference between debit and credit opening balances.


Save button

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



Successfully created account message
  • Here you are.Message appears at the top which tells tells you have successfully created the desired account.
Point to total debit opening balance
  • Note that the amounts in the total debit have been updated.
  • Total Debit and Credit opening balance depends on what type of opening balance you have entered.
  • Note that, the fields Total debit opening balance, Total credit opening balance and Difference in opening balance are read only
  • They get updated after saving a new account.


Select Finish option.

If you do not wish to create any more accounts, click Finish button.

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

Next page Username and password.

Next, a new screen appears which asks for the username and password.




Logout
  • For demo, the username and the password is admin.
  • You can change it later if you want.
  • Lets click Login button.
  • If you ever wish to logout, you can click on Logout at the top right of the screen
When Login button is clicked.
  • Note, a new page appears with the name of the organisation
  • It even has financial year and the menu bar at the top.


To Stop GNUkhata

To stop GNUkhata, type on the terminal sudo stopgk

In the next few tutorials, we will learn about all the features that are available in GNUKhata’s Menu.


Show Slide

Summary

So in this tutorial we have seen :

  • How to install GNUKhata

How to create:

  • New organisation
  • Set preferences
  • Add an account and finally log into GNUKhata.
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.
  • Thank you for watching.




Contributors and Content Editors

Nancyvarkey, Trupti

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