Subdivision of Journal ~ All In One

Learning Objectives:
What is subdivision of journal?
Define and explain cash book and bank reconciliation statement
What are the different types of cash book?
Write single, double, and three column cash book.
Prepare a bank reconciliation statement.

Though the principle of journalising all transactions, known as continental system of bookkeeping is quite perfect in actual business but in a large business it is found inconvenient to Journalise every transaction and sometime it becomes rather impossible for one man to Journalise numerous transactions on a business in one journal. Therefore, the journal is sub-divided into different journals known as the subsidiary books or books of prime entry or books of original entry. These are the books in which are recorded the details of transactions as they take place from day to day, in a classified manner.

In every trading concern, the transactions, however numerous they may be, can be grouped into small number of classes. They consist chiefly of receipts and payments of cash, purchases and sales of goods, returns of goods purchased and sold, bills receivable and bills payable. The journal is divided in such a way that a separate book is used for each class of transactions.
The important subsidiary books used in modern business world are the following:-

Cash Book: It is used to record all cash receipts and payments.
Purchases Book: It is used to record all credit purchases.
Sales Book: It is used to record all credit sales
Purchases returns book: It is used to record all goods returned by us to our suppliers.
Sales Returns Book: It is used to record all goods returned to us by our customers.
Bills Receivable Book: It is used to record all accepted bills received by us.
Bills payable Book: It is used to record all bill accepted by us to our creditors.
Journal Proper: It is used for recording those transactions for which there is no separate book.

All these subsidiary books are called books of original entry, as transactions in their original form are entered therein.
Advantages of Different Journals: The advantages of having several books of original entry in place of one journal may be stated to as follows:
It may be impossible to record each transaction into the ledger as it occurs. Subsidiary books record the details of the transactions and therefore, helps the ledger to become brief.
As similar transactions are recorded together in the same book, future reference to any of them becomes easy.
The chance of fraudulent alteration in an account is reduced as the book of original entry keeps records of the transactions in a chronological order.
The work of posting can be entrusted to several clerks at the same time and thus the ledger of a large business can be written up much more quickly.
As each journal contains separately transactions of similar nature any desired analysis can be made conveniently.

Definition and Explanation of Cash Book:
Learning Objectives:
Define and explain cash book.
How a cash book is balanced.
Prepare a format of the simple cash book.

Cash book is a book of original entry in which transactions relating only to cash receipts and payments are recorded in detail. When cash is received it is entered on the debit or left hand side. Similarly, when cash is paid out the same is recorded on the credit or right hand side of the cash book.
The cash book, though it serves the purpose of a cash book of original entry viz., cash journal really it represents the cash account of the ledger separately bound for the sake of convenience. It is more a ledger than a journal. It is journal as cash transactions are chronologically recorded in it. It is a ledger as it contains a classified record of all cash transactions. The balances of the cash book are recorded in the trial balance and the balance sheet.

Vouchers:
For Every entry made in the cash book there must be a proper voucher. Vouchers are documents containing evidence of payment and receipts. When money is received generally a printed receipt is issued to the payer but counterfoil or the carbon copy of it is preserved by the cashier. The copy receipts are called debit vouchers, and they support the entries appearing on the debit side of the cash book. Similarly when payment is made a receipt is obtained from the payee. These receipts are known as credit vouchers. All the debit and credit vouchers are consecutively numbered. For ready reference the number of the vouchers are noted against the respective entries. A column is provided on either side of the cash book for this purpose.

Balancing Cash Book:
The cash book is balanced at the end of a given period by inserting the excess of the debit on the credit side as "by balance carried down" to make both sides agree. The balance is then shown on the debit side by "To balance brought down" to start the next period. As one cannot pay more than what he actually receives, the cash book recording cash only can never show a credit balance.

Format:
The following is the simple format of a cash book:

Date	Particulars	L.F.	Amount	Date	Particulars	L.F.	Amount

Single Column Cash Book:
Learning Objectives:
Define and explain single column cash book.
Prepare a single column cash book.

Definition and Explanation:
Single column cash book records only cash receipts and payments. It has only one money column on each of the debit and credit sides of the cash book. All the cash receipts are entered on the debit side and the cash payments on the credit side.

While writing a single column cash book the following points should be kept in mind:
The pages of the cash book are vertically divided into two equal parts. The left hand side is for recording receipts and the right hand side is for recording payments.
Being the cash book with the balance brought forward from the preceding period or with what we start. It appears at the top of the left side as "To Balance" or "To Capital" in case of a new business.

Record the transactions in order of date.
If any amount of cash is received on an account, the name of that account is entered in the particulars column by the word "To" on the left hand side of the cash book.
If any amount is paid on account, the name of the account is written in the particulars column by the word "By" on the right hand side of the cash book.
It should be balanced at the end of a given period.

Posting:
The balance at the beginning of the period is not posted but other entries appearing on the debit side of the cash book are posted to the credit of the respective accounts in the ledger, and the entries appearing on the credit side of the cash book are posted to the debit of the proper accounts in the ledger.

Format of the Single Column Cash Book:
Following is the format of the single column cash book:

Date	Particulars	L.F.	Amount	Date	Particulars	L.F.	Amount

Example:
Write the following transactions in the simple cash book and post into the ledger:

1991
Jan. 1 Cash in hand 15,000
" 6 Purchased goods for cash 2,000
" 16 Received from Akbar 3,000
" 18 Paid to Babar 1,000
" 20 Cash sales 4,000
" 25 Paid for stationary 60
" 30 Paid for salaries 1,000
" 31 Purchased office furniture 2,000
Solution:

Cash Book

Date

Particulars

L.F.

Amount

Date

Particulars

L.F.

Amount

1991

Jan. 1

To Balance b/d

To Akbar

To sales a/c

To Balance b/d


15,000
3,000
4,000




22,000

15,940

Jan. 6

By Purchases a/c

By Babar

By stationary

By Salaries a/c

By Furniture a/c

By Balance c/d


2,000
1,000
60
1,000
2,000
15,940

22,000

Akbar

1991
Jan. 16

By Cash

$
3,000

Sales Account

1991
Jan. 2

By Cash

$
4,000

Purchases Account

1991
Jan. 6

To Cash

$
2,000

Babar Account

1991
Jan. 18

To Cash

$
1,000

Stationary Account

1991
Jan. 25

To Cash

$
60

Salaries Account

1991
Jan. 30

To Cash

$
1,000

Furniture Account

1991
Jan. 31

To Cash

$
2,000

Two Column Cash Book/Double Column Cash Book:
Learning Objectives:
Define and explain a two/double column cash book.
Prepare a two column cash book.
What is the difference between a single column cash book and a double column cash book?

Definition and Explanation:
A double column cash book or two column cash book is one which consists of two separate columns on the debit side as well as credit side for recording cash and discount. In many concerns it is customary for the trader to allow or to receive small allowance off or against the dues. These allowances are made for prompt settlement of accounts. In certain business almost all receipts or payments are accompanied by such discounts and in order to avoid unnecessary postings separate columns in the cash book are introduced to record the discounts received or allowed. These discount columns are memorandum columns only. They do not form the discount account. The discount column on the debit side of the cash book will record discounts allowed and that on the credit side discounts received.

Posting:
The cash columns will be posted in the same way as single column cash book. But as regards discount column, each item of discount allowed (Dr. side of the cash book) will be posted to the credit of the respective personal accounts. Similarly each item of discount received will be posted to the debit of the respective personal account. Total of the discount column on the debit side of the cash book will be posted to the debit side of the discount account in the ledger and the total of discount column on the credit side of the cash book on the credit side of the discount account. The discount columns are not balanced like cash column of the tow column cash book.

Format of the Double Column Cash Book:

Debit Side Credit Side

Date Particulars V.N. L.F. Discount Cash Date Particulars V.N. L.F. Discount Cash

Example of Two Column Cash Book:
From the following transactions write up a two column cash book and post into ledger:

1991
Jan. 1 Cash in hand $2,000
" 7 Received from Riaz & Co. $200; discount allowed $10
" 12 Cash sales $1,000
" 15 Paid Zahoor Sons $500; discount received $15
" 20 Purchased goods for cash $300
" 25 Received from Salman $500; discount allowed $15
" 27 Paid Hussan & Sons $300.
" 28 Bought furniture for cash $100
" 31 Paid rent $100

Solution:

Cash Book

Debit Side Credit Side

Date	Particulars	V.N.	L.F.	Discount	Cash	Date	Particulars	V.N.	L.F.	Discount	Cash
1991 Jan.1 " 7 " 12 " 25 1991 Feb1	To Balance b/d To Riaz & Co. To Sales a/c To Salman To Balance b/d			10 15	2,000 200 1,000 500	1991 Jan.5 " 20 " 27 " 28 " 31	By Zahoor & Sons By purchase a/c By Hussan&Sons By Furniture a/c By Rent a/c By Balance c/d			15	500 300 300 100 100 2,400
				25	3,700					15	3,700
					2,400

Riaz & Co.

1991
Jan. 7

By Cash
By Discount

$
200
10

Sales Account

1991
Jan. 12

By Cash

$
1,000

Salman Account

1991
Jan. 25

By Cash
By Discount

$
500
15

Babar Account

1991
Jan. 18

To Cash

$
1,000

Zahoor Account

1991
Jan. 15

To Cash
Discount

$
500
15

Purchases Account

1991
Jan. 20

To Cash

$
300

Hussan & Sons

1991
Jan. 27

To Cash

$
300

Furniture Account

1991
Jan. 28

To Cash

$
100

Rent Account

1991
Jan. 31

To Cash

$
100

Discount Account

1991
Jan. 31

To Sundries as per Cash book

$

25

1991
Jan. 31

By Sundries as per cash book

Three Column Cash Book:
Learning Objectives:
Define and explain a three column cash book/treble column cash book.
Prepare a three column cash book.
What is the difference between a single column cash book, a double column cash book and a three column cash book?

Definition and Explanation:
A three column cash book or treble column cash book is one in which there are three columns on each side - debit and credit side. One is used to record cash transactions, the second is used to record bank transactions and third is used to record discount received and paid.
When a trader keeps a bank account it becomes necessary to record the amounts deposited into bank and withdrawals from it. Fir this purpose one additional column is added on each side of the cash book. One of the main advantages of a three column cash book is that it is very helpful to businessmen, since it reveals the cash and bank deposits at a glance

Writing a Three column Cash Book:
Opening Balance:
Put the opening balance (if any) on cash in hand and cash at bank on the debit side in the cash book and bank columns. If the opening balance is credit balance (overdraft) then it will be put in the credit side of the cash book in the bank column.

Cheque/Check or Cash Received:
If a cheque is received from any person and is paid into the bank on the same date it will appear on the debit side of the cash book as "To a Person". The amount will be shown in the bank column. If the cheque received is not deposited into the bank on the same date then the amount will appear in the cash column. Cash received will be recorded in the usual manner in the cash column.

Payment By Cheque/Check or Cash:
When we make payment by cheque, this will appear on the credit side "By a person" and the amount in the bank column. If the payment is made in cash it will be recorded in usual manner in the cash column.

Contra Entries:
If an amount is entered on the debit side of the cash book, and the exact amount is again entered on the credit side of the same account, it is called "contra entry". Similarly an amount entered on the credit side of an account also may have a contra entry on the debit side of the same account.

Contra entries are passed when:
Cash is deposited into bank by office: It is payment from cash and receipt in bank. Therefore, enter on credit side, cash column "By Bank" and on debit side bank column "To Cash". The reason for making two entries is to comply with the principle of double entry which in such transactions is completed and therefore, no posting of these items is necessary. Such entries are marked in the cash book with the letter "C" in the folio column

Cheque/Check is drawn for office use: It is payment by bank and receipt in cash. Therefore, enter on the debit side, cash column "To Bank" and on credit side, bank column "By Cash".

Bank Charges and Bank Interest Allowed:
Bank charges appear on the credit side, bank column "Bank Charges." Bank interest allowed appear on the debit side, bank column "To Interest".

Posting:
The method of posting three column cash book into the ledger is as follows:

The opening balance of cash in hand and cash at bank are not posted.
Contra Entries marked with "C" are not posted.
All other items on the debit side will be posted to the credit of respective accounts in the ledger and all other items on the credit side will be posted to the debit of the respective accounts.
As regards discounts the total of the discount allowed will be posted to the debit of the discount account in the ledger and total of the discount received to the credit side of the discount account.

Format of the Three Column Cash Book:

Debit Side Credit Side

Date

Particulars

V.N.

L.F.

Dis-count

Cash

Bank

Date

Particulars

V.N.

L.F.

Dis-count

Cash

Bank

Example of Three Column Cash Book:
On January 1, 1991 Noorani Stores cash book showed debit balance of cash $1,550 and bank $13,575. During the month of January following business was transacted.

1991
Jan.1 Purchased office typewriter for cash $750; cash sales $315
" Deposited cash $500
" 4 Received from A. Hussan a cheque for $2,550 in part payment of his account
" 6 Paid by cheque for merchandise purchased worth $1,005
" 8 Deposited into bank the cheque received from A. Hussan.
" 10 Received from Hayat Khan a cheque for $775 in full settlement of his account and allowed him discount $15.
" 12 Sold merchandise to Divan Bros. for $1,500 who paid by cheque which was deposited in the bank.
" 16 Paid Salman $915 by cheque, discount received $5
" 27 Paid to Gulzar Ahmad by cheque $650
" 30 Paid salaries by cheque $1,750
" 31 Deposited into bank the cheque of Hayat Khan.
" 31 Drew from bank for office use $250.
You are required to enter the above transactions in three column cash book and balance it.

Solution:

Noorani Stores
Cash Book

Debit Side Credit Side

Date	Particulars	V.N.	L.F.	Dis-count	Cash		Date	Particulars	V.N.	L.F.	Dis-count	Cash
1991 Jan.1 " 1 " 3 " 4 " 8 " 10 " 12 " 31 " 31 1991 Feb.1	To Balance b/d To Sales a/c To Cash a/c To A Hussan To Cash To Hayat Khan To Sales a/c To Cash To Bank To Balance b/d		C C C C	15	1,550 1,315 2,550 775 250	13,575 500 2,550 1,500 775	1991 Jan.1 " 3 " 6 " 8 " 16 " 27 " 30 " 31 " 31	By Office Equip. By Bank By Purchases a/c By Bank By Salman By Gulzar By Salaries a/c By Bank By Cash By Balanced c/d		C C C C	5	750 500 2,550 775 1,865	1,005 915 650 1,750 250 14,330
				15	6,440	18,900					5	6,440	18,900
					1,865	14,330

Sales Account

1991
Jan. 1
" 12

By Cash
By Cash

$
1,315
1,500

A. Hussan

1991
Jan. 4

By Cash

$
2,550

Hayat Khan

1991
Jan. 10

By Cash
By Discount

$
775
15

Office Equipment Account

1991
Jan. 1

To Cash

$
750

Purchase Account

1991
Jan. 6

To Cash

$
1,005

Salman

1991
Jan. 16

To Cash
To Discount

$
915
5

Gulzar Ahmad

1991
Jan. 27

To Cash

$
650

Salaries Account

1991
Jan. 30

To Cash

$
1,750

Discount Account

1991
Jan. 31

To Sundries as per Cash book

$

15

1991
Jan. 31

By Sundries as per cash book

Bank Reconciliation Statement:
Learning Objectives:
Define and explain bank reconciliation statement.
What are the reasons of disagreement of the balances of cash book and bank statement.
Prepare the format of the statement.
Prepare bank reconciliation statement.

Definition and explanation
Causes of disagreement between cash book balance and bank statement balance
How to prepare a bank reconciliation statement
Example1
Example 2

Definition and Explanation:
From time to time the balance shown by the bank and cash column of the cash book required to be checked. The balance shown by the cash column of the cash book must agree with amount of cash in hand on that date. Thus reconciliation of the cash column is simple matter. If it does not agree it means that either some cash transactions have been omitted from the cash book or an amount of cash has been stolen or lost. The reason for the difference is ascertained and cash book can be corrected. So for as bank balance is concerned, its reconciliation is not so simple. The balance shown by the bank column of the cash book should always agree with the balance shown by the bank statement, because the bank statement is a copy of the customer's account in the banks ledger. But the bank balance as shown by the cash book and bank balance as shown by the bank statement seldom agree. Periodically, therefore, a statement is prepared called bank reconciliation statement to find out the reasons for disagreement between the bank statement balance and the cash book balance of the bank, and to test whether the apparently conflicting balance do really agree.

Causes of Disagreement Between Bank statement and Cash book:
Usually the reasons for the disagreement are:
That our banker might have allowed interest which have not yet been entered in our cash book.
That our banker might have debited our account for any such item as interest on overdraft, commission for collecting cheque, incidental charges etc., which we have not entered in the cash book.
That some of the cheque which we drew and for which we credited our bank account prior to the date of closing, were not presented at the bank and therefore, not debited in the bank statement.
That some cheques or drafts which we have paid into bank for collection and for which we debited our bank account, were not realised within the due date of closing and therefore, not credited by the bank.
The banker might have credited our account with amount of a bill of exchange or any other direct payment into bank and the same may not have been entered in the cash book.
That cheques dishonoured might have been debited in the bank statement but have not been given effect to in our books.

How to Prepare a Bank Reconciliation Statement:
To prepare the bank reconciliation statement, the following rules may be useful for the students:

Check the cash book receipts and payments against the bank statement.
Items not ticked on either side of the cash book will represent those which have not yet passed through the bank statement.
Make a list of these items.
Items not ticked on either side of the bank statement will represent those which have not yet been passed through the cash book.
Make a list of these items.
Adjust the cash book by recording therein those items which do not appear in it but which are found in the bank statement, thus computing the correct balance of the cash book.
Prepare the bank reconciliation statement reconciling the bank statement balance with the correct cash book balance in either of the following two ways:

(i) First method (Starting with the cash book balance)
(ii) Second method (Starting with the bank statement balance)

First Method (Starting With the Cash Book Balance):

(a)If the cash balance is a debit balance, deduct from it all cheques, drafts etc., paid into the bank but not collected and credited by the bank and added to it all cheques drawn on the bank but not yet presented for payment. The new balance will agree with bank statement.
(b)If the bank balance of the cash book is a credit balance (overdraft), add to it all cheques, drafts, etc., paid into the bank but not collected by the bank and deduct from it all cheques drawn on the bank but not yet presented for payment. The new balance will then agree with the balance of the bank statement.
Second Method (Starting With the Bank Statement Balance):

(a)If the bank statement balance is a debit balance (an overdraft), deduct from it all cheques, drafts, etc., paid into bank but not collected and credited by the bank and add to it all cheques drawn on the bank but not yet presented for payment. The new balance will then be agree with the balance of the cash book.
(b)If the bank statement balance is a credit balance (in favor of the depositor), add to it all cheques, drafts, etc., paid into the bank but not collected and credited by the bank and deduct from it all cheques drawn on the bank but not yet presented for payment. The new balance will agree with the balance of the cash book.
Alternatively:

Information	Cash book shows debit balance i.e., bank statement shows credit balance		Cash book shows credit balance i.e., bank statement shows debit balance
Information	CB to BS	BS to CB	CB to BS	BS to CB
Cheques issued but not presented in the bank	Add	Less	Less	Add
Cheques paid into bank but not collected and credited by the bank	Less	Add	Add	Less
Credit, if any in the bank statement	Add	Less	Less	Add
Debit, if any in the bank statement	less	Add	Add	Less

Example 1:
On December 31 1991 the balance of the cash at bank as shown by the cash book of a trader was $1,401 and the balance as shown by the bank statement was 2,253.
On checking the bank statement with the cash book it was found that a cheque for $116 paid in on the 31st December was not credited until the 1st January, 1992 and the following cheques drawn prior to 31 December were not presented at the bank for payment until the 5th January 1992. Rashid & Sons $29, Bashir & Co. $801, MA Jalil $6, Khalid Bros., $132.

Prepare a statement recording the two balances:

Solution:

Bank Reconciliation Statement on 31st December 1991

First Method:
Balance as per cash book - Dr. 1,401
Less cheques paid in but not collected 116

  1,285
Add cheques drawn but not presented:
     Rashid & Sons29
     Bashir & Co.801
     MA Jalil6
     Khalid Bros.132968

Balance as per bank statement - Cr.2,253

Second Method:
Balance as per bank statement - Cr.2,253
Less cheques drawn but not presented968

1,285
Add cheques paid in but not collected116

Balance as per cash book - Dr.1,401

Example 2:
On 31st March, 1991 the bank statement showed the credit balance of $10,500. Cheque amounting to $2,750 were deposited into the bank but only cheque of $750 had not been cleared up to 31st March. Cheques amounting to $3,500 were issued, but cheque for $1,200 had not been presented for payment in the bank up to 31st March. Bank had given the debit of $35 for sundry charges and also bank had received directly from customers $800 and dividend of $130 up to 31st March. Find out the balance as per cash book.

Solution:

Bank Reconciliation Statement as on 31st March, 1991

Balance as per bank statement - Cr.	10,500
Add cheques deposited but not credited	750

	11,250
Less cheques issued but not presented	1,200

	10,050
Add bank charges made by the bank	35

	10,085
Less omission in cash book ($800 + $130)	930

Balance as per cash book	9,155
	____________________

Note:
Charges made by the bank $35 have not been recorded in the cash book, therefore, the balance in cash book is more. Add to bank statement balance also.
Dividend and amount from customers received by the bank have not been recorded in the cash book. Therefore, in the cash book there is no entry of $930 (800 + 130). Deduct from the bank statement balance to adjust it according to cash book balance.

Petty Cash Book:
Learning Objectives:
Define and explain petty cash book.
What is the imprest system of petty cash?
What are the advantages of Imprest system?
Prepare a petty cash book.

Definition and Explanation:
In almost all businesses, it is found necessary to keep small sums of ready money with the cashier or petty cashier for the purpose of meeting small expenses such as postage, telegrams, stationary and office sundries etc. The sum of money so kept in hand generally termed as petty cash and book in which the petty cash expenditures are recorded is termed as petty cash book.
In large business houses , the cashier has to handle every day a large number of receipts and payments and if in addition to this he is further saddled with petty cash payments, his position becomes embarrassing. Besides, it is most common to find with large commercial establishments that all receipts and payments are made through bank. Since expenses like postage, telegrams, traveling etc, cannot be made by means of cheques, the maintenance of a small cash balance to meet these petty payments becomes all the more necessary.

A petty cash book is generally maintained on a columnar basis - a separate column being allotted for each type of expenditure. The is only one money column on the debit side and all sum received from time to time by the petty cashier from the chief cashier are entered in it. The credit side consists of several analysis columns. Every payment made by the petty cashier is entered on this side twice - Firstly it is recorded in the total column and then to the appropriate column to which the expense is concerned. The total of the "total column" will naturally agree with the total of all subsidiary columns. The difference between the total of the debit items and that of the "total column" on the credit side at any time will represent the balance of the petty cash in hand and this should tally with the petty cashier's actual holding of cash.
The posting from the petty cash book to the respective accounts in the ledger are made directly in total at the end of every month or any other fixed period.

The Imprest System:
The more scientific method of maintaining petty cash so for introduced into practice is the imprest system. Under this system a fixed sum of money is given to the petty cashier to cover the petty expenses for the month. At the end of a month the petty cashier submits his statement of petty expenses to the chief cashier. The chief cashier on the receipt of such statement refunds to the petty cashier the exact amount spent by him during the month, thus making the imprest for the next month the same as it was at the beginning of the current month.
It is to be noted that the amount of cash in the hands of the petty cashier is a part of the cash balance, therefore it should be included in the cash balance when the latter is shown in the trial balance and the balance sheet. It should also be kept in mind that petty cash book is not like the cash book. It is a branch of cash book.

Advantages of Imprest System:
The main advantages of imprest system of petty cash are as follows:
A s the petty cashier has to produce to the chief cashier the petty cash book for inspection, it acts as a healthy check on the petty cashier.
As the petty cashier has to account for his expenses, before he can draw further sums, the petty cash book remains up to date.
As the petty cashier cannot draw as and when he likes, it prevents unnecessary accumulation of cash in his hand thus the chances of defalcation of cash are minimised.

Format of the Petty Cash Book:
The following is the simple format of a petty cash book:

Amount Received	Date	Particulars	V.N.	Total	Postage	Printing and Stationary	Cartage	Traveling Expenses	Misc.

Example:
Enter the following transactions in the columnar petty cash book of a cashier who was given $100 on 1st March, 1991 on the imprest system:-

1991
March 2	Paid for postage stamps	8
" 2	Paid for stationary	10
" 3	Paid for cartage	4
" 3	Paid for postage stamps	6
" 8	Paid for paper	1
" 12	Paid for cartage	6
" 18	Paid for trips to office peons	2
" 23	Paid for ink and nibs	4
" 25	Paid for Tiffin to office peons	6
" 26	Paid for train fair	5
" 28	Paid for bus fair	4
" 29	Envelops and letter heads	6
" 30	Printing address on above	4
" 31	Taxi fare to manager	10

Solution:

Amount Received	Date	Particulars	V.N.	Total	Postage	Printing and Stationary	Cartage	Traveling Expenses	Misc.
$ $100	1991 March1 " 2 " 2 " 3 " 3 " 3 " 12 " 18 " 23 " 25 " 26 " 28 " 29 " 30 " 31 " 31 April 1 " 1	To Cash By Postage By Stationary By Cartage By Postage By Paper By Cartage By Tip to peon By Ink & nibs By Tiffin to Peon By train fair By bus fair By Envelops et. By printing By Taxi fair By balance c/d To Balance b/d To Cash		8 10 4 6 1 6 2 4 6 5 4 6 4 10 24	8 6	10 1 4 6 4	4 6	5 4 10	2 6
100				100	14	25	10	19	8
24 76

Purchases Day Book:
Learning Objectives:
Define and explain purchases day book.
What are the ruling and posting of the purchases book?
Prepare a purchases day book.

Definition and Explanation:
Purchases book or purchases day book is a book of original entry maintained to record credit purchases. You must note that cash purchases will not be entered in purchases day book because entries in respect of cash purchases must have been entered in the cash book. At the end of each month, the purchases book is totaled. The total shows the total amount of goods purchased on credit. Purchases book is written up daily from the invoices received. The invoices are consecutively numbered. The invoice of each number is noted in the purchases book.

Ruling:
It is not ruled like the ordinary journal. The first column in this book is for date. In the second column, the name of the supplier or the seller, quantity of each article bought, description of the article, rate etc., are recorded. Sometimes a separate column to record the details of the transactions is added in the purchases day book. The third column is for invoice number. The fourth column is for ledger folio. The last column gives the total amount to the supplier.

Posting:
The total of the purchases book is posted to the debit of purchases account. Names of the suppliers appear in the purchases book. These parties have supplied the goods. They are, therefore, credited with the amount appearing against their respective names. The double entry will thus be completed.

Format:
The following is the format of purchases day book:

Date	Particulars	Inv.No.	L.F.	Amount

Example:
From the following transactions of a trader prepare the purchases day book and post it into ledger:-

1991		$
January 5	Purchased goods from Rasool & Co.	2,400
" 15	Purchased goods from Iqbal Bros.	6,000
" 25	Purchased goods from More & Co.	1,500
" 30	Purchased goods from Maqbool & Co.	3,000

Solution:

Purchases Day Book

Date	Particulars	Inv.No.	L.F.	Amount
1991 Jan. 5	Rasool & Co. Iqbal Bros. More & Co. Maqbool & Co.			$ 2,400 6,000 1,500 3,000

Purchases Account

1991
Jan. 31

To Sundries as per P/Book

$
12,900

Rasool & Co.

1991
Jan. 5

By Purchases

$
2,400

Iqbal Bros.

1991
Jan. 15

By Purchases

$
6,000

More & Co.

1991
Jan. 31

By Purchases

$
1,500

Maqbool & Co.

1991
Jan. 30

By Purchases

$
3,000

Purchases Returns Book:
Definition and Explanation:

Purchases returns book is a book in which the goods returned to suppliers are recorded. It is also called returns outward book or purchases returns day book. Goods may be returned because they are of the wrong kind or not up to sample or because they are damaged etc. The ruling of this book is absolutely the same as of purchases day book. The book and entries are made therein just the same as those made in the purchases day book.

Posting:
The total of the purchases returns or returns outwards book is credited to returns outward account or purchases return account (being the goods sent out). Individual suppliers to whom goods are returned are debited (because they receive the goods).

Debit Note:
When the goods are returned to the suppliers, an intimation is sent to them through what is known as a debit note. These debit notes serve as vouchers for these entries. A debit note is a statement sent by a businessman to another person, showing the amount debited to the account of the later. Debit notes are usually serially numbered and are prepared in the same form as that of the invoice.

Form of the Debit Note:

Debit Note

Messrs Rehman & Sons Standard Road Multan	Lahore, March 19, 1991.
To goods returned: 10 shirts at $12 10 pairs trousers at $20 Goods returned as per R/R No.........dated.......	120 200
	320
E & O. E	For Good Luck & Co. Partner

Format of Purchases Returns Book:

The following is the format of purchases Returns book:

Date	Particulars	D/N	L.F.	Amount

Example:
From the following transactions of a trader prepare the purchases returns day book and post it into ledger:-

1991		$
January 8	Karim & Sons	135
" 20	Fazal Din & Co.	150
" 31	Saeed Bros.	250

Solution:

Purchases Day Book

Date	Particulars	D/N	L.F.	Amount
1991 Jan. 8 " 20 " 31	Karim & Sons Fazal Din & Co. Saeed Bros.			$ 135 150 250
				535

Purchases Returns Account

1991
Jan. 31

By Purchases as per P.R.B.

$
535

Karim & Sons

1991
Jan. 8

To Purchases returns

135

Fazal Din & Co.

1991
Jan. 20

To Purchases Returns

$
150

Saeed Bros.

1991
Jan. 31

To Purchases

$
250

Sales Day Book:
Definition and Explanation:
A sales book is also known as sales day book is a book of original entry in which are recorded the details of credit sales made by a businessman. Total of sales book shows the total credit sales of goods during the period concerned. Usually the sales book is totaled every month. The sales day book is written up daily from the copies of invoices sent out.

Posting:
The total of the sales book is credited to sales account. Customers whose names appear in the sales book are debited with the amount appearing against their names. Double entry is thus completed.

Format of Sales Day Book:
The following is the format of sales day book:

Date	Particulars	Inv. No.	L.F.	Amount

Example:
From the following transactions of a trader prepare the sales day book of M. Amin and post it into ledger:-

1991		$
January 5	Sold goods to ideal college	200
" 10	Sold goods to Ahmad & Co.	100
" 20	Credit sales to Karim Bakhish	400
" 31	Sold goods to cheap stores	100

Solution:

Purchases Day Book

Date	Particulars	D/N	L.F.	Amount
1991 Jan. 5 " 10 " 20 " 31	Idea college Ahmad & Co. Karim Bakhish Cheap stores			$ 200 100 400 100
				800

Sales Account

1991
Jan. 31

By Sundries as per s/Book

$
800

Ideal College

1991
Jan. 5

To Sales

200

Ahmad & Co.

1991
Jan. 10

To Sales

$
100

Karim Bakhish

1991
Jan. 20

To Sales

$
400

Cheap Stores

1991
Jan. 31

To Sales

$
100

Sales Returns Book:
Learning Objectives
Define and explain sales return book.
What is a credit note?
Prepare a sales returns book and post into ledger.

Definition and Explanation:
Sales returns book is also called returns inwards book. It is used for recording goods returned to us by our customers. The ruling of this books is exactly as for sales day book.

Posting:
The of the returns inwards book or sales returns book is debited to returns inwards account or sales returns account. The customers who have returned the goods are credited with the amount shown against their names.

Credit Note:
Customers who return goods should be sent a credit note. It is a statement sent by a business to another person showing the amount credited to the account of the later. Credit notes are serially numbered and are similar in form to the invoices. These are usually printed in red ink. Credit notes issued to customers are vouchers for the entries appearing in the sales returns book.

Form of Credit Note:

Messrs Ideal Traders, Peshawar Cr. in account with Messrs Good luck & Co.. Lahore	Lahore, March 19, 1991
By 100 shirt at $2 Goods returned as per I/No.........Dated....... Dollars two hundred only	200
E. & O. E.	For Good luck & Co. Partner

Format of Sales Returns Book:
The following is the format of sales returns book:

Date	Particulars	C/N	L.F.	Amount

Example:
From the following transactions of a trader prepare the sales returns book and post it into ledger:-

1991		$
January 8	Goods returned by Parker & Co.	40
" 20	Goods returned by Ideal Traders $52	52
" 31	Allowance granted to Riaz & Co.., for short delivery	100

Solution:

Sales Returns Book

Date	Particulars	D/N	L.F.	Amount
1991 Jan. 8 " 20 " 31	Parker & Co. Ideal Traders Riaz & Co.			$ 40 52 100
				192

Sales returns Account

1991
Jan. 31

By Sundries as per S.R.B

$
192

Parker & Co.

1991
Jan. 8

By Sales returns

$
40

Ideal Traders

1991
Jan. 20

By Sales returns

$
52

Riaz & Co.

1991
Jan. 31

By Sales returns

$
100

Bills Receivable Book:
Learning Objectives:
Define and explain bills receivable book.
Prepare a bills receivable book and post into ledger.

Definition and Explanation:
Bills receivable book is used to record the bills received from debtors. When a bill is received, details of it are recorded in the bills receivable book.

Posting:
In the ledger the account of the person from whom each bill is received is credited with the amount of that bill and the periodical total of the book is posted to the debit of bills receivable account.the bills receivable book is ruled according to the requirements of a particular account.

Format of Bills Receivable Book:
The following is the format of bills receivable book:

(1) Bills Receivable Book

No. of Bills	Date	From whom received	Drawer	Acceptor	Where payable	Term	Due date	L.F.	Amount	Remarks

(2) Bills Receivable Book

Date	From whom received	Term	Due date	L.F.	Amount

Example:
From the following transactions of a trader prepare the bills receivable book and post it into ledger:-

1991
January 5	Drew a bill on Abdullah & Co. at 2 m/d for $700.
" 10	Acceptance received from Rahim Bakhish at 3 m/d for $ 1,000.
" 20	A. Riaz gives his acceptance at 3 m/d for $800.
" 30	Bill at 2 m/d for $100 is drawn on Bashir.

Solution:

Bills Receivable Book

Date	Particulars	Term	Due Date	L.F.	Amount
1991 Jan. 5 " 10 " 20 " 30	Abdullah & Co. Rahim Bakhish A. Riaz Bashir	2 m/d 3 m/d 3 m/d 2m/d	March 8 April 13 " 21 March 3		$ 700 1,000 800 100
					2,600

Bills Receivable Account

1991
Jan. 30

By Sundries as per B/R Book

$
2,600

Abdullah & Co.

1991
Jan. 5

By Bill receivable

$
700

Rahim Traders

1991
Jan. 10

By Bill receivable

$
1,000

A. Riaz

1991
Jan. 30

By Bill receivable

$
800

Bashir

1991
Jan. 30

By Bill receivable

$
100

Bills Payable Book:
Learning Objectives:
Define and explain bills payable book.
Prepare a bills payable book and post into ledger.

Definition and Explanation:
Bills payable book is used to record bill accepted by us. When a bill drawn by our creditor is accepted particulars of the same are recorded in this book.

Posting:
In the ledger, the account of each person whose bill has been accepted is debited with the amount of the bill. The monthly total of the bills accepted is credited to the bills payable account ledger.

Format of Bills Receivable Book:
The following is the ruling and format of bills payable book:

(1) Bills Payable Book

Date	To whom given	Drawer	Payee	Where payable	Term	Due date	L.F.	Amount	Remarks

(2) Bills Payable Book

Date	To whom given	Term	Due date	L.F.	Amount

Example:
From the following transactions of a trader prepare the bills payable book and post it into ledger:-

1991
January 5	Accepted a bill at 3 m/d for $200 drawn by Rahmat & Co.
" 20	gave acceptance at 2 m/d for $500 to Kamal.
" 30	Acceptance at 1 m/d for $ 500 given to Feroz & Co.

Solution:

Bills Payable Book

Date	Particulars	Term	Due Date	L.F.	Amount
1991 Jan. 5 " 20 " 30	Rahmat & Co. Kamal Feroz & Co.	3 m/d 2 m/d 1 m/d	April 8 March 23 " 30		$ 200 500 500
					1,200

Bills Payable Account

1991
Jan. 31

By Sundries as per B/p Book

$
1,200

Rahmat & Co.

1991
Jan. 5

By Bill Payable

$
200

Kamal

1991
Jan. 20

By Bill Payable

$
500

Feroz & Co.

1991
Jan. 31

By Bill Payable

$
500

Journal Proper:
Learning Objectives:
Define and explain journal proper.
When a journal proper is used?

Definition and Explanation:
Journal proper is book of original entry (simple journal) in which miscellaneous credit transactions which do not fit in any other books are recorded. It is also called miscellaneous journal. The form and procedure for maintaining this journal is the same that of simple journal.
The use of journal proper is confined to record the following transactions:-

Opening entries
Closing entries
Transfer entries
Adjustment entries
Rectification entries
Entries for which there is no special journal
Entries for rare transactions

Opening Entries:
When a businessman wants to open the book for a new year, it is necessary to Journalise the various assets and liabilities before the new accounts are opened in the ledger. The journal entries so passed are called "opening entries". Suppose a businessman opens a new set of books on January 1, 1991 with cash in hand $100, debtors $200, stock in trade $320, machinery $700, furniture $150, bank loan $300, capital $1,070 the respective opening entry in the journal will be:

Cash Sundry debtors Stock in trade Machinery Furniture & fitting	100 200 320 700 200
To Sundry creditors To Bank loan To Capital		150 300 1,070
(Being the incorporation of assets and liabilities at this date)

Closing Entries:
When the books are balanced at the close of the accounting period with a view to paper final accounts it is necessary that balance of all the income and expenses accounts must be transferred to trading and profit and loss account. The process of transferring balances to the trading and profit and loss account at the end of year is called closing the books and entries passed at that time are called closing entries. For example on 31st December, 1991 the balance in expenses accounts are: Salary $500; rent $200; Stationary $50; legal charges $100; and income accounts are: commission received $50. These balance will be recorded in profit and loss account though the following closing entries:

Profit and loss account To Salary To Rent To Stationary To Legal charges (Being the closing entry)	850	500 200 50 100

Commission received account To Profit and loss account (Being the closing entry)	50	50

Transfer Entries:
When accounts are transferred from one account to another for combination of allied items, it is necessary to pass transfer entry. For example, Drawings $500 is transferred from the drawings account to the capital account to find out the net capital. The transfer entry will be passed as follows:

Capital Account
To Drawings account
(Being the transfer entry)

500

Adjusting Entries:
Modification of the accounts at the end of an accounting period is called adjustments. If there be any event affecting the related period of accounts but left out of the books, the same should be incorporated in the books before the preparation of the final accounts. This is done by means of adjusting entries through the journal proper. For example at the end of the year it is found that rent $50 is outstanding. It is not recorded in the books. It will be taken into account by means of adjusting entry which is as follows:

Rent account
To Outstanding rent account(Being outstanding rent recorded)

Rectification Entries:
When an error is detected in the books, the same is rectified through an entry in the journal proper; thus is called rectification entry. For example, it was detected that an expenditure of $ 100 on repair to building was charged to building account. It is corrected through the following entry in the journal proper:

Building repair account
To Building account

100

Entries of Which There is No Special Journal:
When a trader cannot record the entries in the above mentioned sub-journals, the same are entered in the journal proper. The common transactions which cannot be recorded in any of the book of original entry are: