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5.1 Introduction
Journal is the book of original entry and all transactions are recorded first in
that book. We have also learnt that there are subsidiary books, which are
different types of journal and in large organizations, these subsidiary books
are maintained as books of original entry. However there is a book called
Journal Proper, which is also a type of journal in which transactions which
can not be entered in any other subsidiary books, shall be recorded. For
instance, a loan is declared as bad and it should be written off. This is not a
cash transaction non the less a credit transaction. But it should be recorded
in some book. Similarly depreciation on assets has to be provided; rent paid
in advance ; taxes paid in advance, outstanding expenses payable and so
many such transactions have to be recorded for a fair calculation of profit or
loss. To facilitate recording of such transactions, a separate book called
journal proper is maintained. It is only after all transactions are entered into
various books, ledger accounts are prepared entirely in a different book
namely ledger. The process of recording the transactions in the ledger is
known as posting. Since ledger is prepared basing on journal, it is known as
secondary book.
Learning Objectives:
After studying this unit, you should be able to understand the following:
1. To know what secondary books are.
2. To know what Journal proper is and its purpose.
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5.2 Types
There are three types of ledger, namely debtor’s ledger, creditor’s ledger
and general ledger. Debtor’s ledger contains accounts of debtors to whom
goods are sold on credit. Creditor’s ledger contains accounts of creditors
from whom goods are purchased on credit. General ledger contains real
accounts, nominal accounts and all personal accounts, other than debtor’s
and creditor’s accounts.
Before understanding about posting transactions to ledger, it is useful to
understand about journal proper.
Journal proper contains the following aspects:
a) Opening journal entries
b) Closing journal entries
c) Adjusting entries
d) Rectification entries
e) Transferring entries
f) Credit purchase of assets and sale of assets
g) Withdrawal of goods by the proprietor for his personal use
h) Loss of goods due to natural causes
Self Assessment Questions 1:
1. Ledger is also known as _____________.
2. Journal proper contains ______________.
3. Is Ledger an account or a book ?
4. The three types of secondary books are _____, _______ and _______.
5. Furniture of the office used by the proprietor in his house. where do you
find an entry for this transaction in business books?
6. What ever is recorded in journal proper is also posted to ledger. ( state
whether it is True /False).
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Similarly, a newly set up business may commence its activities with some
assets and liabilities. Then the assets are debited and liabilities are credited
and the difference is transferred to capital account.
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are made in Journal proper. If they are not considered, the profit or loss
reflected by the final accounts will not give the correct picture for the
accounting period. More details about adjusting entries will be discussed in
Unit 7.
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with Rs3000, Loss on sale of asset account is also debited by Rs.2000 and
the concerned asset account is credited with the book value Rs5000. The
loss sustained in the process is transferred to Profit and Loss account later.
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Note:
1. Every account has four columns on debit side and four columns on the
credit side.
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2. At the end of period, total of debit side is Rs.85000 and the credit
amount is Rs.57000. The balance of Rs.28000 is in excess of debit over
credit and is stated on credit side in order to balance the account to an
equal amount of Rs85000
3. The closing balance of the account for February month becomes
opening balance for the month of March.
4. JF stands for journal folio, where from the transaction is obtained.
5. For closing balance, it is called balance carried down and for opening
balance, it is balance brought down.
Posting technique
Posting is done either from journal or any subsidiary book.
For example, there is a transaction that goods are sold to Krishna for cash
Rs5,000. The journal entry in the journal is Cash account is debited and
goods account is credited with an equal amount. In the ledger, on the debit
side of cash account, we write ‘To goods’ Rs.5000 and in the goods
account, we write ‘By cash Rs.5000. It is shown here below:
CASH ACCOUNT
Particulars Amount (Rs) Particulars Amount (Rs)
To goods 5,000
GOODS ACCOUNT
Particulars Amount (Rs) Particulars Amount (Rs)
By cash 5,000
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From the entries in the subsidiary book also, ledger accounts can be
prepared. For example, the total of purchases book for the month of January
2004 is Rs.56000. The purchases are made from supplier ‘A’ Rs.26,000; ‘B’
20000 and from ‘C’ Rs.10000.We can find the entries in the ledger as shown
below.
A’s Account
Particulars Amount (Rs) Particulars Amount (Rs)
January 2004 January 2004
To balance c/d 26,000 By Purchases 26,000
February 2004
By bal b/d 26,000
B’s Account
Particulars Amount (Rs) Particulars Amount (Rs)
January 2004 January 2004
To balance c/d 20,0000 By Purchases 20,000
Feb, 2004
By balance b/d 20,000
C’s Account
Particulars Amount (Rs) Particulars Amount (Rs)
January 2004 January 2004
To balance c/d 10,000 By Purchases !0,000
Feb, 2004
By bal b/d 10,000
Purchases Account
Particulars Amount Particulars Amount (Rs)
(Rs)
January 2004 January 2004
To Sundries 56,000 By balance c/d 56,000
Feb, 2004
To balance b/d 56,000
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Solution
The above account shows that Raghavan is owing to Govind Singh Rs.2000
as on 31st July and this is the opening balance for August.
Summary
Ledger accounts are prepared from General journal and other subsidiary
books including Journal proper. All transactions are posted to ledger
accounts and some of them show debit balance and some other credit
balance. For convenience of the students, the following table gives a fair
idea of what account usually shows what balance.
Terminal Questions
1. A company is engaged in the following transactions in June. You are
required to record transactions in general journal.
1. Received cash from customers Rs.14000
2. Returned goods to suppliers Rs.4000
6. Paid for type writer purchased on credit on May 4, Rs. 6000
10. Received cash for services provided Rs. 2300
13. Paid for supplies purchased Rs. 5600
18. Paid telephone bill for the month Rs. 8400
20. Provided professional services for Rs.9000 to the customer who paid
advance of Rs. 2000
30. Paid salaries for the month of June Rs. 3400
3. Prepare ledger accounts for the journal entries recorded for the
transactions as given in the exercise 2.
3. Goodwill
5. Depreciation
6. P & L