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================================{ ComputerAccounting - Tally } ============================ INTRODUCTION TO ACCOUNTING : Accounting is the art of recording, classifying and summarizing in a significant manner and in terms of money, transactions and events which are, in part at least, of a financial character and interpreting the result thereof. Accounting:1. Recording 2.

Classifying 3. Summarizing 4. Interpreting Financial Events 5. Information to facilitate decision-making. Accounting Cycle: Transactions Journal Trading, Profit & Loss A/c & Balance Sheet Ledger Trial Balance Types of Accounts: Accounts are two types A. Personal A/c. B. Impersonal A/c. A. Personal A/c. : Dealing with an individual or accounts of Corporate bodies or Institutions which are recognized as person in business dealings. Example: Customers, Creditors, Debtors, Owner, Bank, Firm, Capital etc. B. Impersonal A/c. : Are two types (1) Real, (2) Nominal (1) Real : Real Account are Two types :(a) Tangible Account: - These accounts relate touched, felt, measured, etc. It could be fixed or current in nature. E.G. Cash, Building, Furniture, Stock, etc. (b) Intangible Account: - They represent things which cannot be touched but they can be

measured in terms of money. E.g. Patents a/c Goodwill A/c etc. C. Nominal A/c :It deals with expenses and losses, income and gains. These accounts are opened in the book to simply explain the nature of the transactions. For example, in a business, rent is paid to the landlord, salary to employees commission to salesman, cash goes out of the business and is real, while rent , salary or commission do not exist. The accounts of these items are opened simple to explain how the cash has been spent. E.g. Rent, Lighting Insurance, Dividends or income received or expenses for services received by the Firm etc. Rules of Debit & Credit: 1. Personal Account 2. Real Account ========================{ Central Institute of Information Technology } ================== 1 Debit the Receiver Credit the

================================{ ComputerAccounting - Tally } ============================ 3. Nominal Account Accounts Systems : The Two systems of Accounting are as follows : 1. Cash System of Accounting : Accounting entries are made only when cash is received or paid, i.e. when actual cash exchanges hands. No. entry is made when a payment or receipt is merely, e.g. Government System of Accounting and small Business enterprise. 2.Mercantile or Accrual System of Accounting : Accounting entries are made on the basis of amounts having become due for payment or receipt. In this system sales is recognized soon after delivery, e.g. Commercial Accounting.

Some Important Definitions & Terms Assets :Anything, which will enable a business enterprise to get cash or a benefit in future, is Assets. Fixed Assets: Assets that are acquired for relatively long periods for carrying on the business of the enterprise and not meant for resale, e.g. Land, Building, Plant, Machinery etc. Current Assets :Assets, which are held essentially for a short period and are meant for converting into cash. They are expected to get converted into cash within one operating cycle of business. E.g. Inventories, Debtors, Bills Receivable etc. Liquid Assets: Assets which are immediately convertible into cash without much loss e.g. marketable securities, stamps etc. Liabilities :It is the amount, which a business owes and has to return or account for. E.g. Loan from banks, Trade creditors A/c. Capital :It refers to the amount invested by the proprietor in a business enterprise. It is an Owners A/c i.e. a personal A/c. Revenue :It means income of a recurring nature from any source related to business. Expense :It denotes the cost of services and things used for generating revenue. Expense is different from loss. An expense is supposed to bring some benefit to the Firm, whereas a loss brings no benefit to the firm, for example Loss by theft, Loss by fire, etc. Some example of expenses are Payment made to employees (salary),carriage Inward and Outward. Debtor :Debtors is a person or firm who has to pay something for the benefits which he has received. Thus any person owing some amount to the other is Debtor to the latter. This relationship continues to exits till he pays off the payable amount. Thus debtor is a receiver of benefit.

========================{ Central Institute of Information Technology } ================== 2 Debit what comes in Credit what Debit all expenses & Loses Credit all income & gains ================================{ ComputerAccounting - Tally } ============================ Creditor :Creditor is a person who has to receive some amount for giving the benefit. So long as payment is not received by him for the benefits which he has already given he remains creditor. Solvent :A person who is in a position to pay his debts as they become due. Insolvent :A person who is not in a position to pay his debts as they become due. The dues from insolvent debtors are known as Bad Debts. Drawings :Cash or goods taken by the owner of the business for his personal use. For example, payment of salaries to the employees is not a Drawing but if the owner takes money from the business for the payment of his childrens school fee then this is a Drawing. Drawing reduce the Capital at the credit of the Owner. Wages :Remuneration paid to the laborers in the factory. Salary :Remuneration paid to the employees in the administrative building. Entry :Recording of a transaction in any book of accounting is called an entry. Profit :It is a Nominal Account and is a gain. It increases liability towards the owner. Proprietor :Proprietor is a person who invests funds in the business as capital and works for running the same, with an intention to earn profit. Business : Business is an activity undertaken by a person or persons with a view to earn

profit. This includes sale and purchase of goods, manufacturing and sales of goods etc. Goods : This means article or things purchased with a view to resell them. Thus for a person doing the business of sale purchase of general items e.g., slates , notebooks, pencils etc., these things will be goods. Most important things in this is that the purchases must be made with a view to sell those things. Thus anything purchased for using it in the business will not be Goods. Goods A/cs is divided into following four types. (1) Purchase A/c (2) Purchase Returns A/c (3) Sales A/c (4) Sales Returns A/c. Discount :An allowance or a deduction allowed from an amount due, is discount. Discount payable is an expense of the organization whereas discount received is an income. Discount A/cs is divided into two types. (1) Trade Discount (2) Cash Discount Person :In business the term Person includes individuals, Firm, Companies, Banks, Government concerns or departments, local body or any other form of business organizations. ========================{ Central Institute of Information Technology } ================== 3

================================{ ComputerAccounting - Tally } ============================ RECORDING TRANSACTION IN A JOURNAL

Journal Entry (Recording) :It is a primary book of Accounting . It is a book which contains chronological record of transactions. Illustration 1. Raju starts a business with a Capital of Rs. 50000 on April 18, 2000. In this case two accounts are involved. (i) Rajus account i.e. Capital Account. (ii) Cash Account Capital A/c is a Personal A/c. As per the rules of Debit & Credit applicable to personal A/c Debit the Reviver, Credit the giver. As business is a separate entity (Entity Concept), Raju is giving money so his account should be credited. Capital A/c..Cr. Cash A/c is a Real A/c. According to the rules of Real A/c Debit What Comes in, Credit what goes Out. In this transaction, cash is coming in the business, so should be debited. Cash A/c.Dr. Journal Date Particulars L.F. Debit (Rs.) Credit (Rs.) 2000 April 18 Cash A/c.Dr. To Capital A/c (Being Commencement of

business) 50000 50000 Note : 1. A Narration should be written after each Journal entry since it narrates the transaction. In the above illustration words within braces Being Commencement of Business is a narration. 2. Convention is to pass the Debit entry prior to Credit entry in the Journal. 3. L.F. stands for ledgers Folio. The transaction entered in Journal are late on posted to the Ledger. It is given for easy reference. Illustration 2 ( i) Salary Rs. 5000 paid to Mr. ABC by his employer. (ii) Goods for Rs. 3000 purchased on credit from David. ( i) In this case two accounts are involved : (a) Salary Account : Salary A/c is a nominal A/c. According to the rules of Nominal A/c Debit all expenses & losses, Credit all income and gains. For the business it is an expense, so Debit, so Debit it. ========================{ Central Institute of Information Technology } ================== 4

================================{ ComputerAccounting - Tally } ============================ Salary A/c Dr. (b) Cash Account :Cash A/c is a Real A/c. According to the rules of Real A/c Debit What comes in, Credit what goes Out. In this transaction, cash is going out from the business,

so it should be credited. Cash A/cCr. ( i ) In This case two accounts are involved : (a) Purchase Account : Purchase Account (Nominal A/c) (b) Davids Account : Davids Account (Personal A/c ) (Credit purchase) Purchase A/c Dr. (Credit purchase ) Davids A/c Cr. (as it is a personal A/c & David is the Giver of goods) Date Particular L.F. Debit (Rs.) Credit (Rs.) Salary A/c.Dr. To Cash A/c (Being Salary of Rs. 5000 paid to Mr ABC) 5000 3000 5000 3000 Purchase A/c..Dr. To David A/c (Being Purchase of goods on credit) Illustration 3 : State which two accounts are affected by the following transactions : 1. Started business with a capital of Rs. 50000. 2. Secured loan from Neware Rs. 30000.

3. Purchased machinery for Rs. 40000 4. Paid interest Rs. 3000. 5. Purchased goods Rs. 12000. 6. Paid salary to salesman Rs. 1000. 7. Sold goods Rs. 15000. 8. Received commission Rs. 500. 9. Deposited in Bank account Rs. 5000. 10. Sold goods on credit to Singh Rs. 5000. Solution Accounts affected No. 1 2 1. Cash Capital 2. Cash Neware 3. Cash Machinery 4. Cash Interest 5. Goods Cash 6.

Salary Cash 7. Goods Cash 8. Commission Cash ========================{ Central Institute of Information Technology } ================== 5

================================{ ComputerAccounting - Tally } ============================ 9. Bank Cash 10. Goods Singh This means these transactions are either to be debited or credited to the two accounts in the above chart. This done with the help of the rules mentioned above. But before applying the rule, one must understand as to which rule be applied to individual account. For this, classification of these accounts must be done. It is as follows:1. Cash -

Real account 2. Capital Personal account 3. Machinery Real account 4. Goods Real account 5. Interest Nominal account 6. Salary Nominal account 7. Commission Nominal account 8. Neware -

Personal account 9. Singh Personal account 10. Bank Personal account Journal of Shri.. Date of Transaction Particulars L.F. Amount Dr. Cr. 1. 2. 3. 4567 Cash A/c.Dr. To Capital A/c (Being Capital Brought in the business) 50000 30000

40000 3000 12000 1000 15000 50000 30000 40000 3000 12000 1000 15000 Cash A/cDr. To Neware A/c (Being loan secured from Mr. Newa) Machinery A/c.Dr. To Cash A/c (Being machinery purchased for cash) Interest A/c...Dr. To Cash A/c (Being interest paid) Goods A/cDr. To Cash A/c (Being goods purchased for cash) Salary A/c..Dr. To Cash (Being

salary paid to salesman). ========================{ Central Institute of Information Technology } ================== 6

================================{ ComputerAccounting - Tally } ============================ 89 10 500 5000 5000 500 5000 5000 Cash A/c...Dr. To Goods A/c (being goods sold on cost) Cash A/c....Dr. To commission A/c (Being commission received) Bank A/c. Dr. To Cash A/c (Being cash deposited in Bank) Singhs A/c.Dr. To Goods A/c (Being Goods sold on credit

to Singh) Introduction to Tally Opening Screen of Tally is divided into three sections : I. Gate of TALLY : This is the entry gate to Tally software Press Ctrl and M keys simultaneously or click on this area to activate it. In this portion one works on menus, masters and reports. This screen, is further sub-divided into two portions : Left Portion: this contain the following information : Current Period : It is the current Financial Vouchers are being entered. Current Date : Displays the date for which Vouchers are being entered. List of selected Companies : Displays all the active Companies. The currently select company will be in bold letters. Date of last entry : Display last voucher date. Right Portion: Display various menus. ========================{ Central Institute of Information Technology } ================== 7

================================{ ComputerAccounting - Tally } ============================ II. Button Panel :These buttons help to perform various functions. Wherever you find a

Function key underlined on the button panel, activate that function key either by clicking on it by pressing Alt and that Function key simultaneously. The functions of these buttons are discussed later. III. Direct Command :Press Ctrl and N Keys simultaneously or click on this area to activate it. Even if the mouse does not work, you can type commands in plain English in this area and execute them. Creating Company 1.The first thing you have to do is to Create Company. So activate GATEWAY OF TALLY section of the screen by clicking on this area or by pressing Ctrl + M key. 2. Now select Create Company Info. Menu either by pressing C or by double clicking on this option. You will see a Company Creation Screen on your Desktop. ========================{ Central Institute of Information Technology } ================== 8

================================{ ComputerAccounting - Tally } ============================ The above screen shows various fields. These fields are discussed below : Note : Press Enter key to the next field area each field entry. For editing in the above screen use Backspace or Up arrow key or Down arrow key. i. Name : Type the name of the Company/Firm you wish to create. The number of characters in the name of the name of the Company is not restricted to the visible length of the space for entry. The characters in the Company name compressed horizontal so that the full name is visible. This is a compulsory entry. ii.

Mailing Name & Address : Type the full address of your Company/Firm. Any number of lines for address can be given in this filed due to vertical compression. of characters. This is an optional entry. You can switch to next field just by pressing Enter. iii. Income Tax Number : For India/Asia : type the Income Tax Number allotted to your Company/Firm by the Income Tax Department. This is an optional entry. iv. Local Sales Tax Number : Types Sales Tax number. This is an optional entry. v. Inter-State Sales Tax Number : (Only fir India/Asia) If this number is relevant for your Firm then type it. This entry is optional. vi. Currency Symbol : Type the currency symbol used in your business. Type Rs for India. vii. Maintain : This is a compulsory entry . A window with three options pops up. The three options are as follow. (a) Accounts Only : Select this if the Business do not deal with any Inventory transaction, e.g. Professional, Corporate Officers. ========================{ Central Institute of Information Technology } ================== 9

================================{ ComputerAccounting - Tally } ============================ (b) Inventory Only : Select this if no Financial record needed, e.g. Pure Stock

Point/Godwons/Factories. (c) Account-with-Inventory : It maintains both Financial Account and Inventory. Viii Financial Year From : Type the starting date of the financial year. Tally considers 12 months from the given date as Financial Year. Type 01/04/98 for M/s Albert & Brothers. ix Books Beginning From : Year may start your business in the middle of a Financial Year and may dislike the reports including the period your Company was not even in existence. Type the actual date on which the business started but this date should be a later date than the starting date of the Financial Year. This is a compulsory entry. x. Use Security Control : This is a very attractive feature of Tally which sets-up authority levels that decides the right of the user for data manipulation. Type your name as Administration and give a password. The password is case sensitive, i.e. NA and na will be considered two different passwords By default two security types are defined. They are as follows : (a) Owner : He has full access and rights to all parts of Tally. Type your name as the Owners name. (b) Data Entry : He has restricted right. You can modify the default settings for him. Note : You can even create new level of security, say a Manager in between Administrator and Data Entry. 3. Press Y to accept all the entries. Now the company gets created which can be loaded from the Company info. Nemu as and when desired. The screen for selecting a company shown in Fig. ========================{ Central Institute of Information Technology } ================== 10

================================{ ComputerAccounting - Tally } ============================ M/s Neware Brothers is clearly shown in the above screen under the Name of Company option (shown to the left and side of the Gateway of Tally screen) Loading/Selecting a Company A company can be selected only if it exists. i) For loading a company press Alt And F3 Keys simultaneously to invoke Company Menu. Select the option Select Company in this menu by pressing S. ii) Highlight the company to be selected List of Company and press Entry. Note : you can load even more than one Company at a time. This may help you to compare their performance. Shutting a Company Shutting a company means uploading it. i) Press Alt And F3 Keys simultaneously to invoke the Company Info. Menu. Select the option Shut Company in this menu by pressingH. ii) Highlight the company you wish to shut down form the List of Companies and press Enter. Altering/Modifying Existing Company i) Press Alt and F3 keys simultaneously to invoke the Company Info. Menu. ii) Press A key to select Alter option from the company Info. Menu. iii)

Highlight the Company you wish to alter from the List of Companies and press Enter. You have Company Alteration screen on your desktop. Make the required charges and accept it. New Buttons on the Button Panel F1 : Select Company : This is select an existing Company selecting a company means activating it. More than one company can be opened at at time which will be including in the List of Selected Companies . ========================{ Central Institute of Information Technology } ================== 11

================================{ ComputerAccounting - Tally } ============================ F1 Shut Cmp : Select this option pressing Alt and F1 keys simultaneously. This option de- activates a company. The company still exists but its name will be excluded from the List of Select Companies F2 Date : Tally permits you to change the date using this button. F2 Period : This button allows you to change the Financial Accounting period of the company which was wntered at the time of Company creation. F3 Company : This button helps you to switch from one active company to another active company. F3 Create Cmp : Select this option by pressing Alt and F3 keys simultaneously. This invokes the Info. Menu.

F4 : Backup : By clicking this button you can store the data related to a company on a floppy disk or in the hard disk. By default the backup is stored on drive A. You can change this default setting by press Shift + Tab. F4 : Restore : Suppose you have taken backup in floppy disk. If you wish to restore this data again in the hard disk then follow the steps : ========================{ Central Institute of Information Technology } ================== 12

================================{ ComputerAccounting - Tally } ============================ 1. Click on the F4 : Restore button. 2. Now insert the floppy disk containing data in the floppy disk drive. Select the name of the Company from the list of companies and pres Enter. 3. Then type the path where you wish to store the data for the company concerned. Accounting Information 1.Select the Company By Clicking on the F1 Select Cmp. Button on the Button panel. Note : Inventory Info. Option is deactivated in the above menu because we have selected Accounts Only option under the Maintain field while creating the Company M/s Neware Brothers. This option selected because it is simpler to work with. 2. Now select the option Account Info. Option gives you overall information of Groups, Ledgers, its creation and Maintenance, Cost Centers, Cost Categories, Voucher Types, etc. On selecting Accounts Info. option, Figure gets displayed. ========================{ Central Institute of Information Technology } ================== 13

================================{ ComputerAccounting - Tally } ============================ 3. If you wish to study the above Pre-defined Group and sub-group then highlight the Group option on the above menu, and then press Enter, immediately the Group menu gets displayed. 4. Press the D key on the keyboard or highlight display on the above menu option and press the Enter key to display the Pre-defined Groups. You will see that the Groups get displayed in an alphabetical order, ========================{ Central Institute of Information Technology } ================== 14

================================{ ComputerAccounting - Tally } ============================ Some details related to Pre-Defined Groups 1. Capital Assets : It holds Capital and Reserves of the Company. For example, Proprietors or Owners Capital Account, Partners Capital Account, Share Capital. Reserve and Surplus [Retained Earnings ] : Related to Reserves. Retained Earnings is the alias name for Reverse and Surplus, e.g. Capital Reserve, General Assets can accommodate it. 2. Current Assets : It consists of 6 subgroups. If all the assets of the Company could not be allocated in any of these subgroup then the primary group Current Assets can accommodate it.

a) Bank Accounts : It holds Current Savings, Short Term Deposits, etc. b) Cash-in-Hand : This holds Ledger Account for Cash. More than one Cash Account can be opened if needed, e.g. Petty Cash A/c. c) Deposits (Asset) : It holds deposits like fixed Deposits, Rental Deposits, Security Deposits, etc. that is the deposits made by the company (not received). d) Loan & Advances (Assets) : It is for holding loans given by the Company which are nontrading in nature, e.g. Salary Advance, Advance for Purchase of Fixed Assets, etc. e) Stock-in-Hand : It holds Opening and Closing Stock. It is a special Group. Balances depends on the type of Inventory Management option selected while creating a Company, e.g. Raw Materials A/c, Work-in-Progress, Finished Goods, etc. Integrated Accounts-cum-Inventory : Transactions in Inventory record are Permitted and the corresponding changes are reflected in the Balance Sheet as Closing Stock. You just cannot alter the Closing Stock balance directly. Non-integrated Account-cum-Inventory : No Transaction permitted. It holds only the opeing and closing balance. As no Voucher can be passed for these accounts. f)Sundry Debtors : It holds the accounts of the debtors, who owes money to the business. 3. Current Liabilities : It holds Outstanding Liabilities, Statutory Liabilities and some other minor liabilities. Liabilities such as PF, TDS,ESI also fall under this Group. Duties and Taxes : It holds the accounts of trade duties, Excise, Local Sales Tax, Central Sales Tax. Provisions : This acts as a reserve like Provision for Depreciation, Provision for Taxation etc. ========================{ Central Institute of Information Technology }

================== 15 ================================{ ComputerAccounting - Tally } ============================ Sundry Creditors : It holds the account of the trade Creditors of the Company. Note : One should not open the supplier Account under Purchase Account Group, as Purchase A/c is a Revenue A/c. 4. Fixed Assets : It is a convenient place for holding the Fixed Assets of the Company. 5. Investments : It holds the accounts of overall investments, like Bonds, Shares, Govt. Securities, loan Term Bank deposits, etc. 6. Loans (Liability) : It keeps an account of the Loan taken by the Company. Bank OD Account [ Bank OCC Accounts] : Bank OCC is the alias name for Bank OD Accounts. It holds Over Dratf Account like Hypothecation Accounts, bill Discounting Account, etc. of the Bank. Secured Loans : It holds the accounts of the loans taken by the company from Banks and other financial Bodies by mortgaging its Fixed assets. It is a secured loan so it has to be returned from the fixed asset of the Company even if the Company Fails. Unsecured Loans : This is unconditional loan obtained from Partners/Directors or outside parties. 7. Suspense Account : As the name implies it is created when there is some discrepancy in the balance Sheet. It is a Balance sheet item, e.g. Traveling Advance whose details will be known only after the submission of TA bill. 8. Miscellaneous Expenses (Assets) : This is mainly for legal disclosure requirements, like schedule VI of India Companies Act. It is Rarely used.

9. Branch/Divisions : It holds the accounts of all the Companys Sister Concern, Branches, Divisions, Affiliation, etc. of the existing Company. 10. Sales Account : It holds the different Sales Account. The Sales account can be categorised as as Types of Sales (Domestic Sales, Export Sales) and the Tax slabs. To have an idea of net sales after return one can even open an account Sales Return under the Group Domestic Sales. 11. Purchase Account : It holds the accounts related to purchase. 11. Direct income [Income Direct] : It holds the account of the direct income due to sales of goods. A professional Service Company may like to open an account as Professional Fees instead of Sales account under this Group. { INTRODUCTION TO ACCOUNTING } Introduction of Book Keeping or Accounting : In the past, there was no money life was very simple, wants were limited and man was self sufficient later on there was evolution of money commodities were exchanged for money people started working for money production developed on large scale as there was development in transport communication and machinery. Number of businessman also increased number of exchanged (transaction) also increased and hence it was not possible for a businessman to remember all transaction entered into with different parties, thus, he started to keep a daily or a notebook to write (record) all transactions in it. He started recording in details about money ========================{ Central Institute of Information Technology } ================== 16

================================{ ComputerAccounting - Tally } ============================ received, money paid, cash sales, credit sales, cash purchase, credit purchase, expenses, income etc. These writings of all transaction in the book is called book-keeping. As business developed business man could not find time to write all the transaction into the books and therefore, they started appointing persons to record, such transaction. Such a person is known as Accountant. Todays transaction have increased on a large scale , therefore computer are used to keep a proper record. ACCOUNTING : Accounting is the art of recording, classifying and summarising in a significant manner and in terms of money, transactions and events which are, in part at least, of a financial character and interpreting the result thereof. Accounting : 1. Recording 2. Classifying 3. Summarising 4.

Interpreting Financial Events 6. Information to facilitate decision-making. Accounting Cycle : Transactions Journal Trading, Profit & Loss A/c & Balance Sheet Ledger Trial Balance Types of Accounts :Accounts Are Two Types 1) Personal A/c. 2) Impersonal A/c. 1)Personal A/c. : Dealing with an individual or accounts of Corporate bodies or Institutions which are recognized as person in business dealings. Example: Customers, Creditors, Debtors, Owner, Bank, Firm, Capital etc. 2)Impersonal A/c. : Are Two Types (a) Real, (b) Nominal a) Real :Real Account are Two types : ========================{ Central Institute of Information Technology } ================== 17

Account Tally 5.0

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