Recording of Transaction

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What is Recording of Transaction in accounts?

We will discuss the transaction of involvement in recording & preparing the source documents. Which are successively recorded within the basic book of original entry called Journal and are posted to individual accounts within the principal book called Ledger. Now we’ll discuss each transaction involving within the accounting process. There are under following:-

Business Transaction

Business transactions are exchanges of economic consideration between parties and have two-fold effects that are recorded in a minimum of two accounts. Its are usually evidenced by appropriate documents like Cash memo, Invoice, Sales bill, Pay-in-slip, Cheque, Salary slip, etc. for example, The Brother buy a computer in cash Rs. 25000 to her sister. The purchase of a computer for cash is an example of a transaction, Which involves reciprocal exchange of two things: (i) Payment of money (ii) Delivery of computer. Hence the transaction involves this aspect i.e. Give and Take. Payment of money involves give aspect and delivery of computer may be a take aspect.

Source of Document

A document that gives evidence of the transactions is named the Source Document or a Voucher. The voucher showing the required details and got approved by the acceptable authority within the firm. The documents (vouchers) are arranged in chronological order and are serially numbered and kept in a separate file. All recording in books of account is done based on vouchers.

  Transaction Voucher

Name of Firm:

 

 Voucher No.:                                                                           Date:

Debit Account:___________________________ ______                 

Credit Account:_________________________________

Amount ( Rs.): _________________________________

Narration:        _________________________________

 

Authorized By:_____________             Prepared By:__________

 


Arrangement of Accounting Voucher

Accounting vouchers may be classified as cash vouchers, debit Vouchers, credit vouchers, journal vouchers, etc. Nowadays, accounting is computerized and therefore the necessary accounting vouchers showing the code number and name of the accounts to be debited and credited are prepared for the required recording of transactions. A transaction with one debit and one credit could also be an easy transaction and thus the accounting vouchers prepared for such transaction is known as Transaction Voucher.
A voucher that records a transaction that entails multiple debits/credits and one credit/debit is named a compound voucher. The compound voucher may be: De(a) Debit Voucher or (b) Credit Voucher;

Debit Voucher

 

Name of Firm     :

Voucher No.       :                                                                   Date: 

Credit Account   :

Amount              :

Debit Accounts

 

Sr. No. Code Account Name Amount Rs. Narration
         
         
         
         

 

Authorized By:                                                                        Prepared By: 

Credit Voucher

 

Name of Firm     :

Voucher No.       :                                                                        Date: 

Credit Account   :

Amount              :

Credit Accounts

 

Sr. No. Code Account Name Amount Rs. Narration
         
         
         
         
Authorized By:                                                             Prepared By: 
     
 
 

Journal Voucher

Name of Firm:

Debit Account

 

Sr. No. Code Account Name Amount Rs. Narration
         
         
         
         
         

Credit Accounts

Sr. No. Code Account Name Amount Rs. Narration
         
         
         
         
         

 

Authorized By:                                                              Prepared By:

Transactions with multiple debits and multiple credits are called complex transactions and the accounting voucher prepared for such transaction is known as a Complex Voucher/ Journal Voucher.
 
The layout of the accounting vouchers relies upon the nature, requirement and comfort of the business. There is no set layout of an accounting voucher.

To distinguish several vouchers, extraordinary colour papers and different fonts of printing are used. An accounting voucher must contain the following essential elements :

  • It is written on good quality paper.
  • The name of the firm must be printed on the top.
  • The date of the transaction is filled up against the date and not the date of recording of a transaction is to be mentioned.
  • The number of the voucher is to be in a serial order.
  • The name of the account to be debited or credited is mentioned.
  • Debit and the credit amount is to be written in figures against the amount.
  • Description of the transaction is to be given account wisely.
  • The person who prepares the voucher must mention his name along with the signature.
  • The name and signature of the authorized person are mentioned on the voucher.

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