CONCEPT OF PRIMARY BOOKS AND SUBSIDIARY BOOKS

           Any student of accountancy is familiar with two things of the subject,namely "Journal" and "Ledger". the student is also familiar with the format of the two and the manner in which accounting entries are passed in them. However, very few students are aware of the concepts underlying them. they are equally unaware of the accounting procedure. This post is aimed at clearing that very concept.

           First we must understand the role of journal and ledger in the accounting cycle. Accounting for any transaction begins with passing an entry in the journal. There are separate journals for recording different types of entries. these journals are collectively known as "Books of prime entry","Books of original entry" and "Subsidiary books". These are called by the first two names because all transactions are first recorded in these books. The third name indicates that these are subsidiaries of the Journal. There are eight types of Subsidiary books.

         

           Next comes Ledger. Ledger is the prepared with the total amounts of the different subsidiary books. for example, the total of purchase journal is posted to the debit side of purchase account. In other words, the totals of the different ledgers will be tansferred to ledger accounts of the same name. Ledger too is known by three names: "Primary books" and "Books of secondary entry" and "Principal books". Ledger is known as a primary book and principal book because it is from ledger balances that trial balance and final accounts are prepared. It is called a secondary book because it is prepared after the journal and on the former's basis. Hence it is subsidiary to the journal. The balances of  the ledger accounts are used in preparation of the final accounts of the organisation.

DIFFERENT TYPES OF SUBSIDIARY BOOKS(JOURNALS)

There are eight different types of subsidiary books:

1. Purchase Day Book-  For recording credit purchases
2. Sales Day Book- For recording credit sales
3. Purchase Return Book- For recording purchase returns
4. Sales Return Book- For recording sales returns
5. Bills Receivable Book- For recording all Bills of exchange receivable
6. Bills Payable Book- For recording all Bills of exchange payable
7. Cash Book-For recording all transactions made in cash
8. Journal Proper- For recording all those entries which do not come in the above seven types of journals.

              Cash Book is both a book of prime entry and a book of secondary entry. This is because all cash transactions are first recorded in the Cash Book and it is from the Cash Book only that the balnce of cash is recorded in the final accounts. Cash book is thus both a jounal and a ledger. Hence Cash Book is a JOURNALISED LEDGER.

               

MEANING OF NON-TRADING ORGANISATIONS(NTO)

Contrary to the popular view of a layman, an NTO is not an organisation which does not make profits. It is a well established fact that no organisation can survive without profit and that one of the prime motives of any organisation is to earn and maximise profits. Profit in commercial parlance is defined as the excess of income or revenue over expenditure during a specific period, by whatever name called. In the case of an NTO the profit earned by it is called "surplus". Hence' an NTO earns profit and calls it surplus. Then what is the difference between an NTO an a profit-making organisation is lies in the fact the NTO does not  distribute its surplus among its members(as is the case with other organisations). The surplus earned is transferred to a Capital Fund and is used for the benefit and development of the organisation. This is the prime point of difference between an NTO and a profit-making organisation and the most effective rule of identifying an NTO. It is not enough for a charitable organisation to be called an NTO if it does not pass this test.

ABOUT THIS BLOG

This blog is not a teacher. It is a friend and professional colleague. No matter if you are a student of  CA,CMA,CS,ICFAI,BCOM,MCOM, or even if you are related to commerce in any way, you are most welcome to exchange your views with the author.