Question -
Answer -
Every transaction is recorded in the original book of entry (journal) in order of their occurrence; however, if we want to know that how much we receive from our debtors or how much to pay to the creditors, it is not possible to determine at a single movement. Hence, we prepare accounts to know the position of business activities in the meantime.
There are some steps to record transactions in accounts; it can be easily understood with the help of an example.
Sold goods to Mr A worth Rs 50,000 on 12th April and received payment Rs 40,000 on 25th April. The following journal entries will be recorded:
| | Particulars | L.F. | Debit Amount Rs | Credit Amount Rs |
| Apr.12 | A's A/c | Dr. | 22 | 50,000 | |
| | | To Sales | | 18 | | 50,000 |
| | (Goods sold on credit to Mr. A) | | | | | |
| | | | | | | |
| Apr.25 | Cash A/c | Dr. | 13 | 40,000 | |
| | | To A's A/c | | 22 | | 40,000 |
| | (Cash received from Mr. A) | | | | |
Step 1− Locate the account in ledger, i.e., Mr A’s Account.
Step 2− Enter the date of transaction in the date column of the debit side of Mr A’s Account.
Step 3− In the ‘Particulars’ column of the debit side of Mr A’s Account, the name of corresponding account is to be written, i.e., ‘Sales’.
Step 4− Enter the page number of the ledger in the Journal Folio (J.F.) column of Mr A’s Account.
Step 5− Enter the amount in the ‘Amount’ column.
Step 6− Same steps are to be followed to post entries in the credit side of Mr A’s Account.
Step 7− After entering all the transactions for a particular period, balance the account by totalling both sides and write the difference in shorter side, as ‘Balance c/d’.
Step 8− Total of account is to be written on either sides.