General Books &
Subsidiary Books
Source: chapter III of Accounts Code
Click here
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The first and foremost function of the Accounts Dept is "Keeping
the accounts of the railway in accordance with the prescribed rules". Clickfor article on Functions of the Accounts Dept
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That is, General Books such as Daily Cash Book,
Monthly Cash Book, Journal & Ledger and various Subsidiary Books.
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Compilation of
Accounts - The following
are the duties of the Accounts Officer:
1.
Collect and bring to account all the receipts
and disbursements of Unit, i.e., Division, Railway (CO7s - Cash Order 7 for out
goings & MCRs - Misc. Cash Receipts for Receipts)
2.
A) To transfer to other accounts circles the
items pertaining to them which originate in his circle and B) to adjust in his books of account the items
of expenditure or receipts pertaining to his own circle and transferred to him
by other Accounts officers; (Through RJVs - Revenue Journal Vouchers & CJVs
- Capital Journal Vouchers)
3.
To make up a detailed account of his accounts
circle monthly; ( Monthly Account
Current)
4.
To make up a detailed account of his circle for
each year. (Annual Account Current)
5.
To prepare relevant financial reports for
management information and action. (Appropriation Accounts, P & L Account,
Balance Sheet etc)
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Accounting Transactions
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Two distinct headings
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Cash transactions
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Book Adjustments
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Sub Headings
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Disbursements
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Receipts
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Revenue
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Capital
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Four Pillars for entire Accounting
transactions
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CO 7
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MCR
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RJV
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CJV
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Code used in the documents
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1
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2
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3
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4
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General Books :
These are the essential records for compiling the monthly and Annual
Accounts.
I.
General Cash Book
or Daily abstract of cash transactions
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Form No. 304
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To bring into all cash transactions of
Division/Unit.
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Posted daily.
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A voucher (CO7 or MCR) duly signed by an
Accounts Officer - support of every entry in it.
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Balanced daily and reconciled with that in the
Cashiers cash book.
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It should be checked and signed by the officer
in-charge of the section.
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Daily Cash Book
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Receipts
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Payments
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Debit side
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Credit side
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Particulars
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Source
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Particulars
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Source
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Station Remittances
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Cash check sheets
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Debits in various bills passed
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CO7s
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Receipts other than Stations
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MCRs
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Credits in various Bills passed
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CO7s
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Unpaid amounts remitted by cashier
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Lists of unpaid wages
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II.
Monthly Cash
Book:
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Posted
daily from the totals in the Daily abstract of Cash transactions.
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Kept in two parts A. Debits (Receipts) B. Credits (Disbursements)
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It should be totaled after the transactions of
the last day of the month have been posted.
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The totals under the Heads RIB - Remittances
Into Bank for Receipts and C & B - Cheques & Bills for payments should
be reconciled with the statements received from the Banks.
III.
Journal
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The
transactions which do not involve cash -
should be recorded in the Journl.
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Each entry in the journal should be supported by
Journal Voucher (JV) duly signed by an Accounts Officer.
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JVs, after preparation by the concerned sections
and sent to the Books section for incorporation in the Accounts.
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JVs should bear separate serial numbers distinct
from that cash vouchers
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Each journal entry should be supported by a
narration giving detailed reasons for making adjustment.
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Totalling of the Journal
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Add cash totals to the Journal.
IV.
LEDGER
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The closing totals of the journal should be
posted in the Ledger under various heads of accounts.
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Also shows the progressive balances under those
heads, the end of each accounting period.
Subsidiary Books:
In addition to the General Books, the following subsidiary
records should be maintained.
I.
Registers of Earnings
II.
Revenue Allocation Registers
III.
Registers of Works
IV.
Suspense Registers ( DP, MAR, Loans &
Advances, Deposits, Stores suspense, WMS, Traffic etc)
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