Solution of Journal Voucher (Office Management and Accounting ) SEE 2077/2021
6. Mention the types of journal voucher and explain in brief about general
journal voucher with example.
Ans: Journal voucher should be prepared for different types of
financial transactions which take place in government offices. On the basis of
nature of transactions, the journal voucher to be prepared by operating level
government offices can be classified into following three types:
a. General journal
voucher b. Advance journal
voucher c. Miscellaneous journal
voucher
General
journal Voucher
The
Journal voucher which is prepared for the budget expenditure of government
office is called general journal voucher. While purchasing goods or making
payment on any budget head, operating level government offices prepare this type
of voucher. The examples of budget head are salary, furniture, rent etc. While
preparing general journal voucher, the word B.E. Furniture etc. The rule for
preparing general journal voucher is as under:
Government of Nepal AGF No. 10
………… Office/Department/Ministry J.V.No. …..
Journal
Voucher
Date: ………….
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. B.E. (Name of
Budget head) Cr. Nepal Rastra Bank (Being Payment made
for ……………..) |
|
|
|
|
|
|
|
Receipt No………………… Cheque
No: ………
Amount Received……….. Cheque
Amount: …………..
Submitted by: ………….. Approved:
…………..
Post: ………….. Post:
…………..
Date: ………….. Date:
…………..
5. The following transactions of District Health office, Nuwakot
are given:
a. 2077-08-03 Account Officer, Miss Smarika Khadgi returned
travelling expenses advance of Rs. 9,000 through bank due to postponement of
her travelling programme and her advance cleared.
b. 2077-08-09 Subba Bishow Tamang returned cash Rs. 15,000 to
office which was taken for purchasing machinery and requested for advance
clearance.
c. 2077-08-25 Kharidar Pem Doma returned advance of Rs.
1,00,000 which was taken for purchasing vehicle and his advance cleared.
d. 2077-09-09 Accountant, Miss Pasang returned cash Rs.
20,000 to office which was taken for purchasing uniform and cleared her advance.
Required : Journal Vouchers
(AGF No. 10)
Solution:
a)
Government of Nepal AGF No. 10
District Health Office, Nuwakot J.V.No.
01
Journal Voucher
Date: 2077-08-03
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. Nepal Rastra Bank Cr. Account Officer,
Miss Smarika Khadgi, travelling advance clearance (Being Account
Officer, Miss Smarika Khadgi, travelling advance cleared) |
|
22612 |
9,000 |
9,000 |
|
9,000 |
9,000 |
Receipt No………………… Cheque
No: …………
Amount Received Nine thousand rupees Cheque Amount: …………….
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-08-03 Date:
2077-08-03
b)
Government of Nepal
AGF No. 10
District Health Office, Nuwakot J.V.No. 02
Journal Voucher
Date: 2077-08-09
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. Nepal Rastra Bank Cr. Subba, Bishow
Tamang machinery advance clearance (Being Subba, Bishow
Tamang machinery advance cleared) |
|
29511 |
15,000 |
15,000 |
|
15,000 |
15,000 |
Receipt No………………… Cheque
No: …………..
Amount Received Fifteen thousand rupees Cheque Amount: …………
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-08-09 Date:
2077-08-09
c)
Government
of Nepal AGF No. 10
District
Health Office, Nuwakot J.V.No. 03
Journal Voucher Date: 2077-08-25
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. Nepal Rastra Bank Cr. Kharidar, Miss Pem
Doma vehicle advance clearance (Being Kharidar, Miss
Pem Doma vehicle advance cleared) |
|
29411 |
1,00,000 |
1,00,000 |
|
1,00,000 |
1,00,000 |
Receipt No………………… Cheque
No: ………….
Amount Received : One lakha Cheque
Amount: ……………
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-08-25 Date:
2077-08-25
d)
Government of Nepal AGF No. 10
District Health Office, Nuwakot J.V.No. 04
Journal Voucher
Date: 2077-09-09
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. Nepal Rastra Bank Cr. Accountant, Miss
Pasang uniform advance clearance (Being Accountant,
Miss Pasang uniform advance cleared) |
|
21121 |
20,000 |
20,000 |
|
20,000 |
20,000 |
Receipt No………………… Cheque
No: ……………
Amount Received Twenty thousand rupees Cheque Amount: ………..
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-09-09 Date:
2077-09-09
6. The following transactions of District Education office, Jhapa
are given:
a. 2077-09-03 Section Officer, Miss Smriti Ghatani presented the
bill of Rs. 13,000 against the advance of Rs. 14,000 for purchase of office
material and cash for balance amount and her advance cleared.
b. 2077-09-06 Kharidar, Sudip Sherpa submitted the bill of Rs.
45,000 and bank voucher of Rs. 5,000 after purchasing computer and printer and
his advance was cleared.
c. 2077-09-10 Miss Riya Phuyal submitted the bill of Rs.
20,000 after purchasing food materials and his advance of Rs. 22,000 was cleared
after submitting the bank voucher for the surplus amount.
d. 2077-09-14 Skill development and public awareness training
and seminar expenses advance of Mr. Bishal Dhakal Rs. 16,000 has been cleared
against the bill of Rs. 15,000 and bank voucher of Rs. 1,000.
e. 2077-09-14 Mr. Abiral Tiruwa submitted the bill of Rs.
1,15,000 for purchase of motorcycle and his advance Rs. 1,20,000 cleared by submitting
the bank deposit slip of Rs. 5,000.
Required : Journal Vouchers
(AGF No. 10)
Solution:
a)
Government of Nepal AGF No. 10
District Education office, Jhapa J.V.No.
01
Journal
Voucher
Date: 2077-09-03
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. B.E. Office materials Dr. Nepal Rastra Bank Cr. Section officer, Miss
Smriti Ghatani office materials advance clearance (Being Section officer,
Miss Smriti Ghatani office materials advance cleared and excess amount returned) |
|
22313 |
13,000 1,000 |
10,000 |
|
10,000 |
10,000 |
Receipt No………………… Cheque
No: …………
Amount Received……….. Cheque
Amount: Ten thousand rupees
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-09-03 Date:
2077-09-03
b)
Government of Nepal
AGF No. 10
District Education Office, Jhapa J.V.No. 02
Journal Voucher
Date: 2077-09-06
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. B.E. Computer and equipment
Dr. Nepal Rastra Bank Cr. Kharidar, Sudip Lama
computer and printer advance clearance (Being Kharidar, Sudip
Lama computer and printer advance cleared and deposited into bank) |
|
29511 |
45,000 5,000 |
50,000 |
|
50,000 |
50,000 |
Receipt No………………… Cheque
No: …………..
Amount Received: Five thousand rupees Cheque Amount: Four five thousand rupees
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-09-06 Date:
2077-09-06
c)
Government
of Nepal AGF No. 10
District
Education Office, Mugu J.V.No. 03
Journal Voucher Date: 2077-09-10
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. B.E. Food
materials Dr. Nepal Rastra Bank Cr. Miss Riya Phuya
food materials advance clearance (Being Miss Riya Phuya
food materials advance cleared and excess money deposited) |
|
21122 |
20,000 2,000 |
22,000 |
|
22,000 |
22,000 |
Receipt No………………… Cheque
No: ………….
Amount Received : Two thousand rupees Cheque
Amount: Twenty thousand rupees
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-09-10 Date:
2077-09-10
d)
Government of Nepal AGF No. 10
District Education Office, Jhapa J.V.No. 04
Journal Voucher Date: 2077-09-12
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. B.E. Skill development
and public awareness training and seminar expenses Dr. Nepal Rastra Bank Cr. Mr. Bishal Dhakal Skill
development and public awareness training and seminar expenses advance
clearance (Being Mr. Bishal Dhakal
Skill development and public awareness training and seminar expenses advance
cleared and excess money deposited) |
|
22512 |
15,000 1,000 |
16,000 |
|
16,000 |
16,000 |
Receipt No………………… Cheque No: ……………
Amount Received One thousand rupees Cheque Amount: Fifteen thousand rupees
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head/Office Chief
Date: 2077-09-12 Date:
2077-09-12
e)
Government of Nepal AGF No. 10
District Education Office, Jhapa J.V.No. 05
Journal
Voucher
Date: 2077-09-14
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. B.E. Vehicle Dr. Nepal Rastra Bank Cr. Mr. Abhiral Tiruwa
motorcycle advance clearance (Being Mr. Abhiral Tiruwa
motorcycle advance cleared and excess money deposited) |
|
29411 |
1,15,000 5,000 |
1,20,000 |
|
13,000 |
13,000 |
Receipt No………………… Cheque
No: ………
Amount Received……….. Cheque
Amount: Thirteen thousand rupees
Submitted by: XYZ Approved:
ABC
Post: Accountant Post:
Office head
Date: 2077-09-14 Date:
2077-09-14
6. What do you mean by advance transaction? How are the advance
given transactions recorded in journal voucher? Explain.
Ans: Advance is an amount paid or given to any person or
organization before receiving goods or service. The payment made as advance in
any budget head is not an actual expenditure until its clearance. However, it
should be recorded properly in the books of account. The journal voucher
relating to advance should be prepared twice as follows:
a. At the time of giving
advance b. At time of clearing
advance
Journal
Voucher at time of giving advance
When
an advance amount is provided to any staff or organization for making expenditure
on any budget head, the person or party receiving advance amount with related
budget head should be debited and Nepal Rastra Bank/cash should be credited.
The rule of preparing such journal voucher is as follows:
Government of Nepal AGF No. 10
………… Office/Department/Ministry J.V.No. …..
Journal Voucher
Date: ………….
|
Code No. |
Particulars |
L.F. |
B.H.No. |
Debit Rs. |
Credit Rs. |
|
|
Dr. Post, Name…………advance Cr. Nepal Rastra Bank (Being advance given
to……… for ………..) |
|
|
|
|
|
|
|
Receipt No………………… Cheque
No: ………
Amount Received……….. Cheque
Amount: …………..
Submitted by: ………….. Approved:
…………..
Post: ………….. Post:
…………..
Date: ………….. Date:
…………..
7. What do you mean by miscellaneous transactions? Mention the types
of miscellaneous transactions.
Ans. There are various
transactions other than general and advance transactions. Such transactions are
called miscellaneous transactions. The journal vouchers prepared for such
transactions are called miscellaneous journal vouchers. Following are some
miscellaneous transactions:
a. Initial imprest fund b. Budget release c. Petty cash fund d. Salary distribution
e. Loan f. Transfer of budget g. Security deposit h. Rectification of error
a. Initial Imprest fund:
The fund which is provided to the government offices at the starting of fiscal
year to meet the expenditures of Shrawan is called initial imprest fund.
Generally, the government provides this fund equal to one sixth of last year's
total budget expenditure. It is also called revolving fund or preliminary fund
or current fund.
b. Budget release: Under
the present system of government, all operating level offices receive the budget
on monthly basis on the basis of expenditure of last month which is called
budget release. To receive the budget released, it needs to submit the required
documents to the District Treasury and Comptroller Office.
c. Petty cash fund : It
is a fund created for disbursement(payment) of petty (small) expenses as stationery,
postage, taxi fare, refreshment etc., which take place in regular functioning
of the government offices. This fund is created to overcome from the inconvenience
to issue cheques to make petty expense.
d. Salary distribution:
According to government employment rules and regulations, employees are paid
their salaries and allowance at the end of each month. Certain deductions are
made out of salary of every month before it is paid off, such deduction are
income tax, loans taken by employees and allowance advance salary if any etc.
e. Loan: Sometimes, when
the employees are feeling cash crunch, they may request for a long from their
own office or provident fund loan or citizen investment trust loan which may or
may not be sanctioned, after considering the requirements and needs.
f. Transfer of budget:
Budget is the planning of revenue and appropriation of expenditures in advance.
Government offices formulate all budget appropriations based on previous year's
figure. Appropriations under some heads may be inadequate, whereas under some
other heads these appropriations may be than desired amount. According to
government act budget can be transferred from one budget head to another head
i.e. from surplus head to deficit head in order to avoid the problem of budget
deficit in any budget head.
g. Security deposit:
Security is the amount to be deposited by the contractors as per rule in
developmental and constructional work. It also refers to the amount deposited
by the supplier for supplying goods or services.
h. Rectifications of
errors: While recording the transaction, it is obvious that some errors may exist
in the books of accounts. After locating the errors, they need to be rectified
through the journal vouchers.
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