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After passing the entries in the journal-register, the transactions are classified and grouped for the preparation of accounts. The principal book which contains all set of accounts (viz. nominal, personal and real accounts), is known as Ledger. It is also known as principal books of account in which the account-wise balance of each account is determined.
General Ledger is a process of summarizing all the financial transaction of an account for a given period in a prescribed format with the objective to ascertain the closing balance at the end of the given period.
A general ledger account has two sides debit (left part of the account) and credit (right part of the account). Each of the general ledgers debit and credit side has four columns.
Date |
Particulars |
Journal Folio |
Amount (Rs.) |
Date |
Particulars |
Journal Folio |
Amount (Rs.) |
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The methodology of transferring the debit and credit items from journal to classified accounts in the ledger is known as posting. The posting of the ledger should be followed in accordance with the rules.
Rules for posting of entries in the ledger accounts
At the end of each month or year or any particular day, it is necessary to ascertain the closing balance in an account.
This is not a too difficult thing to do; suppose a person has bought goods worth 1,000 Bangladeshi taka and has paid only 850 Bangladeshi takas, he owes 150 Bangladeshi takas and that is the closing balance in his account.
Therefore, to ascertain the balance in any account, you must total the sides and ascertain the difference. The difference is the closing balance of the account. If the credit side total is higher than the debit side total, it is a credit balance and otherwise, it is a debit balance.
The credit balance is written on the debit side as, “To Balance c/d”. Here, ‘c/d’ refers to balance carried down. By doing this, two sides will be equal. The totals of both the debit and credit side are written on the two sides opposite one another. Then the credit total balance is written on the credit side as “By balance b/d (i.e., brought down)”. This becomes the opening balance for the new period.
Similarly, the debit balance is written on the credit side as “By Balance c/d”, the totals then are written on the two sides. Just like the credit side, the total debit balance is written on the debit side as, “To Balance b/d”, as the opening balance of the new period.
ABC and Co., a partnership firm registered in Kenya had the following entries to be posted in its ledger books.
2019 |
Particulars |
Amount |
Jan 1 |
Opening stock of Raw material |
320 |
May 10 |
Purchase of Raw material by cheque |
900 |
Oct 11 |
Purchase of Raw material on credit from XYZ Co., |
1,280 |
Nov 2 |
Returned goods purchased from XYZ Co., |
340 |
As discussed above, the first step in the process of preparing general ledger is posting. The following are ledger posting of ABC and Co.
Posting the above entries in the books of ABC and Co.,
(Dr). Raw Material A/c. (Cr)
Date |
Particulars |
Amount |
Date |
Particulars |
Amount |
1.1.15 |
To balance b/d |
320 |
31.12.15 |
By XYZ Co., |
340 |
10.5.15 |
To Bank |
900 |
31.12.15 |
By balance c/d |
??? |
11.10.15 |
To XYZ Co., |
1280 |
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1.1.16 |
To balance b/d. |
??? |
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Once the posting is done the next step balancing accounts. This step will help you determine the closing balance of ledger accounts for a given period. In the above example, we need to find out the closing balance of Raw material A/C (Indicated with a question mark(?))
Balancing of accounts in books of ABC and Co.,
Particulars |
Amount |
Debit side totals (320+900+1280) |
2470 |
Credit side totals |
340 |
Ideology (Debit Side total > Credit side total) then the balance is |
Debit balance |
Rule 1: Rule of balancing (Debit balance to be written on the credit side as By balance c/d which comes to) [ 2,470 ( - ) 340] |
To balance c/d = 2,130 Kenyan shillings |
Rule 2: Balances to be written on both sides (in the given example on) |
Debit Side as By balance b/d = 2,130 |
After balancing, the following is the completed general ledger account of Raw Material A/c of ABC and Co.
Dr). Raw Material A/c. (Cr)
Date |
Particulars |
Amount |
Date |
Particulars |
Amount |
1.1.15 |
To balance b/d |
320 |
31.12.15 |
By XYZ Co., |
340 |
10.5.15 |
To Bank |
900 |
31.12.15 |
By balance c/d |
2130 |
11.10.15 |
To XYZ Co., |
1280 |
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Total |
2470 |
Total |
2470 |
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1.1.16 |
To balance b/d. |
2130 |
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